Koha System

Using MARCReady with CSV and Excel Files

Learn how MARCReady helps convert spreadsheet catalogue data into MARC records for Koha migration.

May 12, 2026 4 min read

Many small libraries begin with a spreadsheet rather than a full MARC export. MARCReady can help convert structured spreadsheet data into MARC-style bibliographic records for review and export.

This is useful when your current catalogue is stored in Excel, exported as CSV, or maintained in a simple database that does not produce MARC records.

When spreadsheet conversion is useful

CSV or Excel conversion may be useful if:

Your current system cannot export MARC.
Your catalogue is maintained in Excel or Google Sheets.
You are preparing a first Koha migration.
You want to test whether your data can become MARC records.
You inherited a catalogue from a small library, school, church, museum, or archive.
You have bibliographic data in a custom database or simple inventory tool.

Spreadsheet conversion is not the same as professional cataloguing, but it can provide a practical starting point for migration.

Supported spreadsheet-style formats

MARCReady supports CSV (.csv), TSV (.tsv), and Excel (.xlsx, .xls). For best results, use .xlsx or .csv with clear column headings.

Recommended columns

Recommended columns include:

Column	Why it helps
Title	Main title statement
Subtitle	Additional title information
Author	Main author or creator
Additional author	Added author or contributor
ISBN	Standard identifier
Publisher	Publication information
Publication place	Place of publication
Publication year	Date information
Edition	Edition statement
Subject	Subject access
Language	Language coding and display
Description	Physical description or notes
Call number	Classification or shelving
Barcode	Item identification
Branch	Library branch or holding location
Shelving location	Local shelf/location information
Item type	Circulation and item policy mapping

Better column headings

Better heading	Avoid
Title	Column 1
Author	Name
ISBN	Number
Publisher	Text
Publication year	Date
Barcode	ID
Call number	Code
Subject	Topic 1

How Kai maps spreadsheet columns

When you upload a spreadsheet, Kai reviews column headings, sample values, repeated patterns, ISBN-like numbers, date-like values, and fields that look like barcodes, call numbers, or locations. Kai then proposes MARC field and subfield mappings. You should review these suggestions before export.

Example mappings:

Spreadsheet column	Possible MARC mapping
Title	245 $a
Subtitle	245 $b
Author	100 $a or 700 $a
ISBN	020 $a
Publisher	264 $b or 260 $b
Publication year	264 $c, 260 $c
Subject	650 $a
Call number	952 $o or local classification field
Barcode	952 $p or item barcode field

Tips for better results

Before uploading a spreadsheet:

Use one row per title where possible.
Avoid merged cells.
Avoid blank header rows.
Remove summary rows and totals.
Keep each field in its own column.
Do not combine title, author, and publisher into one cell.
Use consistent date formats.
Put ISBNs in a dedicated column.
Keep barcode and item data separate from bibliographic description.
Keep a copy of the original spreadsheet.

Item data in spreadsheets

For Koha, item data is important because it supports circulation. Useful item columns include: Barcode, Branch, Shelving location, Item type, Call number, Copy number, Replacement price, Acquisition date, Lost/damaged status.