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Migrating from Sierra to Koha: Catalogue Data Checklist

A practical catalogue data checklist for libraries planning a migration from Sierra to Koha, including MARC export, item data, local fields, and test imports.

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Migrating from Sierra to Koha: Catalogue Data Checklist

A successful Sierra to Koha migration depends on more than exporting records. You need to understand what is in the catalogue data, where item information is stored, how local fields are used, and how the exported records behave in Koha.

This checklist focuses on catalogue and MARC preparation.

1. Identify the data you need

Start by listing what must move to Koha.

For catalogue migration, this usually includes:

  • bibliographic records;
  • item records;
  • barcodes;
  • branch and location data;
  • item types;
  • call numbers;
  • statuses;
  • local notes;
  • old system identifiers;
  • authority records if required.

Do not assume every useful value is visible in the public catalogue. Some migration-critical data may exist only in staff fields or local fields.

2. Export a representative MARC sample

Before a full export, create a sample that includes:

  • common monographs;
  • serials if used;
  • older records;
  • records with multiple copies;
  • records from different branches;
  • withdrawn or suppressed items;
  • records with local notes;
  • records with accents or non-English text.

Use the sample to discover mapping issues early.

3. Review local fields

Sierra exports may contain local fields or system-specific data. Review 9XX fields and other local fields before import.

For each field, decide whether to:

  • preserve it;
  • map it to a Koha field;
  • use it only during migration;
  • remove it from the final catalogue.

4. Confirm item data

A catalogue migration is incomplete if items do not import correctly.

Check:

  • barcode;
  • branch;
  • location;
  • item type;
  • call number;
  • copy number;
  • status;
  • price;
  • old item ID.

Confirm how each value should map to Koha.

5. Check MARC quality

Upload a sample to MARCReady and review issues such as:

  • ISBN formatting;
  • invalid indicators;
  • empty subfields;
  • duplicate fields;
  • encoding issues;
  • incomplete Leader and 008 data;
  • local fields needing review.

Review the repair log to decide whether the export is ready for Koha testing.

6. Test in Koha

Stage the repaired sample in Koha.

Check:

  • number of records staged;
  • errors and warnings;
  • item count;
  • matching rules;
  • imported record display;
  • OPAC display;
  • title, author, ISBN, and barcode search.

Repeat until the sample is clean enough to proceed.

7. Plan the full migration

Once the sample works, document:

  • export settings;
  • MARCReady repair decisions;
  • field mappings;
  • local field decisions;
  • Koha staging settings;
  • item mapping;
  • matching rule choices;
  • known exceptions.

Need help?

KohaSupport can help plan a Sierra to Koha migration, review MARC export quality, and prepare records for Koha import.

Next Steps

After Deployment
Post-Installation Setup
Recommended
Security Best Practices
Keep It Running
Monitoring & Maintenance

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