Preparing Your Catalogue Export Before Uploading to MARCReady

A good catalogue export produces better MARCReady suggestions. Before uploading your file, take a few minutes to check what the export contains, what format it uses, and whether it includes data that should not be uploaded.

This guide is useful for libraries preparing a Koha migration, cleaning existing catalogue records, or converting a spreadsheet catalogue into MARC.

Recommended export formats

If your current system gives you several export options, use the most structured option available.

Best options:

• MARC21 binary (.mrc or .marc)
• MARCXML (.marcxml or .xml)

Also supported:

• MRK (.mrk)
• CSV (.csv)
• TSV (.tsv)
• Excel (.xlsx or .xls)
• JSON (.json)

If you can export proper MARC records, start there. If your current system cannot export MARC, a spreadsheet or CSV export may still be useful.

Before uploading

Before uploading to MARCReady:

• Export bibliographic catalogue records only.
• Keep a copy of the original export.
• Check that the file opens on your computer.
• Confirm that the file is not empty.
• If possible, export a small sample first.
• Use clear column headings if the file is a spreadsheet.
• Keep item data, such as barcode and location, in separate fields where possible.
• Avoid manually editing the source export unless you know what the changes mean.

Do not upload patron data

MARCReady is designed for bibliographic catalogue records only.

Do not upload:

• Patron or borrower records.
• Patron addresses or contact details.
• Circulation history.
• Fines or payment records.
• Staff account exports.
• Private notes unrelated to catalogue description.
• Any file containing passwords or credentials.

If patron data is uploaded by mistake, contact [email protected] so KohaSupport can help arrange deletion.

Recommended spreadsheet columns

For CSV, Excel, and TSV files, clear column headings improve the quality of field mapping suggestions.

Useful columns include:

Avoid vague headings such as Column 1, Field1, Data, Name, Text, Number, or Notes.

One row per title

For spreadsheet files, use one row per bibliographic title where possible.

If the same title has multiple copies, use consistent item columns such as barcode, branch, and location. If your spreadsheet uses multiple rows for multiple copies of the same title, note this before migration planning because item handling may need extra review.

Check item information

For Koha migrations, bibliographic records and item records are related but not the same.

Bibliographic information describes the title: Title, Author, Publisher, ISBN, Edition, Subjects.

Item information describes the physical or electronic copy: Barcode, Branch, Shelving location, Item type, Call number, Copy number, Replacement price, Lost/damaged status.

If your current system exports item data, preserve it. Item data is important for circulation after migration.

For MARC files

If you are uploading MARC21, MARCXML, or MRK files:

• Check whether the file opens in MARCEdit or another MARC tool.
• Confirm whether item data is embedded in a local field such as 952.
• Check whether records contain ISBNs where expected.
• Note any local fields your library uses, such as 9XX fields.
• Keep the original export unchanged.

Start with a sample

For migration projects, start with a small sample before uploading the full catalogue.

A good sample should include: common books, older records, records with multiple copies, records with missing ISBNs, records with local notes, different item types, and any unusual formats your library holds.

Related resources

• MARCReady overview
• Using MARCReady with CSV and Excel files
• How MARCReady fits into a Koha migration