MARC (Machine-Readable Cataloging) records are the standardized format for bibliographic data in library systems. Developed by the Library of Congress in the 1960s, MARC enables libraries to store, exchange, and display catalog information in a consistent, machine-readable format that Koha and other integrated library systems rely on.

What is a MARC Record?

A MARC record is a structured digital representation of a bibliographic item containing standardized fields for author, title, publisher, subject headings, physical description, and other cataloging data. Each record uses numbered fields and subfields to organize information consistently.

Core MARC Concepts

Fields - Three-digit numbers identifying data types (100 = author, 245 = title) Subfields - Subdivisions within fields marked by delimiter codes ($a, $b, $c) Indicators - Two single-digit values providing additional field context Tags - Alternative term for field numbers MARC21 - The standard format used by Koha and most libraries worldwide

Why MARC Matters for Koha Users

1. Standardization

MARC21 provides a universal format that libraries worldwide recognize and use, making it easy to share catalog data with other institutions or import records from external sources like the Library of Congress or WorldCat.

2. Interoperability

Because MARC is a global standard, Koha can seamlessly exchange bibliographic data with other library systems through protocols like Z39.50 and SRU/SRW. This means you can:

  • Import records from other libraries
  • Contribute to union catalogs
  • Participate in consortia sharing

3. Detailed Metadata

MARC fields support extensive cataloging details including:

  • Multiple authors and contributors
  • Series information
  • Subject headings and call numbers
  • Physical descriptions
  • URLs and electronic resource links
  • Holdings and item-level information

4. Flexibility

Koha’s MARC framework is highly customizable. Libraries can:

  • Show or hide specific fields in the cataloging interface
  • Make fields mandatory or optional
  • Create custom MARC frameworks for different material types
  • Add local fields for institution-specific data

Key MARC Fields in Koha

Here are some of the most commonly used MARC fields when cataloging in Koha:

Field Description Example
001 Control Number Unique record identifier
020 ISBN 978-0-123456-78-9
100 Main Entry - Personal Name Smith, John, 1970-
245 Title Statement The art of cataloging
250 Edition Statement 3rd ed.
260/264 Publication Information New York : Example Press, 2023
300 Physical Description xii, 245 p. ; 24 cm
500 General Note Includes index
650 Subject Added Entry Cataloging–Handbooks
852 Location Main Library - Reference
942 Koha Item Type Book
952 Item Information Barcode, call number, price

MARC vs. Other Metadata Formats

While MARC21 remains the dominant standard in libraries, Koha also supports:

  • UNIMARC - Used primarily in European libraries
  • Dublin Core - Simpler metadata format for digital resources
  • MARCXML - XML representation of MARC data

However, MARC21 remains the most comprehensive and widely adopted format for library cataloging.

Working with MARC in Koha

Creating MARC Records

Koha provides multiple ways to create MARC records:

  1. Manual Entry - Using the built-in cataloging module
  2. Z39.50 Import - Downloading records from external catalogs
  3. Batch Import - Uploading MARC files (ISO2709 or MARCXML)
  4. Copy Cataloging - Duplicating existing records and editing

Editing MARC Records

Koha’s cataloging interface offers:

  • Field-by-field editing
  • MARC tag visibility controls
  • Authority control integration
  • Validation and error checking
  • Undo/redo functionality

Viewing MARC Records

Users can view MARC records in multiple formats:

  • Normal view - Card catalog style
  • MARC view - Raw MARC format with tags
  • ISBD view - International Standard Bibliographic Description
  • Labeled MARC view - MARC with field labels

Common MARC Cataloging Tips for Koha

  1. Use Authority Records - Link author and subject headings to authority records for consistency
  2. Enable MARC Frameworks - Customize frameworks for books, serials, DVDs, etc.
  3. Import When Possible - Save time by importing high-quality records via Z39.50
  4. Validate Records - Use Koha’s built-in validation to catch errors
  5. Document Local Practices - Create cataloging guidelines for your institution

MARC Resources

Conclusion

MARC records are fundamental to how Koha manages bibliographic data. Understanding MARC structure and best practices will help you catalog efficiently, maintain data quality, and take full advantage of Koha’s powerful cataloging features. While MARC can seem complex at first, its standardized format ensures your library’s catalog data remains accessible, shareable, and future-proof.

Need help with MARC cataloging in Koha? Our team provides training and support for libraries migrating to or optimizing their Koha implementation. Contact us to learn more.