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From Spreadsheets to Koha: Implementation and Impact Study for a 12,000-Volume Degree-College Library

  • 12 slides
  • 14 viva questions
  • 6 modules
  • No code needed

@koha-implementation-study-degree-college-libraryUpdated Oct 2026

Installing Koha, migrating a register-and-Excel catalogue, and measuring whether the issue counter actually got faster

B.Lib.I.Sc, Digital Libraries · Final sem · Beginner · 12 weeks · Solo

More info
Degree
Bachelor of Library & Information Science
Branch
Digital Libraries
Level
Beginner · 12 weeks · Solo
Relevant for
All India
Common at
Bangalore University, University of Mumbai, University of Delhi
Syllabus
Library-science departments University LIS · Project / dissertation (M.Lib Sem 4 typically; B.Lib project report) · Final semester
Tech stack
  • Koha ILS (22.x/23.x LTS)
  • Ubuntu Server LTS
  • Apache
  • MariaDB
  • MarcEdit
  • MARC 21
  • Barcode scanner + label printing
  • Excel / Google Forms (user survey)
For educational purposes only

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  1. Pinned

    From Spreadsheets to Koha: Implementation and Impact Study for a 12,000-Volume Degree-College Library

    @koha-implementation-study-degree-college-library

    1 min

    Overview

    This B.Lib.I.Sc project documents the implementation of Koha, the open-source integrated library system, in Sri Sharada First Grade College Library (a fictional degree college with about 12,000 volumes, 1,400 students and 70 teachers) and measures its impact on everyday library work. Before the project, the library ran on an accession register, a card catalogue that stopped being updated years ago and an Excel sheet of issues and returns. Students could not find out whether a book was available without asking, and the issue counter queued up at the start of every semester.

    The project follows the implementation from start to finish: a needs assessment with the librarian and staff; installation of Koha on Ubuntu Server with Apache and MariaDB; configuration of library parameters, patron categories, item types and circulation rules; cleaning the existing Excel data and converting it to MARC 21 records with MarcEdit; bulk import; barcode label printing; and launch of the OPAC for students.

    Impact is measured in two simple ways a B.Lib student can defend: time taken per issue/return transaction timed before and after automation, and a user-satisfaction survey of students and teachers. The report concludes with lessons for other small college libraries, especially those governed by NAAC's expectations for automated libraries.

    Syllabus alignment

    Library-science departments · University LIS

    Project / dissertation (M.Lib Sem 4 typically; B.Lib project report) · Final semester

    Subjects this project applies
    • Library Automation & Networking
    • Knowledge Organisation: Cataloguing (MARC 21, AACR2)
    • Management of Library & Information Centres
    • Information Technology: Basics and Applications
    • Research Methodology & Statistics (survey)
    How it is evaluated

    See your department's project guidelines.

    14 Unlock

    1 min read · 14 viva questions

  2. From Spreadsheets to Koha: Implementation and Impact Study for a 12,000-Volume Degree-College Library

    @koha-implementation-study-degree-college-library

    2 min

    Synopsis

    Abstract

    Small college libraries in India are under pressure to automate — for NAAC accreditation, for students who expect to search online, and for staff who spend hours on registers. Commercial software is expensive and often abandoned after the licence period. This project implements Koha, a free and open-source integrated library system, in a 12,000-volume degree-college library and studies the process and its effect on circulation work and user satisfaction.

    Introduction

    The library serves undergraduate programmes in commerce, science and arts. It has one professional librarian, two assistants and an old desktop computer. Its catalogue data lives in a single Excel file with inconsistent columns — some rows have ISBNs, many do not; author names are entered in several forms; and accession numbers are the only reliable identifier.

    Review of literature (gap)

    Indian LIS journals carry many descriptive accounts of Koha installations in university libraries, and comparative studies of Koha with SOUL and other systems. Far fewer studies measure the effect of automation in a small affiliated college, where staff are few and data is messy. This project adds a simple, repeatable before/after measurement to an implementation account.

    Existing system vs proposed system

    • Existing: accession register, outdated card catalogue, Excel sheet for circulation, no overdue tracking, no way for users to search from outside the library.
    • Proposed: Koha with MARC 21 bibliographic records, barcoded items, circulation rules by patron category, automatic due dates and fines, a web OPAC, and reports for stock verification and NAAC documentation.

    Feasibility

    • Technical: Koha runs well on a modest desktop-class server with Ubuntu LTS. Installation uses the Koha community's Debian packages.
    • Economic: no licence fee; costs are a barcode scanner, label stock and staff time.
    • Operational: staff need about two days of hands-on training for circulation and cataloguing screens; students need none for the OPAC.
  3. From Spreadsheets to Koha: Implementation and Impact Study for a 12,000-Volume Degree-College Library

    @koha-implementation-study-degree-college-library

    1 min

    Problem statement

    Sri Sharada First Grade College Library manages about 12,000 volumes and around 1,500 users with an accession register, an Excel file and memory. Issue and return are written by hand and copied into the spreadsheet, which slows the counter at peak times and produces frequent errors. Overdue books are discovered only during stock verification. Students cannot check availability without visiting the library, and the college struggles to show automated library services during accreditation.

    The problem this project addresses is: how can a small college library with limited staff and messy legacy data implement an open-source integrated library system successfully, and what measurable difference does it make to circulation work and user satisfaction? The study must document each step clearly enough for another college to repeat it.

  4. From Spreadsheets to Koha: Implementation and Impact Study for a 12,000-Volume Degree-College Library

    @koha-implementation-study-degree-college-library

    1 min

    Objectives & scope

    1. 01Assess the library's existing workflows, data and infrastructure and document requirements for automation.
    2. 02Install and configure Koha on Ubuntu Server with Apache and MariaDB, including library parameters, patron categories, item types and circulation rules.
    3. 03Clean the legacy Excel catalogue and convert it into MARC 21 records with MarcEdit for bulk import.
    4. 04Barcode the collection, register patrons and launch the web OPAC.
    5. 05Measure the average time per issue and return transaction before and after automation.
    6. 06Survey students and teachers on satisfaction with library services after implementation.
    7. 07Recommend practices for other small college libraries adopting Koha.

    Scope

    In scope

    • One college library, one branch, about 12,000 volumes and 1,500 users.
    • Koha modules: administration, cataloguing, circulation, patrons, OPAC and reports.
    • Data migration from Excel to MARC 21 for books; barcoding and label printing.
    • Before/after timing of circulation transactions and a post-implementation user survey.

    Out of scope

    • Serials, acquisitions with budgets, and inter-library loan modules.
    • RFID self-check and security gates.
    • Retro-conversion from copy-cataloguing sources (records are built from local data).
    • Long-term effects beyond the project period.
  5. From Spreadsheets to Koha: Implementation and Impact Study for a 12,000-Volume Degree-College Library

    @koha-implementation-study-degree-college-library

    1 min

    Methodology

    The project uses a case-study design with a simple before/after comparison and a descriptive user survey.

    PhaseWeeksWorkOutput
    1. Needs assessment1–2Interview the librarian and assistants; observe the issue counter; inspect the Excel file and registers; time baseline transactionsRequirements note, baseline timing sheet
    2. Installation3Install Ubuntu Server LTS, add the Koha community repository, install Koha, create an instance, configure Apache and MariaDB, run the web installerWorking Koha instance
    3. Configuration4Library, patron categories (UG student, PG student, faculty, staff), item types, circulation and fine rules, holidays calendar, MARC framework reviewConfiguration log
    4. Data migration5–7Clean Excel data, map columns to MARC 21 fields, convert with MarcEdit, test import of 100 records, bulk import, fix errorsImported catalogue, error log
    5. Barcoding & patrons8Print barcode labels, attach to items, import patron listBarcoded collection
    6. Go-live & training9Staff training, OPAC launch, orientation for studentsLive system
    7. Measurement10–11Time post-automation transactions; run user surveyTiming data, survey data
    8. Report12Analysis, report writing, viva preparationBound report

    Timing method: time 30 issue and 30 return transactions at the counter before automation and the same number after, using a stopwatch app and a simple timing sheet; compare means. Survey: a short questionnaire (Likert scale plus open questions) administered to a convenience sample of students and teachers, analysed with percentages in Excel.

  6. From Spreadsheets to Koha: Implementation and Impact Study for a 12,000-Volume Degree-College Library

    @koha-implementation-study-degree-college-library

    1 min

    Architecture & tech stack

    • Koha ILS (22.x/23.x LTS)
    • Ubuntu Server LTS
    • Apache
    • MariaDB
    • MarcEdit
    • MARC 21
    • Barcode scanner + label printing
    • Excel / Google Forms (user survey)

    The flowchart below shows the implementation and study design used in the report.

    flowchart TD
  A[Needs assessment: interviews, observation, data audit] --> B[Baseline circulation timing]
  A --> C[Server setup: Ubuntu LTS, Apache, MariaDB]
  C --> D[Install Koha packages and create instance]
  D --> E[Configure library, patrons, item types, circulation rules]
  A --> F[Clean Excel catalogue]
  F --> G[Map columns to MARC 21 fields]
  G --> H[Convert with MarcEdit]
  H --> I[Test import of 100 records]
  I --> J{Errors?}
  J -- yes --> F
  J -- no --> K[Bulk import into Koha]
  E --> K
  K --> L[Barcode labels and patron import]
  L --> M[Go-live, staff training, OPAC launch]
  M --> N[Post-automation timing]
  M --> O[User satisfaction survey]
  B --> P[Before/after comparison]
  N --> P
  O --> Q[Findings and recommendations]
  P --> Q

    System architecture

    Koha is a web application: staff use the staff interface and users the OPAC, both served by Apache and backed by a MariaDB database, with a Zebra or Elasticsearch index for searching. In a small college, one server on the campus LAN is enough; the OPAC can be exposed on the college website if IT permits.

    Field mapping used

    Accession number → 952$p (barcode) and 952$i (inventory); title → 245$a; author → 100$a; edition → 250$a; place, publisher, year → 264$a/$b/$c; pages → 300$a; ISBN → 020$a; call number → 082$a and 952$o; item type → 942$c.

  7. From Spreadsheets to Koha: Implementation and Impact Study for a 12,000-Volume Degree-College Library

    @koha-implementation-study-degree-college-library

    6 modules

    Modules

    • Needs Assessment & Baseline

      Documents current workflows, staff skills, hardware and the state of the Excel data through interviews and observation, and records baseline times for 30 issue and 30 return transactions at the counter.

    • Koha Installation

      Sets up Ubuntu Server LTS, adds the Koha community package repository, installs Koha with Apache and MariaDB, creates a library instance with koha-create and completes the web installer.

    • Configuration & Policies

      Defines the library, patron categories, item types, circulation and fine rules, loan periods, holidays calendar and system preferences so that due dates and limits are applied automatically.

    • Data Cleaning & MARC 21 Migration

      Standardises the Excel catalogue, maps columns to MARC 21 bibliographic and item fields, converts the file with MarcEdit, tests a small batch and then bulk-imports the full catalogue, logging and fixing errors.

    • Barcoding, Patrons & OPAC

      Prints and attaches barcode labels, imports the student and staff list as patrons, trains staff on circulation screens and launches the OPAC for students with a short orientation session.

    • Impact Measurement

      Times post-automation transactions using the same procedure as the baseline, runs a satisfaction survey of students and teachers, and presents both as simple tables and charts in the report.

  8. From Spreadsheets to Koha: Implementation and Impact Study for a 12,000-Volume Degree-College Library

    @koha-implementation-study-degree-college-library

    Locked

    Presentation

    12 slides with speaker notes. The outline below is free; the bullets, notes and the generated .pptx unlock with the project.

    1. From Spreadsheets to Koha
    2. Why automate?
    3. Objectives and scope
    4. Library profile
    5. Methodology
    6. Installation
    7. Configuration
    8. Data migration
    9. Go-live
    10. Results: timing
    11. Results: survey
    12. Conclusion

    Bullets, speaker notes and the .pptx download unlock with the project.

    Presentation is locked: 12 slides, Speaker notes, .pptx download.

    Unlock for ₹2,000
  13. From Spreadsheets to Koha: Implementation and Impact Study for a 12,000-Volume Degree-College Library

    @koha-implementation-study-degree-college-library

    6 sources

    References

    1. Koha Manual — Koha Community
    2. MARC 21 Format for Bibliographic Data — Library of Congress
    3. Koha Community website
    4. Ranganathan, S. R. — The Five Laws of Library Science
    5. Gorman, M. — The Concise AACR2
    6. Rowley, J. — The Electronic Library

    Cite this bundle

    OnlyProjects. (2026). From Spreadsheets to Koha: Implementation and Impact Study for a 12,000-Volume Degree-College Library: B.Lib.I.Sc Digital Libraries project bundle [Educational resource]. https://onlyprojects.online/projects/blib-digital-koha-implementation-study-degree-college-library

Slides, diagrams & files

12 slides. Titles are free; bullets, speaker notes and the .pptx unlock with the project.

  1. SLIDE 1

    From Spreadsheets to Koha

  2. SLIDE 2

    Why automate?

  3. SLIDE 3

    Objectives and scope

  4. SLIDE 4

    Library profile

  5. SLIDE 5

    Methodology

  6. SLIDE 6

    Installation

  7. SLIDE 7

    Configuration

  8. SLIDE 8

    Data migration

  9. SLIDE 9

    Go-live

  10. SLIDE 10

    Results: timing

  11. SLIDE 11

    Results: survey

  12. SLIDE 12

    Conclusion

Architecture diagram

1
flowchart TD
  A[Needs assessment: interviews, observation, data audit] --> B[Baseline circulation timing]
  A --> C[Server setup: Ubuntu LTS, Apache, MariaDB]
  C --> D[Install Koha packages and create instance]
  D --> E[Configure library, patrons, item types, circulation rules]
  A --> F[Clean Excel catalogue]
  F --> G[Map columns to MARC 21 fields]
  G --> H[Convert with MarcEdit]
  H --> I[Test import of 100 records]
  I --> J{Errors?}
  J -- yes --> F
  J -- no --> K[Bulk import into Koha]
  E --> K
  K --> L[Barcode labels and patron import]
  L --> M[Go-live, staff training, OPAC launch]
  M --> N[Post-automation timing]
  M --> O[User satisfaction survey]
  B --> P[Before/after comparison]
  N --> P
  O --> Q[Findings and recommendations]
  P --> Q

Files

Viva questions & answers

3 of 14 questions free. Explain each answer in your own words before you move on.

  1. Concept

    What is Koha, and why did you choose it over commercial software?

    Koha is a free and open-source integrated library system used by libraries worldwide. I chose it because the college had no budget for licences, it supports MARC 21 and a web OPAC, it has an active community and documentation, and it is widely used in Indian college libraries, so help is easy to find.

  2. Concept

    What is MARC 21, and why does a library need it?

    MARC 21 is a standard format for machine-readable bibliographic records, with numbered fields such as 245 for title and 100 for main author. Using it means records can be shared, imported and exported between systems, which protects the library if it changes software later.

  3. Concept

    Which of Ranganathan's laws does an OPAC serve?

    The OPAC most directly serves the fourth law, save the time of the reader, because users can check availability without visiting the counter. It also supports the second and third laws by helping every reader find a book and every book find its reader through better searching.

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