Koha ILS Setup Guide
Why I wrote this: I untangled a Koha install that went sideways and wrote the version I wish they'd had.
If you don\'t script backups and updates from day one, your "free' ILS will cost you in downtime.
Tutorial Series
- Koha ILS Setup Guide - You are here
- VuFind Discovery Implementation
- Evergreen Consortium Setup
What You'll Learn
- Koha installed and running on a server
- Initial system configured (libraries, item types, patron categories)
- Your first items cataloged and ready to circulate
- When Koha is right for your library
Before You Start: Is Koha Right for You?
Consider Koha if:
- You have staff with basic technology skills
- You want to own your data and not be locked into vendor contracts
- You're comfortable with community support instead of vendor support
Koha may not be right if:
- You need 24/7 vendor support with contractually defined response times
- Your library has no IT staff or implementation budget
- Your board wants a vendor responsible if things break
What You'll Need
Infrastructure
- Linux server (Ubuntu 20.04+ or Debian 11+)
- 4GB RAM minimum (8GB+ for >50,000 items)
- 20GB disk minimum
- Stable internet connection
Expertise
- Basic Linux administration
- Library cataloging fundamentals
- Your library's workflows
Installation
# Add Koha repository
echo "deb http://debian.koha-community.org/koha stable main" | sudo tee /etc/apt/sources.list.d/koha.list
wget -q -O- https://debian.koha-community.org/koha/archive.asc | sudo apt-key add -
# Update and install
sudo apt-get update
sudo apt-get install koha-common
# Create instance
sudo koha-create --create-db --marcflavour MARC21 --admin-user admin mylib
# Start services
sudo systemctl start koha-common
sudo systemctl restart apache2
Access at:
http://mylib.localdomain/cgi-bin/koha
Initial Configuration
1. Change Default Password
First login: Administration > Users. Change admin password immediately.
2. Set Up Library Structure
Administration > Libraries and Groups. Add your main library with code, name, and contact info.
3. Define Item Types
Administration > Item Types. Set up Books, DVDs, etc.
4. Set Patron Categories
Administration > Patron Categories. Create Adult, Youth, Senior, Staff categories.
5. Configure Circulation Rules
Administration > Circulation and Fines Rules. Set loan periods and late fees.
Cataloging Your First Items
Manual Cataloging
Catalog > New Bibliographic Record. Fill in title, author, ISBN, publication date. Then add an item with barcode, item type, location, and call number.
Import from Z39.50 (Faster)
Catalog > Z39.50 Search. Search Library of Congress or WorldCat, import records.
Important Concepts
Bibliographic Records vs. Items
One record per unique book. One item per physical copy. 5 copies = 1 record with 5 items.
MARC Format
Koha uses MARC (Machine-Readable Cataloging), the international library standard.
Common Gotchas
- Barcode format must be consistent and unique
- Test call number sorting before adding thousands of items
- Every item type needs circulation rules
- Set up automated backups immediately
When to Consider Other Systems
Evergreen: For large consortia (10+ libraries) needing shared infrastructure.
VuFind: If you want modern discovery separate from cataloging.
Getting Help
- Koha Community - Official documentation
- Koha Forums - Q&A from librarians
- Our Methodology - How we research library technology
- Consulting Services - Professional implementation help
Next Steps
- Catalog 50-100 items and test with staff
- Customize your OPAC
- Train staff on operations
- Plan migration if moving from another system
- Set up backups and monitoring