Resolving multiple copies problem in unique-titles from biblio-records available through KOHA library management system

Purpose Advancements in open source, free integrated library management system (LMS) for cataloging, circulation, flexible reporting and automated library services especially in academic communities has gained extreme importance. The purpose of this study is to provide solution to a distinct problem about automatic generation of multiple copies for unique titles leading to title mismatch and duplication in biblio-records related to university collection of books. The aim of this paper is to provide solution to generate the unique titles report in any large size university library using KOHA, without loss of accession history or empirical data. This paper also demonstrates the smooth transition from one library software to KOHA. Design/methodology/approach The case university is considered here as a giant entity having huge collection of reading material, along with multiple institutes affiliations. The study demonstrates a step-by-step trial-and-error method involving several iterations detecting root cause, implementing corrective actions and finally resolving the problem of data redundancy and duplication of records. Currently, KOHA’s user manual does not provide any solution to this problem. The authors believe that this paper will enable various practitioners of KOHA-LMS toward understanding and appreciating the quality of library information/records being managed in delivering quality services to all its users and stakeholders. The methodology used in this work is KOHA’s open access platform, and the existing LMS, for generating unique titles report. The Microsoft’s Excel format, pivot table approach, Libsuite software, SQL queries for KOHA, databases, cloud-based system platform, etc. approaches are used to successfully achieve the unique title report of print books in the university library. Findings This paper provides the solution about how to generate a complete and correct unique title report for all print books of the university. The preventive measures related to generation of unique titles when influx of new books or adding new institute(s) under the university are required. Research limitations/implications The focus of the work discussed here is limited to generating correct report of unique titles using KOHA related to only print books of a university having multiple institutes affiliated to it. Practical implications This paper gives a constructive solution for generation of the unique titles report using KOHA, practically useful for any university or to the institute who wish to use KOHA, one of the open source software used worldwide for libraries. Originality/value This paper fulfills an identified need to study how to generate unique titles report related to print books of the university library. To the best of the authors’ knowledge, there exists no such case study from available knowledge base/literature on the topic of interest and particularly focusing on the multiple copies data redundancy problem of KOHA-LMS.