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Cataloguing titles (MARC-21)

Cataloguing is how a book becomes findable. EduPrime uses the MARC-21 standard so your records are interchangeable with national union catalogues and any library system that speaks MARC.

Where to find it — App drawer → Library → Cataloging → MARC21 Import.
Cataloguing titles (MARC-21)
Cataloguing titles (MARC-21) in EduPrime.

Adding a title

You can create a record three ways, fastest first.

  1. Z39.50 / ISBN lookup – type or scan the ISBN; EduPrime fetches the full MARC record from connected catalogues and you simply confirm.
  2. Import a MARC file – upload a .mrc or MARCXML file to load many titles at once.
  3. Manual entry – create a blank record and fill the fields yourself for items with no ISBN.

To add a title manually, open Catalogue → Titles → New and complete the core fields.

Core MARC fields

You do not need every MARC tag. Populate these and your record is complete and searchable.

TagFieldExample
020ISBN978-9966-25-123-4
100Main authorNgugi wa Thiong'o
245Title statementWeep Not, Child
260/264PublicationHeinemann, 1964
650Subject headingKenya – Fiction
082Dewey class823.914
Tip – Use the 650 subject headings consistently – they power the OPAC's subject browse and the course reading lists. A controlled vocabulary is worth the discipline.

Copies, barcodes & classification

A title is not loanable until it has at least one copy. On the title record open the Copies tab and add a row per physical item.

  1. Click Add a copy.
  2. Scan or print the barcode – EduPrime can auto-generate a sequential accession number if you have no pre-printed labels.
  3. Set the shelf location (the call number derived from the Dewey or Library of Congress class).
  4. Set the collection (Reference copies are non-loanable; Reserve copies get short loans).
  5. Set the condition (New, Good, Worn, Withdrawn).

The call number is built from the classification plus a cutter for the author, giving the shelf order. Print spine labels in a batch from Copies → Print labels.

Important – Each copy barcode must be unique across the whole library. Re-using a withdrawn barcode confuses circulation history – mark old copies Withdrawn rather than deleting them so loan history stays intact.
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