Introduction :
In recent years, India has witnessed a remarkable rise in multi department and multicampus educational institutions. Unlike earlier times when a university or college would function from a single campus, today many institutions have spread their wings across different cities and towns. From engineering and medicine to arts, law, and management, a single institution may now house several diverse departments under one umbrella.
But with this growth comes a very real challenge: how do you ensure that libraries across different branches work together smoothly, while still giving every student and faculty member easy access to the resources they need?
This is exactly where Koha, the world’s most popular open-source Integrated Library System (ILS), makes a real difference.
The Rise of Multi Campus and Multi Department Institutions in India :
Over the last few decades, higher education in India has expanded like never before. A single campus is often no longer enough to meet the needs of today’s students.
Growing Student Numbers: With more young people choosing higher education, institutions are expanding to accommodate them.
Specialized Faculties: Many universities now run diverse departments law, engineering, business, medicine, and more each with its own library needs.
Reaching More Students: To make education accessible, universities are opening satellite campuses across states and sometimes even in other parts of the country.
Digital Learning Boom: With e-learning and hybrid classes becoming the norm, libraries must now support students across multiple locations, not just within one campus.
All this growth is positive, but it also means that efficient and well-planned library management has become more essential than ever before.Why Managing Multiple Libraries Is a Challenge :
Running libraries across several campuses may sound exciting, but in reality, it brings its own set of hurdles.
One of the biggest issues is resource duplication. Every campus needs access to essential books and journals, but purchasing multiple copies for each branch can quickly become costly and inefficient.
Then comes the matter of different library policies. For example, PhD scholars or faculty members may need longer borrowing periods, while undergraduate students might require stricter circulation rules. Balancing these varied needs under one system can be complicated.
Another challenge is maintaining accurate user records. With students and staff spread across different locations, it’s crucial to have a single, up to date database to avoid confusion.
Accessibility is equally important. A student in one campus should easily be able to check whether a book is available in another branch, instead of wasting time and effort.
Finally, administrators face the pressure of reporting and analytics. From audits to NAAC and NIRF accreditations, they need consolidated data that covers all campuses. Without a unified system, gathering this information becomes a tedious and error-prone task.
How Koha Helps in Multi-Branch Library Management :
Koha is not just another library software , it is uniquely built to support complex, multi-branch library systems. Its flexibility, open-source nature, and powerful modules make it an excellent choice for institutions that operate across multiple campuses or departments.
Here’s how Koha makes life easier for librarians, administrators, and students in multi-campus institutions:1. Centralized Database for All Branches :
One of Koha’s biggest strengths is its ability to run on a centralized database.
Every campus can connect to a single Koha server, either on the cloud or locally hosted.
Patron records, bibliographic data, and transaction details are all stored in one place, which means no duplication or data mismatch.
Students can log in to the Online Public Access Catalogue (OPAC) from any branch and instantly check book availability across all campuses.
Librarians can see real time updates, making resource sharing smooth and effective.
This avoids the confusion of maintaining separate catalogues for each branch and ensures uniformity of service.2. Branch-Specific Settings and Flexibility :
Even with a centralized system, Koha respects the individuality of each branch.
Each library branch can have its own circulation rules, fine structures, operating hours, and staff privileges.
For example, the Medical Campus library can set different borrowing rules compared to the Engineering or Arts library.
Staff at one branch can be given specific roles and permissions without interfering with other branches.
This combination of centralized control with local flexibility is a big advantage for large institutions.
3. Smooth Inter Branch Circulation :
Koha allows true inter-branch circulation.
A student can borrow a book from one branch and return it at another, without causing record keeping issues.
Users can also place holds (reservations) on books located in other branches, ensuring fair access to limited resources.
Library staff can easily transfer items between branches to meet demand, with Koha automatically updating records.
This kind of easy movement of resources ensures that no student feels left out just because they belong to a smaller or remote campus.
4. Customizable Circulation Policies :
Different users and departments have different needs and Koha is designed to accommodate them.
Undergraduate, Postgraduate, and Research Scholars can each have their own borrowing limits and due dates.
Faculty members can be given special privileges such as longer loan periods or higher borrowing limits.
Reference materials, rare books, or departmental resources can be marked “Library Use Only” while still being visible in the OPAC.
Fines and renewal policies can also be set differently for each group.This flexibility ensures fairness and efficiency across all types of users.
5. Managing Shared and Specialized Collections :
In multi-campus setups, some branches may maintain specialized collections.
For example, a medical college library may host journals and reference books not available elsewhere in the university.
Koha makes it simple for students from other campuses to discover and request these resources through the OPAC.
Shared resources like e-journals, databases, and institutional repositories can be made accessible to all branches.
This ensures that every student benefits from the institution’s full knowledge base, regardless of which campus they belong to.
6. Powerful Reports and Analytics :
Data is at the heart of good decision-making, and Koha provides strong reporting tools.
Administrators can generate branch-level reports to monitor circulation, footfall, and user engagement.
Institution-wide reports can be created for audits, budget allocation, and strategic planning.
These reports are also extremely useful for NAAC, NIRF, and other accreditation bodies, which often require consolidated data from all campuses.
Custom SQL queries in Koha’s report module allow institutions to generate exactly the data they need.
This helps administrators identify trends, gaps, and future resource requirements.
7. Integration with RFID and Digital Tools :
Modern institutions expect smart library solutions, and Koha integrates easily with them.
- RFID (Radio Frequency Identification): Supports self-checkout, automated returns, and real-time inventory management.
- Self-service kiosks: Reduce queues and free up librarian time.
- Digital resource linking: E-journals, databases, and online learning platforms can be linked within Koha.
- Single Sign-On (SSO): Students can use the same credentials for Koha OPAC and other institutional systems.
This makes the library system more user-friendly and future-ready, aligning with the digital transformation of higher education.
What Is Needed to Implement Multi-Branch Koha?
In today’s educational scene, where institutions are expanding beyond single campuses, Koha offers a reliable and cost-effective way to manage multi-branch libraries. Its ability to combine centralized control with branch-level flexibility makes it the perfect partner for modern academic institutions.
By adopting Koha, universities and colleges can ensure that every student whether on the main campus or a satellite branch has equal and effective access to knowledge resources.