PTFS Europe

Koha Library Management System

The Koha library management system is a completely web-based application for both staff and public users. The system comprises core modules: acquisitions with EDI, circulation, cataloguing, serials, ILL and a public catalogue. PTFS Europe's implementation services include integration, training, data conversion, project management, server hosting and on-going support.


  • Comprehensively featured Library Management System
  • Fully browser based for staff and public interfaces
  • HTML5 compliant public and staff interfaces
  • Fully hosted
  • Supports libraries of all sizes
  • Multi-lingual
  • Highly configurable interface
  • Open source software
  • API


  • Light, low maintenance product
  • Responsive interface for use on smartphones and tablets etc
  • Intuitive interface
  • Web based throughout
  • Integration with 3rd party systems streamlines workflows
  • No software licence fee


£3,275 to £21,950 an instance a year

  • Free trial available

Service documents

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G-Cloud 13

Service ID

7 9 1 6 3 5 7 1 3 7 7 5 4 0 0


PTFS Europe Andrew Auld
Telephone: +44 (0) 1483 378728

Service scope

Software add-on or extension
Cloud deployment model
  • Public cloud
  • Private cloud
  • Hybrid cloud
Service constraints
System requirements
Web browser access from user site

User support

Email or online ticketing support
Email or online ticketing
Support response times
Response time depends on the classification of the fault (classification is agreed with the customer). Severe: Where the entire system or a complete module is unavailable or unusable. We respond within 2 working hours. Moderate: Where the system is available, but aspects of previously accepted functionality are seriously impaired. We respond within 4 working hours. Minor or cosmetic: Where aspects of appearance or functionality could be improved without being classified as severe or moderate problems. We respond within 5 working days.
User can manage status and priority of support tickets
Online ticketing support accessibility
WCAG 2.1 AA or EN 301 549
Phone support
Phone support availability
9 to 5 (UK time), Monday to Friday
Web chat support
Onsite support
Yes, at extra cost
Support levels
The same high support level of support is provided to all of our customers (described in 'Support response times' above). Support costs are based on the scale and complexity of the customer's system. Each customer is provided with an Account Manager, who reports to the Commercial Director.
Support available to third parties

Onboarding and offboarding

Getting started
Having identified the project teams from the customer and supplier organisations, the project managers arrange a project kickoff meeting to work out realistic target dates for the various tasks and milestones involved in the project. The most important dates are those that affect a large number of people such as the training and go-live dates. We then have an implementation workshop where configuration and customisation options are discussed and agreed. Following on from that we then install and configure the system to meet your requirements and carry out data migration and loading. We then train your staff and then move to live running and ongoing hosting and support.
Service documentation
Documentation formats
  • HTML
  • ODF
  • PDF
  • Other
Other documentation formats
End-of-contract data extraction
On request we can provide relevant data by secure ftp.
End-of-contract process
Data in MARC or delimited format can be provided for catalogue & authority records, users, loans, holds and fines records. The work involved would be charged at the then prevailing professional rate for services. In addition, on request, the entire system can be delivered by secure FTP to a destination of your choice at no additional cost (an advantage of open source software).

Using the service

Web browser interface
Supported browsers
  • Internet Explorer 11
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
Application to install
Designed for use on mobile devices
Differences between the mobile and desktop service
Service interface
User support accessibility
WCAG 2.1 AA or EN 301 549
Description of service interface
The Koha library management system is a completely web-based application for staff and end-users. The system comprises core modules: acquisitions with EDI (Electronic Data Interchange), circulation, cataloguing, serials, ILL (Interlibrary Loans), reporting functionality and systems administration. The Koha online catalogue (OPAC) offers excellent search capabilities together with a full range of personalisation services.
Accessibility standards
WCAG 2.1 AA or EN 301 549
Accessibility testing
We would check and advise on accessibility compliance in response to customisation requests
What users can and can't do using the API
The Koha API is fully read/write – We have many customers who use the Koha ILSDI ( in different contexts to retrieve data in XML format in order to integrate 3rd party applications. There is no cost to use the Koha API and the documentation is in the public domain (
API documentation
API documentation formats
  • Open API (also known as Swagger)
  • HTML
API sandbox or test environment
Customisation available
Description of customisation
There are a wide range of parameters and configuration options that can be set by buyers. In addition, the look and feel of public interfaces can be customised to meet branding and other requirements


Independence of resources
We can configure the amount of resources made available to each of our installations. Depending on the size of the system we can install the service on a dedicated server with no other users.


Service usage metrics
Metrics types
We can provide comprehensive metrics on uptime using the Nagios monitoring service. In addition, statistics relating to help desk performance can be derived from our CRM system used for call management.
Reporting types
Reports on request


Supplier type
Not a reseller

Staff security

Staff security clearance
Other security clearance
Government security clearance
Up to Baseline Personnel Security Standard (BPSS)

Asset protection

Knowledge of data storage and processing locations
Data storage and processing locations
  • United Kingdom
  • European Economic Area (EEA)
User control over data storage and processing locations
Datacentre security standards
Supplier-defined controls
Penetration testing frequency
At least every 6 months
Penetration testing approach
Another external penetration testing organisation
Protecting data at rest
  • Physical access control, complying with another standard
  • Encryption of all physical media
Data sanitisation process
Data sanitisation type
Deleted data can’t be directly accessed
Equipment disposal approach
A third-party destruction service

Data importing and exporting

Data export approach
A range of tools to export data are contained within the application.
Data export formats
  • CSV
  • Other
Other data export formats
Data import formats
  • CSV
  • Other
Other data import formats

Data-in-transit protection

Data protection between buyer and supplier networks
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway
Data protection within supplier network
  • TLS (version 1.2 or above)
  • IPsec or TLS VPN gateway

Availability and resilience

Guaranteed availability
The annual availability of the Software Programs will be better than 99.9%. Service credits for failure to meet availability targets can be agreed as part of individual contract negotiations.
Approach to resilience
Available on request.
Outage reporting
In the rare case of outages, users are alerted by email and by posts to the user forum.

Identity and authentication

User authentication needed
User authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
Other user authentication
Koha includes pluggable authentication - easy integration with Shibboleth (SAML2), OAuth (e.g. Google, Facebook login), CAS, LDAP, OpenAthens and Active Directory (including ADFS).
Access restrictions in management interfaces and support channels
Access to support channels is via an authorised login and password to the support portal. Each user can see all the support tickets of all other users within their organisation.

Access to management interfaces within the application is controlled by user access level which is linked to the user login. This defines the permissions and roles each user or group of users is able to carry out.
Access restriction testing frequency
At least once a year
Management access authentication
  • 2-factor authentication
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password
  • Other
Description of management access authentication
Integration with Shibboleth (SAML2), OAuth (e.g. Google, Facebook login), CAS, LDAP, OpenAthens and Active Directory (including ADFS).

Audit information for users

Access to user activity audit information
Users contact the support team to get audit information
How long user audit data is stored for
Access to supplier activity audit information
Users contact the support team to get audit information
How long supplier audit data is stored for
At least 12 months
How long system logs are stored for
At least 12 months

Standards and certifications

ISO/IEC 27001 certification
Who accredited the ISO/IEC 27001
British Assessment Bureau
ISO/IEC 27001 accreditation date
24th June 2019 - 7th May 2022. Certification number 193891
What the ISO/IEC 27001 doesn’t cover
Certification is limited to the provision of hosting, implementation and support services for a range of products in the library sector.
ISO 28000:2007 certification
CSA STAR certification
PCI certification
Cyber essentials
Cyber essentials plus
Other security certifications
Any other security certifications
Cyber Essentials accreditation - Certification number QGCE 1623

Security governance

Named board-level person responsible for service security
Security governance certified
Security governance standards
  • ISO/IEC 27001
  • Other
Other security governance standards
Cyber Essentials
Information security policies and processes
Our information security policies and procedures are built around principles defined in ISO27001. We have been implementing, hosting and supporting library systems since 2007 and have a wealth of experience in the security and assurance processes needed to deliver these services efficiently and effectively. Documentation on our security management plan is available upon request

Operational security

Configuration and change management standard
Supplier-defined controls
Configuration and change management approach
We have a well documented and proven process for change management. As part of our project management discipline changes are documented and audited. Configuration changes are documented within the system and recorded in action logs. Implementation of the product by PTFS Europe is controlled by weekly project implementation meetings and weekly upgrade meetings. Also, at an initial installation meeting a detailed configuration spreadsheet is used to maintain change control.
Vulnerability management type
Supplier-defined controls
Vulnerability management approach
As part of our ISO27001 procedures a full risk identification and management process is regularly taken and the resulting policies audited upon a regular basis. As part of the risk analysis, vulnerabilities are identified and appropriate measures are taken to obviate or mitigate. Depending upon the severity of the threat, patches can be deployed in under two hours. Information about potential threats is derived from a range of sources including security list services and other relevant sources. Where appropriate our servers are configured to automatically upload and deploy security patches from approved sources.
Protective monitoring type
Supplier-defined controls
Protective monitoring approach
Nagios and Intrusion detection software is used to monitor key processes and alert to suspicious behaviour. File validation checks are carried out on a regular basis. Network intrusion detection software is also employed by our hosting provider. When a potential compromise is found we follow our ISO27001 procedure for managing compromise events. We would aim to have an immediate response to any compromises.
Incident management type
Supplier-defined controls
Incident management approach
Our Incident Management processes are carried out according to ISO27001 principles and audited accordingly. Support calls are placed on and managed via the support portal. There are clear escalation paths for the management of incidents. In the case of a severe breach, users would be notified immediately

Secure development

Approach to secure software development best practice
Conforms to a recognised standard, but self-assessed

Public sector networks

Connection to public sector networks

Social Value

Fighting climate change

Fighting climate change

PTFS Europe is dedicated to fighting climate change and reduce our environmental impact wherever possible. Sustainable procurement practices and our virtual company set-up help us to achieve this. PTFS Europe’s commitment to sustainable procurement is demonstrated in our engagement with sustainable procurement tender and framework processes. We have carefully and deliberately chosen a UK-based server hosting company, iomart, as our largest supplier. They have a very clear and active commitment to environmental sustainability with demonstrable actions to reduce energy consumption in their data centres as well as active support of local recycling schemes. In addition, we use AWS who recently became the top global purchaser of renewable energy. In addition to the environmental benefits inherently associated with running applications in the cloud, AWS is committed to powering 100% of its activities with renewable energy by 2025. Their renewable energy projects also support hundreds of jobs while providing hundreds of millions of dollars of investment in local communities. PTFS Europe is a virtual company and can therefore, provide resource efficient services with minimal environmental impacts. 17 out of 18 staff work from home offices. There is no daily commute, a company-wide ease and familiarity with virtual meetings reducing overall staff and customer travel commitments and a policy to support the use of predominantly electronic admin systems and documentation to reduce printer ink and use of paper. With one member of staff in a small rented Head Office suite, the company has minimal physical office environmental impacts affecting our current & future environment. This was a strategic decision made back in 2007, long before the Covid pandemic forced a lot of organisations into home working.
Covid-19 recovery

Covid-19 recovery

As a virtual company providing web based library solutions, PTFS Europe are well placed to support customers through the Covid-19 pandemic and aid the continuance and recovery of services. The applications we support are web-based, allowing our customers to work remotely and continue to provide key services during library closures. Where library branches are unable to open, PTFS Europe's team can assist with changing loan due dates and waiving fines remotely via our helpdesk which is available for additional support. During 2021, we implemented all our projects virtually and delivered them on time and on-budget. As we enter a Covid-19 recovery phase, we can offer both in person and virtual training, subject to the needs of our customers.
Tackling economic inequality

Tackling economic inequality

PTFS Europe is firmly committed to open source software - software developed by online communities for free use by all. Libraries are an undoubted force for good in a changing world but at the same time, they face massive financial pressures. By offering significant value for money combined with high quality technical and customer support services from a modern platform, we feel we are helping libraries best cope with the pressures they face. By their nature, libraries share many of the same values as open source software, I.E. providing equal access, sharing resources and creating a sense of community. As well as large scale projects in the UK such as for numerous local authorities, government departments, universities and colleges we also provide high quality library systems at a much lower price point for third sector libraries such as Dyslexia Action and the National Foundation for Educational Research.
Equal opportunity

Equal opportunity

PTFS Europe is committed to encouraging equality, diversity and inclusion among our workforce. The aim is for our workforce to be truly representative of all sections of society and our customers, and for each employee to feel respected and able to give their best. The organisation - in providing goods and services - is also committed against unlawful discrimination of customers or the public.


PTFS Europe’s decision to operate virtually from the outset was on the one hand a commitment to good environmental practice but on the other was a way of supporting the well-being of our staff. By actively embracing and enabling a home-working ethos, employees are encouraged to be in control of their work/life balance. This is further demonstrated in our support of part time working, continuing professional development and in enabling staff to develop their own professional interests outside of their core work commitments.


£3,275 to £21,950 an instance a year
Discount for educational organisations
Free trial available
Description of free trial
Access to a sandbox environment with admin privileges can be negotiated on request.

Service documents

Request an accessible format
If you use assistive technology (such as a screen reader) and need versions of these documents in a more accessible format, email the supplier at Tell them what format you need. It will help if you say what assistive technology you use.