Open Fifth Limited

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, eRM and a public catalogue. Open Fifth Limited's implementation services include integration, training, data conversion, project management, server hosting and on-going support.

Features

• 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
• Simple integrations via API

Benefits

• Light, low maintenance product
• Responsive interface for any device or screen size
• Intuitive interface , allows multiple tabs for efficient workflow
• Autonomy to add patrons, sites, reports and rules
• Integration with 3rd party systems streamlines workflows
• No software licence fee
• Module and functions are allocated or hidden by login privileges
• All fields can be reported on
• Exports and imports can be automated
• Established integrations with all aspects of service needs

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

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 sales@openfifth.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.

Framework

G-Cloud 15

Service ID

833026153361528

Contact

Andrew Auld
+44 (0) 1483 378728
sales@openfifth.co.uk

About your service

• Service categories:

  Applications

  Content workflow and management

  Content services

  • Enterprise Content Management Applications
  • Content Sharing and Collaboration Applications

  Persuasive content management

  • Website Software
  • Digital Asset Management Applications
  • Product Content Management Applications
• Multi cloud support: No

Service scope

• Software add-on or extension: No
• Cloud deployment model: Public cloud
• Service constraints: Koha will run on all desktop environments, e.g. Windows, MacOS, Linux, Chromebook, tablet, phone etc. with enough hardware to run the browser, it is recommended this is 512Mb RAM upwards.; ; For use of Koha's OPAC and staff client, the following browsers are officially supported:; Google Chrome; Microsoft Edge ; Mozilla/Firefox ; Safari ; Opera
• System requirements: N.a. your support contract includes everything required

User support

• Email or online ticketing support: Yes
• Support response times: Response times are based on our standard SLA (attached to this listing).; ; At weekends servers are monitored for severe category incidents and any community security alerts, but otherwise response will be slower.
• User can manage status and priority of support tickets: Yes
• Online ticketing support accessibility: WCAG 2.2 AA
• Phone support: Yes
• Phone support availability: 9 to 5 (UK time), Monday to Friday
• Web chat support: No
• Onsite support: Yes, at extra cost
• Support levels: All Open Fifth customers receive the same level of support regardless of their contract value.
• Support available to third parties: Yes

Onboarding and offboarding

• Getting started: Open Fifth's approach to implementation is to draft an implementation project plan which we take to the Project Planning meeting. This is the first meeting after the contract is awarded. At the planning meeting, the activities will be clarified, realistic target dates set, and responsibility agreed. The Project Manager will then produce an agreed, detailed implementation project plan.; The primary communication mechanism is the project management and implementation plan, planning meeting and regular project review meetings. After every project review meeting, the project plan is updated by the Open Fifth project manager and distributed to the project group. ; We make use of task and project management software which is shared with the customer project team. The system we use is Asana (https://asana.com/uses/project-management) which allows us to use a collaborative approach to running a project.
• Service documentation: Yes
• Documentation formats:
  • HTML
  • PDF
• End-of-contract data extraction: Data can be extracted via the application itself or by Open Fifth staff on request.
• End-of-contract process: We will : Provide for the transfer of all data belonging to the customer, including any customer information. Determine an acceptable method by which we will destroy and remove the customer’s proprietary information. Destroy and remove sensitive information from all media, ensuring it is not disclosed to other individuals or organisations. Return or transfer back any customer assets. All of the above is included in the price of the contract.
• Documentation accessibility standard: WCAG 2.2 AA

Using the service

• Web browser interface: Yes
• Supported browsers:
  • Microsoft Edge
  • Firefox
  • Chrome
  • Safari
  • Opera
  • Other
• Application to install: No
• Designed for use on mobile devices: Yes
• Differences between the mobile and desktop service: The system automatically reformats the display according to the space available on the screen. Different “grid” sizes control behaviour on different devices (desktop, laptop, tablet, smartphone etc.) so that all Koha functions are available on any type of device.
• Service interface: Yes
• User support accessibility: WCAG 2.2 AA
• Description of service interface: The Koha library management system has two web interfaces. One for the staff (Staff) and one for the public (OPAC). Both Staff and OPAC interfaces are configured to serve web pages over HTTPS. ; ; The OPAC configuration includes:; Shibboleth (see below) is optionally enabled to allow end user authentication via the SAML2 protocol.; SSL configuration is enabled and configured for each site’s requirements (specific certificate, key and chain file as provided); Access to Koha plug-in library (Plugins approved by Open Fifth)
• Accessibility standards: WCAG 2.2 AA
• Accessibility testing: 2 customers in 2025 were assessed by independent accessibility experts AbilityNet and The Shaw Trust. In both cases the public facing interface (24.11 Koha) was regarded as meeting WCAG 2.2 AA.; These assessments included screen readers, and mouse free navigation. Any adjustments made after recommendations from the assessments were added to the base Koha for the community and will be available in 25.11.
• API: Yes
• What users can and can't do using the API: Koha provides a free, self documenting, fully supported RESTful API for all functions and Web Services including:; Authentication; Finance systems and online payments, such as Agresso, Oracle Financials, Capita, and Civica and Axis.; Real time holdings lookup with major federated discovery systems and knowledge bases EBSCO EDS and TDNet.; OAI-PMH endpoint for archives and repositories.; MySQL/MariaDB analytics export such as Tableau, Metabase and Power BI. Web analytics tools such as Google Analytics and Matomo.; File export e.g. NBK, Summon, EDS, SmartSM, PLR, UnityUK; Wide range of SIP2 devices from suppliers such as Bibliotheca, 3M, D-Tech, 2CQR; ; Open Fifth manage and implement these connections on the behalf of customers as part of the service agreement. Koha is open source and the API is open and free to use, but for the most part customers prefer to add integrations via our support service.; ; Koha itself allows for customers to make changes to settings, procedures and rules freely - without the need for the API.
• API documentation: Yes
• API documentation formats:
  • Open API (also known as Swagger)
  • HTML
• API sandbox or test environment: Yes
• Customisation available: Yes
• Description of customisation: Koha is one of the most customisable LMS systems because it is open-source. ; ; 1. You can change the look of both the OPAC and the Staff Interface without altering the core software.; ; 2. Circulation & Fine Rules Koha allows you to set incredibly granular rules for how your library functions.; ; 3. System Preferences (The "On/Off" Switches); There are hundreds of system preferences that allow you to toggle features; ; 4. Notices and Slips; Every communication Koha sends is a template that you can edit.; ; 5. Reporting and Data If a built-in report doesn't exist, you can write custom SQL queries to pull any data from the Koha database.; 6. Adding new users and sites - being licence free this is unlimited.; 7. Setting up automations and scheduled events. The user is free to automate many regular reports and processes via cron tab functions.; ; Open Fifth customers are free to change any of these aspects, or to refer to our support to help with this. ; ; The ability to make the above changes and modifications is restricted via privileges per Koha login.

Scaling

• Independence of resources: Each customer has their own instance which is sized to meet their requirements. You are not sharing infrastructure or databases with other customers using the same application.

Analytics

• Service usage metrics: Yes
• Metrics types: Tracking tickets against standards for response and resolution times, by category/severity.; Reports on server activity. ; Uptime percentage figures.; Customer ticket types, to highlight training needs.
• Reporting types:
  • API access
  • Regular reports
  • Reports on request
• Resource tagging: No
• FOCUS resource tagging: No

Resellers

• Supplier type: Not a reseller

Staff security

• Staff security clearance: Conforms to BS7858:2019
• Government security clearance: Security Clearance (SC)

Asset protection

• Knowledge of data storage and processing locations: Yes
• Data storage and processing locations: United Kingdom
• User control over data storage and processing locations: Yes
• Datacentre security standards: Complies with a recognised standard (for example CSA CCM version 4.0)
• Penetration testing frequency: At least once a year
• Penetration testing approach: In-house
• Protecting data at rest:
  • Physical access control, complying with CSA CCM v4.0
  • Physical access control, complying with SSAE-18 / ISAE 3402
  • Encryption of all physical media
• Data sanitisation process: Yes
• Equipment disposal approach: Complying with a recognised standard, for example CSA CCM v4.0, CAS (Sanitisation) or ISO/IEC 27001
• Data sanitisation type:
  • Data Erasure
  • Explicit overwriting of storage before reallocation / Secure Erase
  • Physical Destruction / Hardware containing data is completely destroyed

Data importing and exporting

• Data export approach: Open Fifth will export all the user's data and send it to them via our NextCloud service, or use the user's choice of location.
• Data export formats:
  • CSV
  • Other
• Other data export formats:
  • SQL
  • XML
  • TSV
  • ODF
• Data import formats:
  • CSV
  • Other
• Other data import formats:
  • XML
  • TXT

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%.
• Approach to resilience: Available on request
• Outage reporting: We use Zabbix monitoring to report on outages. Zabbix is an open source monitoring solution that monitors remote systems. The system is configured to act on various metrics including CPU usage, RAM usage, disk usage, network usage, web server status and database status. Thresholds and limits can be set and once reached, Zabbix alerts support personnel who can react to the issue. The Zabbix client runs on each server and communicates with the central Zabbix server.; ; When certain thresholds are met or exceeded, the configured alert trigger occurs. All servers have multiple alert notification policies. These are all triggered simultaneously. They include:; ; A push notification sent to all support agents’ via our Slack channel (including mobile devices), alerting them of the exceeded threshold, the server, and metric involved; An email is sent to the global hosting account. This account is monitored by multiple support personnel.

Identity and authentication

• User authentication needed: Yes
• User authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Dedicated link (for example VPN)
  • Username or password
• Access restrictions in management interfaces and support channels: We have an Access Control Policy (copy available on request). To summarise, this covers password management, password storage, multi factor authentication, cryptographic keys, admin rights for individual users, privileged accounts. Additionally, we have an annual user access audit which reviews all the access privileges assigned.
• Access restriction testing frequency: At least once a year
• Management access authentication:
  • Multi-Factor Authentication (MFA)
  • Public key authentication (including by TLS client certificate)
  • Identity federation with existing provider (for example Google Apps)
  • Username or password

Audit information for users

• Access to user activity audit information: Users have access to real-time audit information
• How long user audit data is stored for: Between 6 months and 12 months
• Access to supplier activity audit information: Users contact the support team to get audit information
• How long supplier audit data is stored for: Between 1 month and 6 months
• How long system logs are stored for: Between 1 month and 6 months

Security governance

• Named board-level person responsible for service security: Yes
• Security governance certified: Yes
• Security governance standards: ISO/IEC 27001
• Information security policies and processes: Our ISO 27001 (2022) Information Security Management System (ISMS) defines our security policies and processes. ; In summary, it defines our security objectives, our legal and regulatory requirements, our physical security, our business continuity resilience, our Access Control Policy, and our risk assessment . ; ; Each of these are backed by their own policies and processes. Copies of all of these are available in request.
• Software Security Code of Practice: Yes

Operational security

• Configuration and change management standard: Supplier-defined controls
• Configuration and change management approach: We have our own Change Management Policy (copy available on request). This defines a workflow for change, from initially identifying the change need to reviewing the impact and feasibility, then informing stakeholders and gaining approval, before planning, implementing and monitoring the change. All changes are classified and risk assessed and are recorded in our change management log.
• Vulnerability management type: Supplier-defined controls
• Vulnerability management approach: Open Fifth works with a number of our customers and external organisations to carry out penetration testing on our products. In addition, we run weekly internal automated vulnerability tests using OpenVAS. OpenVAS is the scanner component of Greenbone Vulnerability Management, a software framework of several services and tools offering vulnerability scanning and vulnerability management. This tool scans for the OWASP Top 10 critical issues. Our information comes from a number of sources such as the Debian security list, NCSC etc. If required, patches can be applied overnight via automation. Less urgent patches in monthly updates.
• Protective monitoring type: Supplier-defined controls
• Protective monitoring approach: AWS complies with NCSC Principle 5.2 (Vulnerability Management) but we are responsible for our own operating and application patching. Full software upgrades and patch applications are carried out as part of our standard support service. Upgrades and any maintenance routines which impact the service are scheduled at mutually acceptable times. ● Patches (which only contain fixes) are issued each month ● Security patches are always installed on customer systems ● Functional patches are installed by agreement with the customer Bug fixes are installed out of business hours or at an agreed maintenance window.
• Incident management type: Supplier-defined controls
• Incident management approach: We have a Security Incident & Breach Management Procedure (copy available on request). To summarise, this covers six stages:- Stage 1 - Reporting Stage 2 – Incident Containment Stage 3 – Incident Assessment Stage 4 – Incident Investigation & Review Stage 5 – Incident Resolution Stage 6 – Incident Closure and also covers our legal obligations, such as reporting to the ICO where applicable.; Staff screening performed but doesn’t conform with BS7858:2019
• Post-quantum cryptography secure: No

Secure development

• Approach to secure software development best practice: Independent review of processes (for example CESG CPA Build Standard, ISO/IEC 27034, ISO/IEC 27001 or CSA CCM v4.0)

Public sector networks

• Connection to public sector networks: No

Pricing

• Discount for educational organisations: No
• Free trial available: No

Discount percentage by annual call-off contract value (excluding VAT)

• Less than £250,000: 0%
• Between £250,000 and £500,000: 0%
• Between £500,001 and £1,000,000: 2%
• Between £1,000,001 and £2,500,000: 4%
• Between £2,500,001 and £5,000,000: 6%
• Over £5,000,001: 10%

Non-mandatory Standards and certifications

• ISO/IEC 27001 certification: Yes
• Who accredited the ISO/IEC 27001: British Assessment Bureau
• ISO/IEC 27001 accreditation date: Tuesday 6 May 2025
• What the ISO/IEC 27001 doesn’t cover: Services provided outside the UK and Europe.; No other exclusions.
• ISO 28000:2022 certification: No
• ISO 9001 certification: No
• Quality management systems (QMS): No
• CSA STAR certification: No
• PCI certification: No
• Cyber essentials: Yes
• Please provide your Cyber Essentials Certificate Number: 1b402e98-4667-482a-ad8b-298fa88071a1
• Cyber essentials plus: Yes
• Please provide your Cyber Essentials Plus Certificate Number: E982cb35-62a8-4121-828b-a795f2b21cfa
• Other security certifications: No

Social value

• Section B - Commitment for Future: Delivery:

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 1: Fair work: That offers fair wages and good working conditions. Help people get a job, stay in work, and progress in their careers, with good employment opportunities across the country. Notes: Where there is a large proportion of labour costs in the contract, commercial teams should consider MAC in Outcome 1 as a priority

    • Providing opportunities for, and measuring and monitoring of, staff workforce conditions over time, including employee engagement, involvement in decision-making and satisfaction and adapting to any changes in the results, with clear processes for acting on issues identified
    • Plans to engage the contract workforce in deciding the most important workplace issues to address
    • Ensuring new workers are informed of their right to join a trade union
    • Monitoring of employee engagement rates (by protected characteristic) and, where necessary, the development of actions to ensure all voices are heard across the diversity of the workforce
    • Employment contracts that reflect actual hours worked; steps taken to ensure employees understand their contracts and have the ability to review and adjust them if actual hours regularly exceed contracted hours
    • Activities that support an environment where staff are educated about, and feel empowered to, address their physical wellbeing
    • Activities that support an environment where staff are educated about and feel empowered to report and address bullying and harassment
    • Activities to cascade good practice on fair working conditions throughout the supply chain
    • Offer a pay and leave entitlement to all eligible staff who become kinship carers, ideally equivalent to statutory adoption pay and leave
    • Payment of more than the National Minimum Wage or National Living Wage (as appropriate) to the contract workforce
    • Monitoring and reporting of gender and ethnicity pay gaps and plans to address them where necessary
    • Entitlement to sick pay for the contract workforce, with provision in place for any staff who do not meet the earnings threshold for statutory sick pay, payment of sick pay from day one of absence and payment of staff on the contract workforce who are off sick a replacement income of 100% of their usual earnings for as long as possible
    • Understanding of in-work progression issues affecting the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Understanding of the modern slavery risks and issues affecting the market, industry, sector or country (of origin or of source) relevant to the contract, and the workforce in the supplier’s own organisation and those of its key subcontractors
    • Measures to identify, mitigate and manage modern slavery risks relating to the contract and how these will be implemented
    • Outline policies and practices to be applied to or put in place for the contract to mitigate and manage modern slavery risks, including: Pre-employment checks, recruitment practices. Workplace conditions, safeguarding plans and processes in place and regular monitoring with relevant groups considered, which may include sampling
    • How to ensure business decisions re: price/cost, short lead times, payment timescales do not create modern slavery risks in the supply chain
    • Means of influencing staff, suppliers, customers, communities and/or any other appropriate stakeholders with respect to modern slavery risks relating to the contract

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 2: Skills for growth: Supporting growth sectors and addressing skills gaps.

    • Understanding of employment and relevant skills issues, and of the education and training issues relating to the contract. Illustrative examples: demographics, skills shortages, new opportunities in high growth sectors, geographic/local community and skills/employment challenges
    • Activities to support relevant sector related skills growth and sustainability in the contract workforce. Illustrative examples: careers talks, curriculum support, literacy support, safety talks and volunteering

  • Mission: Kick start economic growth. To secure the highest sustained growth in the G7 - with good jobs and productivity growth in every part of the country making everyone, not just a few, better off.

    Policy Outcome 3: Resilient, innovative and flexible supply chains: Support economic growth through enabling resilient businesses, opportunities for small businesses and voluntary, community and social enterprises

    • Understanding of the types of businesses in the market and the level of participation by new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities to identify opportunities to open up sub-contracts under the prime contract to a diverse range of businesses, including new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutuals
    • Activities that demonstrate a collaborative way to work with a diverse range of businesses as part of the supply chain
    • Structuring of the supply chain selection process to ensure fairness (e.g. anti-corruption) and encourages participation by a diverse range of businesses, including with regard to new businesses, entrepreneurs, start-ups, SMEs, VCSEs and mutual
    • Understanding of local demographics, needs and opportunities for the co-design of the goods, services and works to be delivered under the contract
    • Methods for engaging with different parts of the community (including the education system and charities representing the community) and how communities come together to inform decisions, strategy and projects to leave a positive legacy for future generations
    • Measures to involve local stakeholders and/or users in design (e.g. in the design of services, systems, products or buildings)
    • Measures to engage users and communities and build relationships to increase community integration build trust and influence how the contract is delivered
    • Plans to respond flexibly and adapt approaches to community engagement and initiatives
    • Support for community-led initiatives relevant to the contract. Illustrative examples: improving transport links; reducing loneliness; helping with English language proficiency; and facilitating social mixing among people with different backgrounds

  • Mission: Make Britain a clean energy superpower: To cut bills, create jobs and deliver security with cheaper, zero-carbon electricity by 2030, accelerating to net zero

    Policy Outcome 4: Sustainable procurement practices: Reducing carbon footprints, minimising waste, and promoting the use of clean energy and green technologies.

    • Understanding of opportunities for additional environmental benefits delivery in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Collaborative ways of working with the supply chain to deliver additional environmental benefits in the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Delivery of additional environmental benefits through the performance of the contract, including working towards net zero carbon emissions and use of clean energy and green technologies
    • Understanding of how to influence staff, suppliers, customers, communities and/or any other appropriate stakeholders through the delivery of the contract to support climate and nature protection and improvement
    • Activities to reconnect people with the environment and increase awareness of ways to protect and enhance it

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 6: Employment and training: For those who face barriers to employment

    • Understanding of the issues affecting the representation of disabled people in the workforce in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors
    • Inclusive and accessible recruitment practices, and retention-focused activities, including those provided in the Guide for line managers on recruiting, managing and developing people with a disability or health condition
    • Working conditions which promote an inclusive working environment and promote retention and progression
    • Understanding of the issues affecting inequality in employment, skills and pay in the market, industry or sector relevant to the contract, and in the supplier’s own organisation and those of its key sub-contractors. Measures to tackle inequality in employment, skills and pay in the contract workforce
    • Inclusive and accessible development practices, including guidance for line managers on recruiting, managing and developing people with a disability or health condition

  • Mission: Break down barriers to opportunity: By reforming our childcare and education systems, to make sure there is no class ceiling on the ambitions of young people in Britain

    Policy Outcome 7: Creating a pipeline of opportunities: For the contract workforce, reducing barriers to entry for under-represented groups.

    • Understanding of the issues affecting the development of new skills by target cohort
    • Understanding of the underlying factors affecting improvements to reduce barriers to entry and training schemes for the target cohort(s) related to the contract workforce
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort
    • Understanding of issues relating to entering the contract workforce
    • Advertising, promotional and outreach activities designed to raise awareness of the offer to reach the target cohort

  • Mission: Build an NHS fit for the future: That is there when people need it; with fewer lives lost to the biggest killers; in a fairer Britain, where everyone lives well for longer.

    Policy Outcome 8: Increasing productivity through physical and mental wellbeing: In the supply chain and communities in the relevant area.

    • Understanding of issues relating to health and wellbeing, including physical and mental health, in the contract workforce
    • Understanding barriers to access to health and social care services or employment opportunities e.g. digital inclusion
    • Inclusive and accessible recruitment practices, development practices and retention policies that support-focused activities including those provided in the Guide for line managers on recruiting, managing and developing which support people with a disability or health condition
    • Actions to invest in the physical and mental health and wellbeing of the contract workforce

Service documents

• Pricing document

  PDF

• Service definition document

  PDF

• Terms and conditions

  PDF

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 sales@openfifth.co.uk. Tell them what format you need. It will help if you say what assistive technology you use.