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ILDS Links, Documents and FAQs

Other useful links and documents



  • Copyright FAQs – includes contact details for the two HEE South ‘copyright first responders’
  1. What do I need to know about self-renewal of SWIMS Network ILLs?
  2. What should I do if my location contact details change?
  3. What do I need to know about ClinicalKey and Wiley Medicine and Nursing collection e-journals on SWIMS?


What do I need to know about renewal of SWIMS Network ILLs?

SWIMS Network mandatory procedure.

Renewals, and the number of them, are at the discretion of the lending library.  They may be denied for local reasons including if the item has been requested by one of their own users.  The ILDS Standards document states that if no renewals are allowed, this should be notified to the borrowing library via email or phone and also by placing a copy trap on the record.

In the event that renewals are permitted by the loaning library, SWIMS libraries with access to OLIB Web may self-renew a maximum of two times per loan.
Please do not carry this out on SWIMS WebView – this is because any traps placed, including those which ask for no self-renewal, are not visible/honoured. 
This means that affiliated members  of the SWIMS Network must contact the loaning library for renewals as they do not have access to the staff interfaces.  There is a
list of SWIMS Network members including those which are affiliates. 

For subsequent renewals, the borrowing library should contact the lending library by phone or email to request a renewal. The lending library will update the record on SWIMS as appropriate.  

Library staff should contact the loaning library if an item has been renewed when already somewhat overdue.  ‘Somewhat’ is at discretion.

This is not relevant to libraries in other networks – these libraries will still need to request a renewal by phone or email.

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What should I do if my location contact details change?

For all SWIMS Network libraries:

  • Update HLISD
  • If email addresses have changed, update JiscMail lists – contact the SWIMS Network administrators at W01
  • Inform LIB-SOUTH (in the case of affiliated members, the system manager will then update the location and user records on SWIMS)

Additionally for libraries using the SWIMS system for library management:

  • Update the location record on SWIMS (User Management > Locations)
  • Update the user record on SWIMS

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What do I need to know about ClinicalKey and Wiley Medicine and Nursing collection e-journals on SWIMS?

Starting in May 2017 records for the e-journals in Elsevier’s ClinicalKey collection were bulk loaded into SWIMS.  This data was taken from the ClinicalKey master content list.  600+ title records were added.
In Sept 2017 records for the e-journals in Wiley’s Medicine and Nursing collection were bulk loaded.
In both cases with holdings records for the locations which subscribe; and the holdings records show date ranges but not volume and part numbers.  

With regard to ClinicalKey, the SWIMS Task and Finish Group chaired by Jayne Plant will ensure that any changes to the collection, such as addition or removal of titles, are reflected on SWIMS. 
In both cases, please contact Jenny Toller if you start to subscribe or stop subscribing so that holdings for your location can be added/removed.

To list the title records in OLIB Web carry out a title search refined on Record Source of ClinicalKey eJournals or Wiley Medicine and Nursing eJournals.
To list the holdings records for a particular location in OLIB Web carry out a copies of a title search and refine on location, copy category of Journal Holding Summary and Collection of ClinicalKey or Wiley Medicine and Nursing.

There are a small number of duplicated e-journal title records on SWIMS as a result of these loads.  If you start to subscribe to an individual title please add your holdings to the non ClinicalKey / Wiley collection bulk upload title record, or create a new title record if none exists, as otherwise your holdings record will be lost if the collection is reloaded.

The link in the object record takes the end user to the journal page on the Elsevier/Wiley platform via OpenAthens authentication if not already logged in in that browser session. 
It is necessary for them to be visible on WebView so that affiliated Network libraries who don’t use OLIB Web can discover them.

Discovery systems
It is possible to exclude these titles from MARC download for discovery systems on the basis of the record source code.

ClinicalKey e-books
The e-books in the ClinicalKey collection have been added manually and this work is carried out by library staff at subscribing locations.

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