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SWIMS Cataloguing and Barcoding FAQs – Copy and Holdings Records

Adding copy records and populating copy record fields

  1. What do I need to know about adding copy records?
  2. How can I indicate on SWIMS a collection of items which is separate from the main collection? Use Shelves (or Sub-locations)
  3. How can I indicate on SWIMS items which are restricted to particular users, e.g. local, users?  Use Restricted Loan.
  4. How can I make use of the Notes field, and search for contents of the Notes field?
  5. How can I make use of the Gift field?
  6. What is the Ownership field on the Copy Details screen and why might I use it?
  7. Why might I use the Collection field on the Copy Details screen?

Maintenance of copy records

  1. How can I indicate that a copy has been withdrawn?
  2. How can I hide a copy record so it is visible in OLIB Web but not WebView and what do I need to do if all copy records are hidden?  SWIMS Network mandatory procedure
  3. How can I change the copy status, copy category, copy location. copy shelf (or copy sub-location) of a large number of copy records at one go?
  4. How do I search for copy records on SWIMS at my location with no barcode?
  5. How do I search for copy records on SWIMS at my location with no classmark?
  6. How do I move a copy record from one title record to another rather than deleting and re-adding?
  7. Some or all copies aren’t currently available for circulation meaning that the copy status of ‘Available’ is misleading – change to ‘Ask Staff’

Deletion of copy records

  1. What do I need to know about deleting copy records?
  2. If I delete a copy record will statistics be affected and if so what should I do to avoid this?

Journal holdings

  1. How do I delete, amend, and create journal holdings records on SWIMS?

What do I need to know about adding copy records ?

Books, audio CDs and CD-ROMs (on the ***SWNHS General layout) and videos, DVDs (on the ***SWNHS Videos layout)

1. Using the boxes above the copies box

Enter the barcode into the first box and click the double headed arrow.  The second, third and fourth boxes can be left blank, however you can populate these if you would like a non-default location, or a non-default copy category, or a shelfmark different to the first classmark in the title record classmark field.

More information:

  1. The copy record picks up the home location of the logged in user – and when saved it goes to the top of the list.  However you can specify a different location by selecting from the second box.
  2. The copy record picks up the default copy category of 28 Day Loan.  This is the system-wide default.  However you can specify a different copy category by selecting from the third box.
  3. The copy record picks up the first classmark in the Classmark field.  However you can specify a different classmark by typing into this box.
  4. The copy record picks up the default copy status of Available.  This is the system-wide default.  
    However it is possible to set a location specific copy status different to this.  This is configured in the location record > Cat. Details.  (The location record is found under User Management).  The default value should not be set as ‘No default’ – either blank or a value. 
    This default does not apply to copies which are created as part of the check-in process in the acquisitions module.
  5. Any of the values can be modified by double clicking on the newly created copy record and amending – this can be done either when the title record is in modify mode or not (but it is safer when out of modify mode). 
  6. If the location is changed, the copy then files in the correct position in the list.

2. Other methods for these media types and for e-books (which don’t have a copy barcode)

Click the ‘new’ button under the list of copies.

Note that it is possible to click the ‘Save and Close’ button, instead of the double arrow.

Cassette tapes (on the *** Sound Recordings layout)

Click the New button under the copies box

Journals (on the ***General Journals layout)

Click the New button under the copies box

Regarding the Location field in the title record

You can populate the Location field in the title record with the location code, but if you don’t it will be populated automatically overnight anyway.

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How do I indicate on SWIMS a collection of items which is separate from the main collection ? Use Shelves (or Sub-locations)

Many libraries have either separate shelving sequences for particular collections, or collections held in other locations, such as departments or GP surgeries etc.

Shelves

It is possible to indicate a particular shelving sequence, or separate location, by using the field Shelf in the Copies or Journals Holding Summary screens.  Examples of Shelves include Audiovisual, Reference, Store and Archive.

To do this, enter the copy details or journal holding details as normal then click Shelf and select the required shelf. If the shelf doesn’t exist, create a new one.  The shelf can have any name of your choosing, however please do not create a new shelf which duplicates an existing shelf.  Prior to the upgrade in Dec 2012, shelves were linked to locations; this is no longer the case.  You can include your library code in the name of the shelf, but note that this may be confusing to end users on WebView.  Some SWIMS Network codes are not transparent to end users.

To see a list of existing shelves, launch a search on Reference Data > Shelves.

To refine on copies at your location on a particular shelf, it is still necessary to refine on both the shelf and your location, except in those cases in which the shelf includes the location code.

Shelf information is not displayed in a location specific list of journals, however the Notes field in the Journal Holding Summary layout displays in a location specific list of journals.

Sub-Locations, and automatically assigning newly created copies

The upgrade in Dec 2012 introduced new functionality for sub-locations.  These are linked to locations.  In addition the upgrade also introduced the ability to assign automatically all newly created copies at a location to a particular shelf or sub-location.  If you are interested in either or both of these features, please contact a SWIMS system administrator.

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How can I indicate on SWIMS items which are restricted to particular users, e.g. local, users?  Use Restricted Loan.

The copy category of Restricted loan has no special functionality on OLIB, i.e. it doesn’t prevent users from other locations borrowing, however it does give a clear indication that this copy is only available for local users. Please note that Restricted Loan does not give any indication of the Loan Period of the item, in the way that 28-day or Reference does, however you can set up the loan period for your own Restricted items in your loan terms and advertise as necessary.

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How can I make use of the Notes field, and search on the contents of the Notes field?

The Copy Notes field is a free-text field, so can be used to record any notes.  The contents of this field are not visible in WebView.  If you wish to search or report on the Copy Notes field it is necessary to be consistent in the strings you enter, including capitalisation.

Searching on the Notes field

Ask a SWIMS System Administrator to create an Advanced SQL filter option for you.  Then launch a Copies search and refine on At Location and the Additional SQL.

Note that reports in OLIB Web are also available for retrieving records with particular copy notes.

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How can I make use of the Gift field?

The Gift field is a new field added to the ***Copies layout in July 2008. The values are Yes, No and null. The value can be set by the librarian to Yes in the case of gifts. Ideally the default value should be null, but this is not yet possible. Instead the default value is No, but all copies with the value of No are updated overnight in OLIB’s ‘daystart’ process to null. So for the majority of copies which aren’t gifts the value can be left as it is and the field ignored. Copies which have had the value set to Yes by a librarian will be unaffected by the daystart process and the value will remain as Yes.

In order to identify gifts at your location, refine on copies at your location and Gift: Is One Of: Yes. To identify those which aren’t gifts, refine on copies at your location and Gift: Is One Of: No and also click Allow Null? – this will retrieve copies which have either No or null in the field.

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What is the Ownership field on the Copy Details screen and why might I use it?

The ownership field in the copy record is used by some libraries to indicate the provenance of a book or who owns it. Some libraries use this field, for example, to indicate if a particular copy has been purchased by their local university. It is possible to refine on copies with a certain ownership so that they can be easily identified.

To allocate a particular ownership to a copy click the ownership button, search for the ownership and click Choose and Close to pull that ownership into the record. To set up a new ownership, click the ‘New Record in Context button’. Alternatively open Reference Data and create an ownership. Name the ownership so that it won’t be confused with others.

It is fine for different locations to use the same ownership. In order to identify copies at a location with a particular ownership it is necessary to refine both on the ownership and the location.

NB Before the upgrade to OLIB 7.6.3 in Feb 2009 it was necessary to use two linked fields called Ownership and Ownership Code, however the latter is no longer needed and has been removed. The fields are originally called Geographic Collection (Ownership) and Geographic Code (Ownership Code) which explains why they file under “G” in Reference Data. However they appear in the correct position on the list in the refinements box.

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Why might I use the Collection field on the Copy Details screen?

It may be useful for indicating older stock, or items from a particular provenance.

  • The values for this field are set up in Reference Data > Collections (creation/modification/deletion of these values is restricted to SWIMS System Admininistrators and members of the Cataloguing Group).  If you would like to suggest a new value for this field, please contact your SWIMS System Administrator or your Cataloguing Group rep
  • It allows for a single value only – you get a picklist
  • You can refine on it in the copies domain (and of course also in combination with other refinements, e.g. location)
  • It doesn’t display in SWIMS WebView

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How can I indicate that a copy has been withdrawn?

  • Display title record in full and scroll to Copies box
  • Tick required copy and in Actions menu select Change copy status (avl/unavl copies) then Withdrawn From Circulation
  • Refresh the title record to see the change
  • This appears as ‘Withdrawn’ in WebView. 
  • Optionally also hide it in WebView – see FAQ below

Copy records with the status of ‘Withdrawn from Circulation’ can be retrieved as follows:

  1. Launch a Copies search
  2. Refine on At Location – your location
  3. Refine on Copy Status – Withdrawn from Circulation

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 How can I hide a copy record so it is visible in OLIB Web but not WebView and what do I need to do if all copy records are hidden?

Change the Copy Category to Hidden in WebView.

You can record the previous Copy Category in the Copy Notes field if desired.

The copy will be hidden from the next day.

SWIMS Network mandatory procedure:

If this is the only copy, or all copies attached to this title record are hidden, then the title record must also be hidden – see the FAQ on hiding title records.  Title records which aren’t hidden in WebView but which have only hidden copies are deleted regularly.

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How can I change the copy status, copy category, copy location, copy shelf or copy sub-location of a large number of copy records at one go?

Firstly identify the copies in question by searching and refining as necessary. Then select a number at a time (best to limit to 100 max at a time) and then click Other Actions and select the field you wish to change as appropriate. 
Note that there may not be a blank option,  i.e. it may not be possible to remove a value and not replace it.  In most cases this is because this action would not be logical, e.g. a copy must have a category, status, location.   With regards to a Shelf value, there is a known problem with bulk removing a shelf value leaving a blank – logged with OCLC. 

For example, if you wish to change the Copy Status of all your reference items to Not For Loan at one go, do as follows:

Launch a Copies search and change to Copies of a Title
Refine on your location and Copy Category of Reference
Wildcard search (%)
Select up to 100 copies at a time
Click the Other Actions dropdown
Click Update copy status (avl./unavl. copies)
Click Not For Loan

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How do I search for copy records on SWIMS at my location with no barcode?

  1. Launch a Copies search and change to Copies of a Title
  2. Refine on At Location
  3. Click Additional SQL: ‘Copies with no barcode’
  4. Refine on Copy Status > Is not one of > Click volumes for details and also Lent as set – this will exclude the relevant records of multi-volume works (parent or child depending on which are not barcoded)
  5. Refine on Copy Category> Is not one of > Journal Holding Summary, Electronic etc
  6. Click OK to close refinement dialogue box then enter a wildcard character (%) and display the copies

Note that if you are using the Serials check-in module, it will include ‘physical’ copies of serial issues – these are created automatically by OLIB at the point of check-in.  These can be deleted.

If desired, the wanted records can then be placed in an auto-deletion folder which will delete them overnight. Only System Administrators have rights to create auto-deletion folders, so contact your local System Administrator for further advice.

The Location codes field of affected title records will be updated automatically overnight.

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How do I search for copy records on SWIMS at my location with no classmark?

  1. Launch a Copies search
  2. Refine on At Location
  3. Refine on Copy Category > Is Not One Of > Journal Holding Summary to exclude Journal holdings records, and optionally also Electronic to exclude electronic books
  4. Refine on Classmark – tick Allow Null?
  5. Wildcard search %

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How do I move a copy record from one title record to another rather than deleting and re-adding?

This procedure may be useful after, say, a mistaken deduplication and has the advantage of not losing the copy history such as creation date (for accessions lists) and loans data (for statistics and user loans history).

  1. Display the relevant copy record and put it into Modify mode
  2. Make a note of the Copy Category, then change it to Temporary Loan.   The layout will change to the Temporary Loan layout.
  3. Click Search under the title, search for the title you want to move the copy record to and click Insert
  4. Change the Copy Category back to its original value and save.

If you then check the new and old title records you will see that the copy has moved to the new title record and retained the copy history, including any links to acquisitions data.

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Some or all copies aren’t currently available for circulation meaning that the copy status of ‘Available’ is misleading – change to ‘Ask Staff’

  • Launch a copies search 
  • Refine on Location and copy status of Available.  You may need to refine on other criteria as appropriate.
  • Tick the copies, click Other Actions then select Update copy status (avl./unavail. copies) and then Ask Staff
  • If dealing with a large number of copies it is usually necessary to carry this out in batches, i.e. not to select more that 100 copy records at a time.
  • You may need to redisplay the hitlist to see the changes.
  • Note that items on loan cannot be changed to Ask Staff.
  • Reverse this process when the stock is available again for circulation.

Note that newly added copies automatically get the status of Available so may need to be changed to Ask Staff.

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What do I need to know about deleting copy records?

This FAQ relates to copy records for books, e-books, videos, DVDs etc.   For deletion of journal holdings records, please see the information on deleting and amending journal holdings in the FAQ below.

Before deleting, ensure that circulation statistics have been collected – see the FAQ below.  If they haven’t, consider changing the copy status to ‘Withdrawn from Circulation’ until they have.

From a copies hitlist

Select copy/ies and use Other Actions > Delete copy/ies with checks.   You will be prompted to confirm.  If the item is on loan or can’t be deleted for some other reason, you’ll be unable to delete it and a message will appear to this effect.

From a title record

With the title out of modify mode, tick the copy record and use the Action > Delete copy/ies with checks.  You will be asked to confirm.  You may need to refresh the title screen to see that the copy record has been deleted.

Alternatively, put the title record into modify mode, tick the record to be deleted, and click the green Delete button.  You will be asked to confirm.  You may need to refresh manually the title screen to see that the copy has been deleted.

Notes:

  • In all cases, if you are deleting the last copy attached to a title record, the title record will automatically be put into the overnight deletion folder for deletion, and you’ll see a message to this effect.  In the unlikely event that the title shouldn’t be deleted, please contact a SWIMS System Administrator on the same day to remove it from the overnight deletion folder.
  • If Copies cannot be manually deleted if they are on loan, or have a trap, or the linked title has a trap.
  • The Location field in the title record will automatically be updated overnight.
  • System administrators are able to bulk delete by placing copy records into the overnight auto–deletion folder. This was the method used when bulk deletions by librarians wasn’t available. The preferred method is now for librarians to bulk delete.
  • To identify “problem” copies/titles, it is now possible to refine a search by Traps > Standard Trap Message.
  • When a copy record with outstanding charges is deleted, the outstanding charges are automatically waived in the user’s record using the Copy Rec Deleted (Batch Copy Deletion) waive reason (having first been terminated if they were accruing).   The charge itself is converted from a “System Generated Fine” to an “Outstanding fine on a deleted copy” charge. This displays in the Fine/Charge/Payment/Waive History on the User Charging screen. The user record History tab is also updated.  Note also that the Last Active date is updated, which isn’t ideal as the user wasn’t actually involved in the transaction – this is on OCLC’s list for fixing.

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If I delete a Copy record will statistics be affected and if so what should I do to avoid this?

The deletion of a User record or a Copy record also deletes the record of any loans of that copy or to that user. This means that these loans will not be included in statistics. For this reason a policy already exists on the deletion of user records, i.e. that users are kept on the system even though ‘expired’ until after statistics have been collected. They can then be deleted.

It is recommended that the same approach is taken to copy records. To indicate that the item is no longer available the Copy Status of ‘Withdrawn from Circulation’ can be used.  See the FAQ on this.  Additionally the copy can be hidden from WebView by changing the Copy Category – see the FAQ on this.

After statistics have been collected, the Copy record (and associated Title record if appropriate) can be deleted.

The deletion of copy records does not affect statistics for other locations so this procedure is voluntary. The deletion of user records may affect the statistics of other libraries so the policy on deletion of User records mentioned above should be followed.

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How do I delete, amend, and create journal holdings records on SWIMS?

Deleting holdings records

Display the title record in full and put it into modify mode.  Tick the holding record to be removed in the Holdings field, click Delete, and confirm.  Save the record.  
The Location Codes field will be updated automatically overnight and the location removed.  If you want to remove it anyway, simply delete.  This won’t upset the overnight process. Locations are recorded alphabetically with a semicolon and space in between, e.g. MKH; W01; YDH.

Do not use the Delete copy/ies with checks options from the Actions drop-down list as they don’t work.

If you are deleting the last holdings record, please also delete the title record.

Also it isn’t currently possible to delete from a copies hitlist as the Delete copy/ies with checks options from the Actions drop-down list don’t work here either.

For bulk deletion of holdings records, please contact your SWIMS system administrator who will put them into the overnight deletion folder (available to system administrators only).  It is not currently possible for library staff to bulk delete journal holdings records – this is on OCLC’s list as a possible future enhancement.

Amending holdings records

With the title either in or out of modify mode, in Holdings field click the holdings record to be changed.  Put the holdings record into modify mode (if not already) and amend holdings in Holdings Summary field.  See Cataloguing rule B10 for how to express holdings and additional notes.

Save and close the record.

If you wish to check, go back to the title record – you may need to click Refresh.

Recording additional holdings information

For example, missing issues, location away from the main collection, supplementary CDs, online access – see Cataloguing Rule B10.
Note that the contents of the Notes field, which is visible when the holdings record is in modify mode, don’t display in WebView.

Adding new journal title records 

Please see Cataloguing Rule B.

 

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