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SWIMS Cataloguing FAQs – title records and cross references

Cataloguing generally

  1. Whom can I ask for help with cataloguing?
  2. Can I catalogue using MARC tags?
  3. What should I be aware of when using ‘create close copy’?

Title record fields and screens

  1. What should I be aware of when searching by ISBN?  (links to Searching FAQs page)
  2. Where can I check to distinguish authors with the same name?
  3. When I add a new Personal Name (Author), do I need to fill in the forename as well as the initials and how do I enter them?  SWIMS Network mandatory procedure
  4. What do I need to know about entering birth and death dates and titles? SWIMS Network mandatory procedure
  5. What is the significance of the ‘Title-Author relationship‘?
  6. What is the Publication Date (sort) field for and do I need populate it?
  7. What is the recommendation on using ampersand (&) in cataloguing?
  8. How do I modify the data in an existing series field in a catalogue record?
  9. Is it possible to search by series number and if so how do I catalogue titles so that it is?
  10. What do I need to know about subject headings?
  11. What do I do if a subject heading is duplicated in a Title record?
  12. What should I do if I need a new publisher for my record?
  13. Do I need to fill in the short Location Codes field with my location?
  14. How can I change the display order of the linked titles in the Cross Ref and Contains fields?
  15. What do I need to know about entering URLs into an object record and link checking?  SWIMS Network mandatory procedure
  16. What does the Control sheet of the title record tell me about the origin of the record?
  17. Why are the title record ‘Last Changed’ date and the latest date in the Audit Trail sometimes not the same?

Title records – searching and retrieval

  1. When I do a ISBN search why do some records appear twice in the hitlist and what should I do?
  2. When I catalogue a record and then search for it why does the author not display in the hitlist?
  3. When I catalogue a record, why does the publication date in the hitlist appear as a particular date rather than a year?
  4. If I come across duplicated title records, what should I do?  SWIMS Network mandatory procedure
  5. Why when I do a Title by ISBN search and Create Close Copy, then rerun the search, the new record doesn’t display?
  6. What if I need to catalogue an item and I come across a skeleton title record for it?  SWIMS Network mandatory procedure
  7. What if I need to create a skeleton title record for an order item?
  8. How can I hide a title record in WebView (and also reverse this)?
  9. How can I ensure that the record will file correctly in a hitlist or other list?

Deleting title records

See also the FAQ on deleting copy records – if the last copy is being deleted then the title is automatically deleted too.

  1. Can I find out about title records which have been deleted?
  2. Why sometimes when I have removed the last copy record do I find that OLIB won’t allow me to delete the title record, and what should I do?  SWIMS Network mandatory procedure

Journal records

  1. What do I need to know about cataloguing journals which may be known by more than one name, e.g. by full and abbreviated title?  SWIMS Network mandatory procedure
  2. What should I do about journal supplements with their own identity?  SWIMS Network mandatory procedure
  3. What should I do if a journal changes title?  SWIMS Network mandatory procedure
  4. What should I do if a journal title is incorporated into another title or two journal titles merge together to form a brand new title?  SWIMS Network mandatory procedure
  5. What is the function of the Serial Monograph media subtype on SWIMS?

Cross references

  1. How do I create an author cross reference?
  2. What do I need to know about deleting a cross reference e.g. when I am deleteing a title record?

Whom can I ask for help with cataloguing?

Each old SHA area has one or more reps who can be approached in the first instance with queries. These reps are members of the SWIMS Cataloguing Group. The reps may well not be able to supply answers straight away but that they will look into the problem and when necessary forward it to the group for a discussion and a decision. Details of the local reps can be found here.

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Can I catalogue using MARC tags?

We can’t actually catalogue using MARC tags (unless we wanted to redesign all the cataloguing screens to use MARC tags as the field labels). There is a MARC view on records – if you view a record using the Bibliographic – Full layout instead of the SWNHS General layout, you should see a 5th sheet with MARC views present.

Further clarification provided by OCLC: the OLIB database doesn’t store the title details tagged as MARC records, and representation of records in MARC and other formats is performed by ‘views’. The views are automatically produced when creating and editing records, they require no proactive intervention during the cataloguing process.

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What should I be aware of when using ‘create close copy’?

This can be useful when a new edition arrives or when cataloguing e-books for which print equivalents are already on SWIMS – but must be undertaken carefully!

  1. Execute a title search
  2. Tick the title record, then in the Other Actions menu select Create Close Copy
  3. A new entry will be added to the hitlist with no copies attached (NB if you close copy from an ISBN search you must search by title rather than by ISBN to retrieve the new record.)
  4. Open the record and check and edit all fields as necessary

NB:  BEWARE – after editing any freetext fields the record must be saved (‘save and continue’) or the text may revert once an authority file field is opened!

The following fields (if populated) are not copied:

On the Main tab: ISBN, Edition, Physical, Series Number, copy and order records
On the Related Tab: Alternative Title, Cross References, Object record, Traps
On the Control Tab: Record Source

for books:

    • Add the ISBN
    • Check title
    • Check responsibility
    • Check classmark
    • Check authors
    • Add Edition if appropriate
    • Imprint – alter Date (No need to update Publication date (sort)  as it will be updated automatically overnight)
    • Add Physical (NB: if all elements cannot be edited delete the whole of the old entry from the main title screen and create from new (this is due to changes in the template over time))
    • Check series
    • Add Notes if change of title etc
    • Check subject headings
    • Add a copy record

Check also:

  • Alternative Titles (Alt. Titles): on Related Items and Control Data tab – add if necessary
  • Location code This gets copied so should be deleted as appropriate.  If you forget it is not a problem as it will be corrected overnight (the Location codes field is checked and updated automatically every night to reflect the location of the linked copy records)

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Where can I check to distinguish authors with the same name?

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When I add a new Personal Name (Author), do I need to fill in the forename as well as the initials and how do I enter them?

SWIMS Network mandatory procedure

In terms of searching and retrieving, the forenames and initials fields work separately. So if there is no data in the initials field, an author cannot be searched for by typing the surname in the Surname field and the initials in the Initials field. However the system allows truncation in the Forename field, so it is possible to retrieve the name using just the initial in the Forename field. So in order to make names retrievable by any method of searching it is necessary to ensure that all fields are filled in.

The three fields Surname, Forename and Initials all work as ‘start of’ searches, i.e. you can truncate the search term.  The Initials fields is also ‘forgiving’ in that it retrieves even if you put no spaces between the initials.  The fields also truncate automatically according to certain rules (‘normalise’) so for example a search on Rowling retrieves RowlandRowley etc, because OLIB has a rule which tells it to ignore the ending -ing.

Recommendations

  • Where the Forename is known, populate both the Forename and Initials fields sensibly; e.g. Forenames: Abigail Betty; Initials: A. B.
  • Where only the Initials are known, populate both the Forename and Initials fields with the same data; e.g. A. B.
  • For initials always use the format A. B. (i.e. initial full stop space initial full stop space etc.)
  • For hyphenated Forenames, e.g. Anne-Marie, use the same format A. M. (i.e. initial full stop space initial full stop space etc.) – don’t include the hyphen
  • Do not use the Initials field for the person’s middle initial e.g. the Y in Anthony Y Smith. This is not what it is for.

Experiments on Personal Author searching (on the assumption that the Surname field is populated and the Surname field is being searched on) and Personal Author filing gave the following results:

If the Initials field is populated but not the Forename field:

– a search using initials in the forename field will not retrieve the record
– a search on the initials field will retrieve all hits regardless of how the initials are typed in (e.g. with or without spaces; with or without full stops)
– The hits will be displayed in the order (I think this means that spaces are honoured and full stops are classed as a character which files before A):

Surname, A B
Surname, A. B.
Surname, A.B.
Surname, AB
Surname, Abigail Betty

If the Forename field is populated but not the Initials field:

– A search using initials in the initial field will not retrieve the record
– A search on the first initial in the forename field will retrieve the record
– A search on the first and subsequent initials in the forename field will not retrieve the record
– A search using initials in the forename field will not retrieve the record

If both the Forename field and the Initials field are populated correctly:

– The record will be retrieved by all sensible searches

If only the Initials are known and are put in both the Initials and Forename fields:

– The record will be retrieved by all sensible searches

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What do I need to know about entering birth and death dates and titles?

Note that these fields should only be used to distinguish authors with the same name – see cataloguing rule A5.1.  SWIMS Network mandatory procedure
Previously it was possible to populate or update the ‘Dates / Identifier’ field but this is no longer possible.

  • If creating a new author record and populating Year of birth, Year of death, or Title, note that the Year of birth and Year of death fields populate the Dates/Identifier field automatically, although the Title field doesn’t.  You can type a date in to these fields as YYYY or DD-MM-YYYY.
  • Similarly if adding new birth date, death date, or title to an existing record, and none of the fields are already populated and you need to add this data, use the Year of birth, Year of death and Title fields.  The Year of birth and Year of death fields populate the Dates/Identifier field, although the Title field doesn’t.
  • If the Dates/Identifier field is already populated and you want to update it, clear the contents and save.  Then use any of these 3 fields as appropriate.  As above, the Year of birth and Year of death fields populate the Dates/Identifier field, although the title field doesn’t.
  • Don’t populate the Dates/Identifier field at all as it seems to muddle things.  But don’t worry if it’s already populated – that’s fine.

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What is the significance of the ‘Title-Author relationship’?

The ‘Title-Author Relationship’ – visible in a dialogue box when selecting an author for insert into a title record – has very little significance on OLIB Web, so it doesn’t matter if it is wrong. For example in the case of corporate authors is it OK if the relationship is ‘author’.

It is not possible to change the order of the picklist; however a quick way to select a value, for example the relationship ‘editor’, is to click on the picklist then type the first letter, in this case E.

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What is the Publication Date (sort) field for and do I need populate it?

The function of the Publication Date (sort) field on the Publication Details is to allow for filtering by publication date by end users in WebView,  and by staff in OLIB Web.  When cataloguing it is populated automatically.  
If you enter a 4 character year into one of the Date fields, the Publication Date (sort) field populates immediately as soon as your cursor moves away from the Date field or as soon as you save.  
If the Date field is already populated, e.g. if you are ‘creating close copy’, then the Publication Date (sort) field will be updated overnight. 
If you enter a more complex phrase such as a 4 character year preceded by ‘c’ e.g. ‘c1999’ into the Date field,  an overnight script will populate the Publication Date (sort) field.   

This is how it works:

  • The script looks at the YYYY from the Date field and automatically populates the Publication Date (sort) field with 01-JAN-YYYY
  • This includes Dates expressed as, for example, cYYYY or ca.YYYY or [YYYY] or [YYYY?]   etc – but this process works overnight rather than instantly
  • If two or three Date fields are populated, it looks at the first only and ignores the others
  • If the title record has more than one Imprint screen, it carries out the process separately for each screen
  • Dates expressed as [199-] will be populated as 01-JAN-1990
  • Dates expressed as 2006-2009 will be populated as 01-JAN-2006
  • Dates expressed as [2006-2007] will be populated as 01-JAN-2006
  • Dates expressed as October 2006 will be populated as 01-JAN-2006
  • Dates expressed as 23 October 2006 will be populated as 01-JAN-2006
  • Dates with no year, e.g. entered as n.d., or are blank, will not populate the Publication Date (sort) field – it will be left untouched
  • If the Publication Date (sort) field  is already populated, the script will update the YYYY if it is incorrect but leave the DD-MMM as it is, so if it has already been populated as 01-OCT-2006, the script will leave 01-OCT and only update 2006 if this is incorrect
  • The Date fields remain untouched by the process
  • If it is required to set a Publication Date (sort) different from that which the system will set, then the Publication Date (sort) field can be populated and also the field Manual override should be set to Yes.
  • It isn’t a problem if you do populate the field as the script will just check that it is correct.

Filtering on WebView is by full year only, i.e. before or after YYYY; on OLIB Web it is necessary to filter on DD-MMM-YYYY, though in most cases this likely to be set to 01-JAN-YYYY.

This field is NOT used for recording the date of cataloguing – that is recorded automatically on the ‘Control’ tab of the catalogue record.

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What is the recommendation on using ampersand (&) in cataloguing?

The recommendation is to use ‘and’ rather than ‘&’. This is because in hitlists based on alpha order, ampersand files separately to ‘and’ – before ‘a’.

Searching is not affected – ‘&’ and ‘and’ retrieve the same results in both a string search and a keyword search.

There isn’t a way to replace ‘&’ throughout.

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How do I modify the data in an existing Series field in a catalogue record?

In OLIB Web tick against the Series entry then Actions > Edit link record.  This  works when the title record is both in and out of modify mode.

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Is it possible to search by series number and if so how do I catalogue titles so that it is?

Enter the series number into the two Volume/Number fields on the ‘Title-Series Relationship’ screen.  In the first field enter the number exactly as it appears, e.g. 54(1) or 27a.  In the second field enter the number as a string of numbers only, e.g. 541 or 27, to use the same examples.  It is then possible to search on the number in OLIB Web, but it is necessary to use the whole string as the search is not automatically truncated.  There is no series number search in WebView.

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What do I need to know about subject headings?

There are 3 Subject Heading Types used in the SWIMS system:

MESH
WMESH – Wessex MeSH
Cross Reference

MESH and WMESH are the preferred types. Subject headings of type ‘Cross Reference’ should not be used in title records.

Only members of the Cataloguing Group and System Administrators have permissions to create, modify, deduplicate and delete Subject Headings.

Requests for Anglicization should be sent to Jenny Toller. Spelling mistakes (which have occurred due to Anglicization which has been applied incorrectly) should be notified to System Administrators who will either correct the mistake if there are not too many occurrences, or forward the request to OCLC.

Previously other subject heading types existed: OMESH, North Bristol, Plymouth, Salisbury, RCH Subjects and Cornwall College Keywords were all incorporated as part of data conversions and now all been removed.  Bulk deduplication was carried out by OCLC where exact duplication existed. Deduplication of similar terms was carried out by library staff.

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What do I do if a subject heading is duplicated in a title record?

If you spot an exactly duplicated subject heading in a title record there are two scenarios:

1. There are two separate subject heading records for the same subject heading (e.g. a subject heading existed for ‘blood’ and someone else created another) and an occurrence of each appears in the title record. In this case it is fine to delete one as the other will remain (please then ask a member of the Cataloguing Group to deduplicate the subject heading records).

2. The same subject heading record is used twice in a title record – most likely there because of title record deduplications or data conversions. In this case if one occurrence is deleted the other will disappear too. In this case it is necessary to delete one (which deletes both) and then replace it – there will then only be a single occurrence of it.

Refresh the title record after deleting and saving to check the the subject heading remains once only in the record.

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What should I do if I need a new publisher for my record?

First, check carefully by searching in different ways that the publisher isn’t already listed. Prefix your search with % to be sure of retrieving all publisher records containing a particular word or phrase.

If the publisher is not present contact a member of the Cataloguing Group who will create the publisher record for you.

This policy of creation permissions for the cataloguing group only has been put in place so as to reduce proliferation of duplicated publisher records, and so as not to negate all the work carried out so far on deduplication. All librarians have permissions to modify and delete publisher records.

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Do I need to fill in the short Location Codes field with my location?

The short location field in OLIB Web (which appears as “Locations” in WebView) displays location codes alphabetically separated by a semi-colon and space, e.g. BRI; NDH; W11. This field can be kept up-to-date by those who are adding and removing copy or holdings records, however an automatic script runs each night to correlate this against the copies field, adding and removing location codes as necessary.   The script ensures that a location code appears for each location which holds a copy or holdings record, regardless of the number of copies at each location.  The script excludes from displaying the location code of copies which are hidden from WebView, where there are no other copies at that location.

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How can I change the display order of the linked titles in the Cross Ref and Contains fields?

Sometimes the up/down options in the Cross Ref and Contains fields on the ‘Related Items and Control Data’ tab do not work.  If this happens, here is a workaround.

  1. Put the title record into modify mode
  2. Select one of the links lower down the list which needs to be moved upwards, and click the ‘Up’ button.  It won’t have moved.
  3. Select it again and click the ‘Up’ button again.  The second time it should have moved and you can then use the Up/Down buttons to move all the linked titles into the preferred order.
  4. Save the title record

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What do I need to know about entering URLs into an object record and link checking?

SWIMS Network mandatory procedure

Entering

Always use the Type of ‘World Wide Web Page’ if linking to a webpage, regardless of whether you are linking directly to a PDF on the web.  Only use the other Types if you are loading documents into SWIMS, but this is very unlikely.

In Database should be set to No.  Import Now should be set to No.

See also below regarding particular URLs which always fail the link checker.

Link checking

Since late 2012 SWIMS monitors automatically for broken links and sends an email daily to the system manager listing these.  The system manager then either corrects broken links, or forwards to the librarian who catalogued the object record asking them to correct the object or delete it.  Note: if deleting an object record it is important to remember to delete any title note which refers to an object record.

Because of the way some links resolve, they will always ‘fail’, i.e. always be included in the report.  These should be set to be checked never.  These include URLs  containing the following strings:

  • www.myilibrary
  • mdconsult
  • ovidsp
  • eblib
  • clinicalkey
  • ebrary
  • https://shibboleth2sp.sams.oup.com
  • thieme
  • oxfordmedicine.com/view – some pass and some fail the link checker – OCLC are not sure why this is the case; if in doubt set to check: never
  • 123library
  • ingentaconnect
  • http://ebookcentral.proquest.com/
  • http://gateway.proquest.com/

This is a technical glitch for which there is no current workaround.  To set them never to check, click the Related Items tab of the Object record, and change the Frequency to never.  This applies mainly to e-books URLs; the vast majority of e-journal object records use the URL http://www.library.nhs.uk/booksandjournals/journals/ which passes the link checker.

The system manager does an occasional visual check of these URLs to ensure they are in the correct format.  However it is important to check when cataloguing these that the URL works correctly by testing it from WebView.

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When I do a Title and Author search why do some records appear twice in the hitlist and what should I do?

In this case, an author/title search results in an identical title record with identical copy information displaying twice in the hitlist. If this happens it is usually because the author is duplicated in the record (often with slight variations, e.g. with full forename and again with initials only). Do not delete one of the records, but instead edit the record and delete the unwanted author fields. Other fields may also be repeated unnecessarily and should be deleted. Go back to the hitlist and click ‘Refresh’ and you will find that the record now only appears once.

Authors are duplicated because during the initial data conversions in 2003 they were not stripped out of the incoming records. Work is gradually continuing to remove the duplicated fields.

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When I do a ISBN search why do some records appear twice in the hitlist and what should I do?

This is not 2 different records, but the same record displaying twice. It happens because the record contains both the 13 and 10 digit ISBN. In this case remove the 10 digit and refresh to be sure that the record now only displays once.

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When I catalogue a record and then search for it why does the author not display in the hitlist?

The author is updated overnight and will appear the next morning. However the record is instantly searchable by the author.

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When I catalogue a record, why does the publication date in the hitlist appear as a particular date rather than a year?

There can be a problem in the way that the date of publication is displayed in the hitlist in OLIB Web and WebView if the title record has been catalogued with two or more publishers, and hence the date has been entered in the Date (2) or Date (3) field. In this situation the date can appear in the format 01-JAN-1995 rather than simply 1995. A workaround is to tick the ‘Date (sort)’ field then save again. Then test by viewing the title record in a hitlist.

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If I come across duplicated title records, what should I do?

SWIMS Network mandatory procedure

In this case a single work has two or more title records with different copies attached to each.

Consider the following before you deduplicate:
1.  Compare details such as pagination to be sure that the two (or more) records refer to the same title.
2.  Choose which of the title records will be the retained (preferred) title.  Please bear in mind the Cataloguing rules and deduplicate to the best entry.
To carry out the deduplication, put the preferred record into modify, and in the Control tab click the Duplicates button (the Duplicates button does not display until the record is in Modify mode). Search for the variations and pull them into the record. When you save the record the deduplication takes place.

Check that the right number of copies have appeared. If you have accidentally deduplicated a record against itself then you will see no change in the number of copies.

You will then need to remove any duplicated fields such as names, imprint, subject headings etc and check that the most popular classmark is at the top. Location codes will populate overnight.

Any order item information will also be brought into the target record, and any already in the target record will be retained.

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Why when I do a Title by ISBN search and Create Close Copy, then rerun the search, the new record doesn’t display?

The reason is that the ISBN is not copied to the new record which is why it doesn’t appear when you rerun the ISBN search. You would then need to run a Title Search in order to retrieve both records.

The ISBN is not copied across during Create Close Copy because generally, when creating close copy, you are cataloguing a new title which is almost identical to the original title, however the ISBN is almost guaranteed to be different, so there’s no point in copying it across.

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What if I need to catalogue an item and I come across a skeleton title record for it?

If I come across a skeleton title record, what does it mean?

If, when carrying out a title search on SWIMS, you come across a skeleton title record, i.e. a title record which lacks some fields such as subject headings, classmarks etc, it is very likely to be either:

1.  A title record linked to an Order Item at a location which uses the acquisitions module
or
2.  A title record linked to an on order copy record at a location which doesn’t use the module, but uses this method to record order items

In the case of linked Order Items with the status of Outstanding, the Order Status box on the title layout will be populated with ‘On Order’ or ‘Pre-Order’.  
WebView also displays the fact that the title is on order, but not for whom – it says simply ‘On Order’ (or ‘Additional Copies on Order’ when there are existing copies).  An enhancement request is logged with OCLC such that this order item info in WebView displays location information.

At locations using the acquisitions module, a copy record is automatically created when the item is received on SWIMS.  The Copy Status defaults to that chosen when the Order Item was created, and is usually either ‘On Order’ or ‘Available’.

Locations which record orders but don’t use the acquisitions module will display a copy record with Copy Status ‘On Order’ from the time the book is ordered.

What if I want to catalogue a book and a skeleton title record already exists?

SWIMS Network mandatory procedure

If you are adding a book to stock please fill out the existing Title record – do not create a duplicate Title record.  By filling out the record you are not in any way affecting what happens when the title has been received at the library which ordered it. In fact you will be helping by filling out the Title record!

Remember that a skeleton title record is created from publishers’ information which is often inaccurate. Check every field against the book itself (as if cataloguing from scratch), particularly:

  • Author name (eg initials). If different from your record, delete the name and search again, then add or create it. Do not amend as you may create a duplicate name entry.
  • Author responsibility – check whether author or editor
  • Edition – watch out for paperback versions or other formats (eg book reissued with website) which publishers may advertise as new editions.
  • Publication date – publishers may give later publication date for paperback/reissued versions of a book so check the book carefully for the original publication date.

Add your Copy if needed – if you use the acquisitions module a copy will have already been automatically created and just needs to be amended (to add barcode, classmark and possibly amend Copy Status to Available).

See also the FAQ on skeleton title records for acquisitions users.

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What if I need to create a skeleton title record for an order item?

See the full instructions in the acquisitions FAQ.

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How can I hide a title record in WebView (and also reverse this)?

To hide a title record in WebView:

  1. On the Related Items and Control Data sheet (the second sheet available for the Media Types of Book, Serial and Video) populate the Display in WebView field with No. If this is the same day as you have created the title record, it will be instantly hidden.  If you are hiding a title which was created on a previous day, the title record will be hidden from the next day (an overnight process needs to run to hide existing titles).
  2. Add a Title note Hidden in WebView.  This is essential in the case of newly created records because it warns other cataloguers adding copy or holdings records in future that the title record is hidden.  If hiding a title record is not suitable for all libraries, then it may be necessary to for libraries to discuss and then possibly hide individual copies instead.  See link below.  In the case of older records being hidden because all copy records are hidden, it isn’t essential to add a title note.

To unhide a title record in WebView:

  1. On the Related Items and Control Data sheet (the second sheet available for the Media Types of Book, Serial and Video), change the value in the Display in WebView field to Yes or blank.  If this is the same day as you have created the title record, it will be instantly unhidden.  If you are unhiding a title which was created on a previous day, the title record will be unhidden from the next day (an overnight process needs to run to unhide existing titles).
  2. Delete the title note Hidden in WebView

Notes:

  • Any recently published title which has been hidden but with no title note to this effect may be unhidden by the system managers on the assumption that it was hidden by mistake.
  • The options for the ‘Display in WebView’ field are Yes, No and blank. The default is blank, and blank means Yes.
  • To filter on all Titles which have been catalogued not to display in WebView, do a Titles search and filter on Include in OPAC? is one of No
  • If the functionality is needed for other media types we will need to look at adding it for them.
  • If it is required to hide titles from particular WebView SSis (site specific interface) only, and not all WebViews, we will look into how this can be achieved.
  • Hiding and unhiding of title records is recorded in the title record Audit Trail, but only for titles hidden/unhidden since Service Pack 4 was applied on 21st Aug 2013.

See also the FAQ on hiding a copy.

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What does the Control sheet of the title record tell me about the origin of the record?

The source of the majority of book and video title records can be explained from the Control sheet as follows:

  1. Title records transferred into SWIMS during the initial data conversion in 2003 from Unicorn have the field ‘Import RCN’ populated either with the ISBN or with another string of numbers. Where the ISBN is present in this field, the ‘Rec. Src.’ field is populated with the value ‘MARC’. Note that the ‘Import RCN’ field is not visible if the field is not populated and the record is not in Modify mode. The ‘Cat Date’ field corresponds to the date the title was catalogued on Unicorn.
  2. Title records which were transferred into SWIMS during the data conversions for Blackberry Hill (BBH), Frenchay (FLS – now closed) and Southmead (SMD) don’t have the ‘RCN Import’ or the ‘Rec. Src.’ fields populated however appear to have a consistent ‘Cat Date’ of 08-SEP-2003.
  3. Title records which were transferred into SWIMS during subsequent data conversions at Plymouth (PLY), Truro (RCH), Cornwall College (RCH) and Salisbury (W11) don’t have the ‘RCN Import’ field populated but are identifiable from the ‘Rec Src’ field, i.e. this is populated with a value such as ‘RCH Truro’ or ‘Salisbury’. These records also have a consistent ‘Cat Date’ for each data conversion.
  4. Manually created records have the ‘Entered by’ and ‘Cat Date’ fields populated. Those which don’t have ‘Entered by’ populated were catalogued by staff who have left and whose user records have been deleted. In the early days it was possible for an individual to log into OLIB and catalogue using the library barcode rather than their individual barcode. This is no longer possible but might explain that in some cases the ‘Entered by’ field is populated with a library code.

None of the records transferred during the data conversions have the ‘Entered by’ field populated.

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How can I ensure that the record will file correctly in a hitlist or other list?

Title records in SWIMS are filed according the first main word, i.e. leading articles such as ‘the’ and ‘a’ are ignored. On the control sheet of the title record there are two fields: ‘Non-filing indicator’ and ‘Man. non-file character’.  When a title record is saved the ‘Non-filing indicator’ field is populated automatically, e.g. for titles beginning ‘the’ with the value 4 (to represent the four characters taken by ‘the’ and the space afterwards); for titles beginning ‘A’ with the value 2 etc. In a very small number of cases it is necessary to update this manually. In this case, populate the ‘Non-filing’ indicator field accordingly and change the ‘Man. non-file character’ field to Yes.

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Can I find out about title records which have been deleted?

You can retrieve the audit trails of deleted titles in a search on Cataloguing > Titles (Deleted).   This is for title records deleted since 17th Feb 2014.  It is not retrospective.

If the title was manually deleted the name of the librarian who deleted it will be displayed in the ‘Changed By’ column against the ‘Deleted Record’ entry.  If the title was deleted because it was put into the Titles for Auto-Deletion folder (either by a System Administrator, or as part of the copy deletion process), then no librarian’s name will be displayed here.  In this case the person who deleted the copy record is likely to be the same person who deleted the title record.

Note that the search in the Titles (Deleted) domain is an exact search, not a normalised search, although it is case-insensitive.

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Why are the title record ‘Last Changed’ date and the latest date in the Audit Trail sometimes not the same?

The ‘Last Changed’ date relates only to the title record fields.  The Audit Trail additionally records activities in the copies domain.  The following activities will not update the ‘Last Changed’ date:

  • Creating a copy via the acquisitions module
  • Changing a copy barcode
  • Deleting a copy record

However creating a copy in the title record either using the direct entry copy box or the ‘new’/’create new’ methods DOES update the Audit Trail.

There was also a bug which was fixed on 26th Jan 2012. All title records  modified after 26th Jan have a correct ‘Last Changed’ date.   However title records last modified before 26th Jan may not have a correct ‘Last Changed’ date.  Most will, but a large number of title records incorrectly have the date last modified of 26th Jan, the date the problem was fixed.  Once they are modified again the date will be corrected, so this problem will resolve itself over time.

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What do I need to know about cataloguing journals which may be known by more than one name, e.g. by full and abbreviated title?

SWIMS Network mandatory procedure

It is important to be consistent with regard to the cataloguing of journals on SWIMS which may be known by more than one name. Confusion can be caused cover design, and the commonest examples are those which are known by both their abbreviation and full title; for example HSJ: Health Service Journal.  Not only does inconsistency make the catalogue confusing, it also makes the management of serials check-in confusing if prediction patterns are being generated by different locations under both versions of the title.

The following guidelines will ensure consistency:

  • If there’s any cause for confusion, check Medline to establish the preferred form of the title.
  • Put the non-preferred title(s) in the ‘Alt titles’ field when cataloguing – this will mean the record will be retrieved by the non-preferred title(s) in WebView (and in OLIB Web in a ‘Title and alternative titles’ search but not a ‘Title’ search)
  • Create a see-ref from the non-preferred to the preferred – this will mean that an OLIB Web title search will indicate the preferred title and a WebView title search will retrieve both the see ref and the correct title in the same hitlist. See the record for AJCP for an example of the use of both ‘Alt title’ and see ref.
  • The Journals Group makes decisions about existing problem titles and ask affected locations to amend catalogue records / holdings records / checkin records accordingly.
  • If there is no consensus regarding the preferred title, consult the Journals Group for the ultimate decision.

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What should I do about journal supplements with their own identity?

SWIMS Network mandatory procedure

Create separate journal title records for supplements which behave as journals in their own right, such as the different editions of Archives of Disease in Childhood.  These can be linked to each other on SWIMS using the Cross Refs field in the title record. However it is recognised that sometimes the nature of a ‘supplement’ only becomes clear after several issues have been received. If in doubt contact a member of the Journals Group.

If Acquisitions is being used in conjunction with Journals, the order record should be attached to what appears to be the main edition of such titles.

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What should I do if a journal changes title?

SWIMS Network mandatory procedure

When a title changes, the location which notices first should do as follows:

  1. Create a record for the new title, even if the ISSN is the same
  2. Link the two title records using the Cross Refs field (Formerly / Continued as)
  3. Update their own holdings record to close the holdings on the old title and add their holdings to the new title
  4. If the serials module is being used to check-in journal issues then inform their contact on the SWIMS Journals Group – see the relevant Serials FAQ
  5. If the serials module is not being used to check in journal issues, but other locations have holdings records, then the location should inform the other locations which have holdings records, perhaps by emailing SWIMS-SYSTEM, so that they can then also update their holdings similarly

If in any doubt please contact a member of the SWIMS Journals Group.

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What should I do if a journal title is incorporated into another journal or two journal titles merge together to form a brand new journal?

SWIMS Network mandatory procedure

Incorporation
When a journal is incorporated into another journal, the location which notices first should do as follows:

  1. Link the two title records using the Cross Refs field (Incorporating / Incorporated into).  Create a new title record for the new title if there isn’t one already.
  2. Add title notes to each record to explain
  3. Update their own holdings record to close the holdings on the old title, and add their holdings to the new title or amend if already added
  4. If the serials module is being used to check-in journal issues then inform their contact on the SWIMS Journals Group – see the relevant Serials FAQ
  5. If the serials module is not being used to check in journal issues, but other locations have holdings records, then the location should inform the other locations which have holdings records, perhaps by emailing SWIMS-SYSTEM, so that they can then also update their holdings similarly

If in any doubt please contact a member of the SWIMS Journals Group.

Merger
When two journals merge to form a brand new title, the location which notices first should do as follows:

  1. Create a title record for the new journal
  2. Link the two title records using the Cross Refs field (Formerly / Continued as)
  3. Add title notes to each record to explain
  4. Update their own holdings record to close the holdings on the old titles, and add their holdings to the new title
  5. If the serials module is being used to check-in journal issues then inform their contact on the SWIMS Journals Group – see the relevant Serials FAQ
  6. If the serials module is not being used to check in journal issues, but other locations have holdings records, then the location should inform the other locations which have holdings records, perhaps by emailing SWIMS-SYSTEM, so that they can then also update their holdings similarly

If in any doubt please contact a member of the SWIMS Journals Group.

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What is the function of the Serial Monograph media subtype on SWIMS?

The Serial Monograph media subtype is now used to indicate journal issues which may also be considered as monographs and which a library has decided to catalogue individually, eg in order to loan them individually.  These are usually journals where each issue has its own theme, authors etc. A book-type record should be created for each issue following rule B10, as well as a serials-type record for a “run” of holdings (see rules B1-9).

In the past, the Serial Monograph subtype was used for serials records created for items such as directories, statistics and annual reports. From April 2007 onwards these items require only a book-type record, and no serial record.

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How do I create an author cross reference?

Create the preferred and the non-preferred author records if not already created.

Put the non-preferred author record into modify mode
Click the Related Names button and search for the preferred author and choose that into the record
In the Author Relationship dialogue box select:

  • Link Type: Use
  • Retrieve See Also: Yes

Click OK
Save the record
Refresh the preferred record to check that the link works both ways.
If you make a mistake, remove the Related Names data from both preferred and non-preferred author records, save both, and start again.

Note that since March 2011 all WebView author searching is author keyword searching so retrieves on any element of the name.  However the see references will help to maintain consistency such that the same format of the author is used in the catalogue, and also directs the cataloguer to the preferred format.

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What do I need to know about deleting a cross reference, e.g. when I am deleting a title record?

If you delete a cross reference in a title or author record, the reverse cross reference in the linked record will automatically be deleted.

If you delete a title record which has a cross reference to another title by putting in the overnight titles autodeletion folder, the reverse cross reference in the linked title record will automatically be deleted (though not the title record itself).  You are most likely to be using the titles autodeletion folder when you are deleting the final copy and you are prompted to delete the title record.  See the FAQ on deleting copy records for more details.

If you wish to delete manually a title record which has a cross reference, you will need to delete the cross reference before you can delete the title record.

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