SWIMS Network and SWIMS System
You are here: SWIMS > Modules > Cataloguing > Journals cataloguing

Journals cataloguing and catalogue records

  1. What do I need to know about journal titles and holdings records on SWIMS?
  2. What do I need to know about bulk loaded e-journal collections on SWIMS?


What do I need to know about journal title and holdings records on SWIMS?

SWIMS has title and holdings records for:

  • All print and individually subscribed electronic journals at libraries using SWIMS for library management, and including backruns where cancelled/ceased.
  • All print journals, including both current and backruns where cancelled/ceased, held at ‘affiliated’ SWIMS libraries, i.e. those which are part of the SWIMS Network but which don’t use SWIMS for library management.  For some of these libraries, electronic journals holdings are also included, including backruns where cancelled/ceased.
  • Some large journal bundles subscribed at local level – see the FAQ below – with holdings for all libraries which subscribe.
  • National collections BMJ, AMA and PscyARTICLES.  Note that the journals included in the large national bundles are not included in SWIMS.

Libraries using SWIMS  for library management update their own title and holdings on SWIMS, according to SWIMS Cataloguing rule B

Affiliates’ holdings are updated annually in Jan-Mar by the system manager and the SWIMS Network administrators on their behalf, and also at other times in the case of holdings changes.  Please see the list of SWIMS Network members, showing which are affiliates.  In some cases the holdings aren’t formatted according to SWIMS cataloguing rule B10.   This is because they are exported from the library’s own local system, which may use a different convention for formatting holdings, and bulk uploaded into SWIMS.  However it’s still possible to interpret these holdings.

Please also see the information for affiliates.

Back to top

What do I need to know about bulk loaded e-journal collections on SWIMS?

ClinicalKey (plus the Psychiatry and Infectious Diseases subset), Medline CompleteSage Clinical Medicine, and Wiley Medicine and Nursing Collection were last fully reloaded with up-to-date data on 30 Jan 2020.  These are the only collections which are bulk loaded.  Other collections, such as Mark Allen collections, are not bulk loaded by the system managers and need to be manually inputted/maintained by library staff.

The holdings are as provided by the publisher, and may not include volume and part numbers.   In the case of Medline Complete, the publisher data is as provided by EBSCO, but tidied to some extent.

The title records have holdings records for the locations which subscribe.  Please contact the core team new-swims@googlegroups.com if you start to subscribe or stop subscribing so that holdings for your location can be added/removed.
If you spot any changes needed to the data on SWIMS for these collections, e.g. titles which have been removed, titles which need adding, holdings or embargoes not expressed correctly, please contact the core team new-swims@googlegroups.com who will make the changes on SWIMS.  Certain subscribers have agreed to monitor for changes to collections:

  • ClinicalKey – seeking a monitor for this who will notify the core team
  • Medline Complete – Helen Williams will make any changes to the collection
  • Wiley Medicine and Nursing – Sarah Maddock will notify the core team
  • Sage Clinical Medicine – Claire O’Connor will notify the core team

There are a 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 / Medline Complete / Sage 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.  You can identify a bulk uploaded title either by looking at the title note (which specifically mentions the collection), and/or from the fact that in the Control tab of the title record, the ‘Rec. Src.’ field is populated with ClinicalKey eJournalsMedline Complete, Wiley Medicine and Nursing eJournals or Sage Clinical Medicine.

It is necessary for them to be visible on Iguana so that SWIMS Network affiliated libraries who don’t use V-smart can discover them.
For ClinicalKey, Wiley and Medline Complete, the link in the object record takes the end user to the journal page on the Elsevier, Wiley or EBSCO platform via OpenAthens authentication if not already logged in in that browser session. 
For Sage, the link in the object record takes the end user to the NICE A-Z Journals search and launches as ISSN search.  This automatic search was a necessary workaround to deal with a problem encountered when bulk loading the collection.

Discovery systems
In OLIB it was possible to exclude these titles from MARC download for discovery systems on the basis of the record source code.  This will need to be reviewed in V-smart.

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.

Back to top