SWIMS Network and SWIMS System
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Recommended and suggested SWIMS housekeeping tasks

Periodic housekeeping jobs for library staff

  1. How should I run a Stock weed
  2. Stock check – awaiting instructions
  3. How should I ensure journal holdings are up to date
  4. How can I check and delete missing copies
  5. How do I check and delete withdrawn copies over 1 year.
  6. How to deal with long overdue books
  7. Check for and delete records and registration forms for expired borrowers and those that are no longer at your location. (2 years after expiry) expired borrowers
  8. Return and reissue copy records which have been on loan continuously for more than 3 renewals  reissue
  9. Delete old Notes/Blocks notes
  10. Duplicate records duplicate records

1             How should I run a Stock weed – Run a report for books older than 10 year which are not in a special collection? Go to AFO 143 Easy publishing and choose the report Books 10 year’s master.  This will give you a list of books which are NOT ‘dated but relevant’ which are more than 10 years old. Do not forget to check your e-book collection as well. You can run another report from AFO 143 Easy publishing called Ebooks older than 10 years – master.

2              Awaiting instructions. (13/5/21)

3             How should I ensure journal holdings are up to date? To check what print journals you have on SWIMS go to AFO 143 Easy publishing – Print Journals- master. This will give you a list of print journals and holdings

4              How should I check and delete missing copies.  Periodically check whether any items with a copy status of Missing have turned up. If not and they have been missing for more than 3 months you should consider deleting the copy.  They should be deleted a maximum of 1 year after they were recorded as missing.

Go to AFO 143 Easy Publishing – Missing Books Master.
Check you library code is in the holding location.
Run the report by clicking ok.
You will get a spreadsheet of books which are marked as missing.
Check the shelves for any books which have been returned or found and update their status at AFO111 – go to the item record, modify the status and delete the missing status.
Check the Miscellaneous item category and statistical category are correct and that ‘suppress from WebOpac flag’ is not ticked.
If the books have been missing for more than a year consider deleting and repurchase if necessary.

5              How do I check and delete withdrawn copies over 1 year. Use V-Insight to create a savelist of withdrawn books at your location. (V-insight instructions ) Save the report for future months.
Create a report using Items, Holdings location and Special loan status (current) status
Run the report and put restrictions in of your location and Special loan status = WDR

Go to the bottom of the page to the results and click on the WDR and then click on the total number – this should make a savelist. Now go back to V-Smart and AFO141 (1) Savelist. You should see your savelist of withdrawn books, click on Items and you will now see your list of books, click the top tick box to select all of the books, go to the top menu to click on Global delete.

6             How to deal with long overdue books Run a report of Overdue books from AFO 143 Easy Publishing ‘Long overdue books – master’. 
Consider changing the status of the book to Missing or adding notes to ensure library user has been notified etc. (Check that notices have been sent out).

V-Smart (SWIMS) does not change the overdue status to long overdue, it remains as overdue.
To compile a list of overdue books which are more than 3 weeks overdue at your location
Go to AFO 143 Easy Publishing and choose the report Overdue Notices.

This will give you a list of overdues and when the notices (1-4) have been sent. After the fourth overdue has been sent the reader is suspended until the books are returned.

7             Check for and delete records and registration forms for expired borrowers and those that are no longer at your location. (2 years after expiry). Run a report of borrowers who have expired more than 2 years ago.  Use AFO 143 Easy Publishing Expired Borrowers Master.  Either delete the borrower or check that they have a note to say why they are still on the system.

The General Data Protection Regulation came into force on 25 May 2018.  The SWIMS Network user record retention policy  was updated in respect of this.
Local compliance
For advice on the GDPR generally, and for how to comply in your organisation, including local procedures, please contact your organisation’s GDPR lead.
Suggested text for a local data privacy policy in respect of SWIMS was sent to the LIB-SOUTH-MANAGERS email list on 27th July 2020.
Subject access requests, i.e. requests for information on what information is held on SWIMS, must be responded to within one month of receipt.
System supplier compliance
For information about Infor’s data protection and system security tools, processes, and policies, please see the information sent to the LIB-SOUTH-MANAGERS email list on 24 Nov 2020.

To check for borrowers no longer at your location

  • Run a report of all users at your location AFO 143 Easy publishing – Borrowers at a location
  • Cross-check against registration forms

8             Return and reissue copy records which have been on loan continuously for more than 3 renewals. Run a report on loans which have been on loan more than three consecutive times.  Consider returning and reissuing. Go to AFO 143 Renewals –Master.

9             Delete old Notes. Run a report on the three different types of note – Suspension, circulation and maintenance and delete any which are no longer valid.  Go to AFO 143 Notes- master.

10           Duplicate records. To merge borrower records – this will be added to the system in Service Pack 5 (Late 2021).  If you add a new record and someone with the same details is already on the system you will get a warning message.