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Serials Module FAQs

Module management and training

  1. Who are the Journals Group and what do they do?
  2. What training do I need if my service wishes to start using the SWIMS serials module and where can I get it?  SWIMS Network mandatory policy
  3. I’ve made a mistake or I spot a problem – what should I do?  SWIMS Network mandatory procedure

Cataloguing of journals and adding of special types of material

  1. Where can I find information on cataloguing of journals on SWIMS?
  2. Can I add locally produced material with check-in records?
  3. Can I add newspapers with check-in records?
  4. Can I add departmental journals with check-in records?

Setting up or changing check-in records

  1. What do I need to know about the creation of frequencies?
  2. What should I do about odd frequencies and auto-generation of issues each year?  SWIMS Network mandatory procedure
  3. What is the format of citation patterns?  SWIMS Network mandatory procedure
  4. What should I do if a change is needed to the check-in records because of a change in the title or frequency or a title incorporation or merger?  SWIMS Network mandatory procedure
  5. How do I add a new sub which starts mid-year to an existing record?  SWIMS Network mandatory procedure
  6. When generating issues for my location, what do I need to be careful about with regard to combined issues?
  7. How can I record the donor in the case of donated journals?
  8. What should I do if I cease to take the journal in print but continue to take it electronically?  SWIMS Network mandatory procedure
  9. What should I do if my journal changes location?

Routing (circulation) lists

  1. Can I create a routing (circulation) list for my serial and what are the limitations?

Checking in

  1. I work at more than one location – how do I get OLIB to display the correct issues for checking in?
  2. Why do checkins for a particular issue sometimes appear more than once?
  3. What should I be aware of when adding supplements?  SWIMS Network mandatory procedure
  4. What if I receive an issue after the journal has been cancelled?

Issues not arriving, or not being published

  1. How do I deal with issues never published?  SWIMS Network mandatory procedure
  2. What should I do if I know that an issue will never arrive?
  3. What if an issue is published only electronically, and not print?
  4. How do I deal with unwanted issue copies?  SWIMS Network mandatory procedure

Claiming and other reports

  1. How can I get information about  unreceived issues so that I can claim?
  2. How does OLIB calculate the Expected Date and how is the Expected Date important for claiming?
  3. What reports are available for the serials module?

Discarding print journals and ceasing departmental journals

  1. What should I do if I am completely discarding a print journal which has check-in records, or no longer checking in a departmental journal which has check-in records?

Who are the Journals Group and what do they do?

Names and contact details of the group members are available here. The remit of the group is as follows:

  • Training for new implementers
  • Advising users – members of the Journals Group field enquiries on the best way to set up journals management data and can advise on automated emailed claims
  • Quality control and corrective work – if mistakes are made or rectifications needed, a member of the Journals Group will correct the and inform module users as necessary.  Rectifications include deleting issue copies and serial copies
  • Setting Serials module protocols – the Journals Group sets all protocols and these are recorded in these FAQs and the serials module ‘How To’ guides.
  • Cataloguing protocols for journals – the group works with the Cataloguing Group in this respect.
  • Management of communications – all staff who carry out any journals management work must be a member of SWIMS-SYSTEM. The Journals Group uses this email group to inform of corrective work carried out, new protocols etc.  SWIMS Network mandatory policy

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What training do I need if my service wishes to start using the SWIMS serials module, and where can I get it?

SWIMS Network mandatory policy

If a new service wishes to implement the module a member of staff at that service must receive cascaded training from a member of the Journals Group.   This is because many protocols for SWIMS have been established and must be adhered to in order to maintain consistency and integrity of data.  The service may also choose to have OCLC training in addition.

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I’ve made a mistake or I spot a problem – what should I do?

SWIMS Network mandatory procedure

Please contact a member of the Journals Group.  Problems include:

  • The cover date of the issue doesn’t match the OLIB check-in record
  • Another library has already checked in a duplicated issue
  • The Frequency required isn’t available
  • The Citation needs amendment
  • Issue copies need to be deleted

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Where can I find information on cataloguing of journals on SWIMS?

Please see the cataloguing module pages – rule B as well as the relevant section of FAQs.

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Can I add locally produced material with check-in records?

It is at the location’s discretion as to whether locally produced material is added to SWIMS – with Title record and also check-in records. If a Title record is added, a Title Note should be included to explain the nature of the material. See HEALTH NEWS WEEKLY, the Salisbury staff newsletter, for an example.

Exclusion from WebView is also at discretion; however it should be noted that this functionality operates at Title rather than Copy level so if a record is shared with other locations, agreement must be reached. If a record is excluded from WebView, a Title Note must be added to alert other locations who may wish to add holdings.  Full details on how to hide a title record are in the relevant cataloguing FAQ.

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Can I add newspapers with check-in records?

It is at the location’s discretion as to whether newspapers are added to SWIMS – with Title record and also check-in records. The default frequency should be Monday – Saturday and any locations requiring a different frequency should amend their check-ins as necessary.  Sunday should not be included in the frequency as these newspapers are named differently and so require separate Title records and hence also check-in records.

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Can I add departmental journals with check-in records?

It is at the location’s discretion as to whether departmental journals are added to SWIMS.

If the only holdings for a particular journal title are for one or more departmental journals, the title record can be hidden from WebView; however it should be noted that this functionality operates at Title rather than Copy level so if a record is shared with other locations, agreement must be reached.   If a record is excluded from WebView, a Title Note must be added to alert other locations who may wish to add holdings.  Full details on how to hide a title record are in the relevant cataloguing FAQ.

A Serial Copy can be created for a location without the Title having a holdings record for that location.  Alternatively a holdings record can be used but can say ‘held in X department’ rather than giving precise holdings.  A note can also be put in the ‘Supplier Ref’ field in the Serial Copy record to indicate that the title is held in a particular department.  However this note will not be visible to end users.

As departmental journals hidden from WebView can be created without adding a copy (holdings) record, it is very easy to delete such a title record by accident because there is no copy record, resulting in the complete loss of all check-in data.  To avoid this possibility, a title trap should be added which will prevent easy deletion.  A title trap which can be used exists in SWIMS: “Departmental journal record for checking in – do not delete”

Examples of departmental journal record on SWIMS include:

AAC: AUGMENTATIVE AND ALTERNATIVE COMMUNICATION

CHEMIST AND DRUGGIST MONTHLY PRICE LIST

DENTAL TECHNICIAN

See the ‘Journals how to’ guide for more details and screenshots.

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What do I need to know about the creation of frequencies?

New frequencies can only be created by members of the Journals Group. Frequencies can also only be deleted or modified by the Journals Group members.  This is set up in system permissions.

A frequency with a regular pattern does not need to list the month names as these will be generated by SWIMS.

The Journals Group follows these guidelines when creating a new frequency:

  • Use a frequency code such that the frequency files with other similar ones
  • The Long Description allows for 40 characters – this should be concise but unambiguous
  • Note that it is possible to copy an existing frequency (right click it) but not when viewing frequencies as a secondary search.

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What should I do about odd frequencies and auto-generation of issues each year?

SWIMS Network mandatory procedure

As some frequencies are complex or may change each year, they cannot be set up in one go – therefore to enable further modification of these complex frequencies set the ‘Autogenerate?’ option to ‘NO’.  This action will stop all potential incorrect issues from generating automatically each year, and will enable the frequency to be correctly verified before the next issues are generated, (a note to this effect should also be put in the ‘Supplier Ref’ field). For further information on setting ‘Autogenerate’ see the ‘Journals how to’ guide.  The creation of an odd copy can still be carried out in the normal way.

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What is the format of citation patterns?

SWIMS Network mandatory procedure

These should be in full and as they appear on the journal. Brackets should be used for part numbers and underscores should be used to indicate spaces. Examples:

Vol 1 (6) June 2005
Issue 1234 18 August 2005
See the ‘Journals how to’ guide for more details and screenshots.

As some existing citation patterns on SWIMS do not conform to this, these can be amended – please contact a member of the Journals Group if you require a citation to be amended. Issues generated in future will then conform to the new citation pattern.

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What should I do if a change is needed to the check-in records because of a change in the title or frequency, or a title incorporation or merger?

SWIMS Network mandatory procedure

With regard to title changes, incorporations or mergers, please see first the relevant Cataloguing FAQ on journal title changes or journal title incorporations and mergers.

Please contact a member of the SWIMS Journals Group about making the necessary amendments to the check-in data.

The Journals Group member making the change is responsible for deleting all Issues and Issue Copies where appropriate. (This affects all locations which have a Serial Copy for that title.) They will then tell all affected locations, via SWIMS-SYSTEM or as appropriate, that they have completed this work.

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How do I add a new sub which starts mid-year to an existing record?

SWIMS Network mandatory procedure

Scenario: Library A has completed the Management sheet details in the Title record for a journal, pre-generated issues, and generated their own Issue Copies. Library B would like to add a Serial Copy for this title and to generate issues for that location, but starting mid-year. The workflow for Library B is:

  1. Put the Management sheet into Modify mode and set the details in the Start Number field, and 1st Issue Cover Date field to the mid-year issue as required.
  2. At the 1st Issue Cover Date field, only the month and year should be changed – always leave the ‘day’ already entered exactly as it is for the generated issue you wish to use to commence your subscription.
  3. Create a Serial Copy record.
  4. Highlight your serial copy and click Pre-generate to test that you have the dates and issues correct.
  5. Save the record then put into Modify again, and on the Management sheet, right-click this Serial Copy record and select the ‘Generate Issues (Selected)’ method.

From then on, auto-generation will take care of generating the relevant issue copies at the appropriate times. It will generate Library A’s Issue Copies independently of Library B’s Issue Copies.

See the ‘Journals how to’ guide for more details and screenshots.

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When generating issues for my location, what do I need to be careful about with regard to combined issues?

If issue copies have been combined, and a new serial copy is created for a particular location, and issue copies generated, an issue copy for the uncombined issue will be generated for all locations. In this scenario, the unwanted issue copy should be deleted.

See the ‘Journals how to’ guide for more details and screenshots.

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How can I record the donor in the case of donated journals?

You can create the donor as a supplier, e.g. W11 Genetics, which can be useful for running claim reports to check on a particular donor.

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What should I do if I cease to take a journal in print but continue to take it electronically?

SWIMS Network mandatory procedure

Please do not check in electronic issues as if they were paper copies.  This is not least as the title record relates specifically to the print title – there is a separate title record for electronic journals. 

On the title record, close your print holdings.

Follow the cancellation procedure and contact a member of the Journals Group to delete any unwanted issue copies.  Full details in the ‘Cancellations’ section of the ‘How To’ guides available from the Serials module page.  In the Supplier Reference put a message e.g.“Electronic only from 2011”

Refer to SWIMS cataloguing rule B to add your electronic journal access.

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What should I do if my journal changes location?

In the serial copy record, update the Owner Location, Check-In Location, and Supplier (if appropriate).

If there are any outstanding issues, update the Owner Location and Check-In Location.

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Can I create a routing (circulation) list for my journal and what are the limitations?

Routing lists can only be created at the point that the serial management is first set up and before any issues are generated. These lists cannot be added retrospectively to Serial Copies after issues have been generated , even at other locations. This limitation is on OCLC’s list of requested enhancements.

  • Put your SWIMS Network code in brackets after the supplier name in the Long Description to avoid confusion.
  • A Circulation List can be used for more than one journal. In this case use a Long Description which implies all the journals which will use it, e.g. a departmental name.
  • Use ***Routing List B.
  • User address details cannot be pulled from the user’s address record so it is necessary to populate the ‘Address for Circ Lists’ field on the ‘Group/Interest’ sheet for each user if this data is required.
  • The home library can be added as the last member of the list to ensure safe return of the item.
  • To create a circulation list, check in the issue then launch an Issue Copies search and search for the issue using the default search. Click print and select the layout ***Routing List B

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I work at more than one location – how do I get OLIB to display the correct issues for checking in?

Change the location in your user record, then search for check-ins and the correct ones will be displayed. Remember to change the location back again afterwards if necessary.

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Why do check-ins for a particular issue sometimes appear more than once?

Very occasionally you may notice that a check-in in the hitlist of ‘outstanding issues by serial title’ for a particular journal is duplicated.  The duplicated check-in does not disappear when the other issue is checked in.  The options in this scenario are to check in both, or to change the status of the duplicated issue to Will Never Be Received (see FAQ above), or to remove the ‘expected receipt date’ of the duplicated issues, otherwise a claim may be generated in error.

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What should I be aware of when adding supplements?

SWIMS Network mandatory procedure

Supplements should be created using the ‘Create Supplement’ option as described in the OCLC training manual. Supplements should NOT be created for adverts, conference fliers and other promotional material.

When adding supplements:

  1. Use the journal issue nearest in date to that of the supplement to generate the manual issue. For example if a supplement comes with the March issue use the March issue to highlight and generate the manual issue, don’t use any other issue. The ‘expected date’ will be wrong and this will affects claims.
  2. The Title field should be populated as comprehensively as possible and include the original volume and issue details followed by the word ‘supplement’ and any supplement title in full. The subtitle field should not be used as this field does not display in hitlists.

When a supplement record is created, it is there for the benefit of all and so has the advantage of alerting other locations to the existence of a supplement.

See the ‘Journals how to’ guide for more details and screenshots.

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What if I receive an issue after the journal has been cancelled?

Add it to your location holdings but do not generate new issues in the management sheet.

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How do I deal with issues never published?

SWIMS Network mandatory procedure

Sometimes issues expected over Christmas, New Year or the summer are actually not published.   The publisher simply decides to take a holiday and not produce an issue.  In such cases do not check in the serial issue copy.  Instead please contact a member of the Journals Group and ask them to delete the unwanted issue.  One consequence of not deleting is in respect of claims –  unwanted claims will be generated, and the issue will appear in claims listings.

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What should I do if I know that an issue will never arrive?

You can change manually the status of issue copies which aren’t ever going to arrive from Expected to Will Never Be ReceivedThis new status became available after the upgrade in Dec 2012.  This means that they no longer appear in a check-in issues copy hitlist.  It also means that no further claims are generated for them.  They can be checked in subsequently if the issue is received after all.

 

When checking in

Launch a search as usual on Outstanding Issues by Serial Title (This Location).

Click on the issue to display it in full, tick your location’s issue and choose Toggle Will Never Be Received.

 

To carry out a search specifically to identify and update

(Note that it’s not possible to bulk update, i.e. highlight more than one record and update it at one click – each issue copy has to be updated individually.  This possible enhancement is logged with OCLC.)

  • Launch a Check In search and leave the search as Outstanding Issues by Serial Title (This Location)
  • Refine on Issue Copies (This Location) > Expected Receipt Date for example before 31-DEC-2012, and tick ‘Allow Null?’
  • Click on the issue to display in full
  • Tick your location’s issue and choose Toggle Will Never Be Received.
  • (Note that if repeating this process the breadcrumb trail builds up.  This is not normal behaviour on OLIB Web and has been logged with OCLC.)

To identify all issue copies at your location with the status of Will Never Be Received

Launch a search on Issue Copies > All Issue Copies and refine on status of Will Never Be Received, and owner or checkin location of your location.

To view WNBR or to interpret an issue copies status

  • Launch a Check In search as usual and change to All Issues by Serial Title (This Location), ), put in the journal title, click on the relevant issue to reveal the Check-In Details screen, and the issue copy status. 
  • Alternatively, launch an Issue Copies search and choose all issue copies – refine on location, then refine on status: will never be received.

See also the FAQ about deleting issue copies in the scenario that the issue copy shouldn’t have been generated at all.

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What should I do if an issue is published only electronically, and not print?

Add a note to the issue title that it is an electronic only issue.  This maintains integrity as the issue has been receipted.  The format agreed for such issues is:

Vol 101 (1) January 2014 – Free access electronic issue unavailable in print format

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How do I deal with unwanted issue copies?

SWIMS Network mandatory procedure

Unwanted issue copies must be dealt with.  One of the main considerations is to stop claims generating.
There are several ways to deal with unwanted issue copies for an individual location:  

  1. Change to Will Never Be Received (see FAQ)
  2. Delete – however permissions to delete have been set for Journals Group members only.
  3. Check in
  4. Leave as is, but stop a claim being generated – to stop claims and to add a note: find the Issue Copy record for the issue which is not to be received (launch an Issue Copy search in the Serials domain), and put into modify mode. Use the note field on the Main sheet of the Issue Copy record to add any comments. Click on the Claims sheet, and set the ‘Suspend Odue Auto’ field to YES. This will stop any claims generating for this particular Issue Copy.

Deletion of all Issue Records and Issue Copy Records – journals group only

Deletion of Issue records done by the Journals Group only as it will include Issue Copies for all locations.  It is done in the scenario that Issues have been incorrectly generated, or that they are no longer needed. 

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How can I get information about unreceived issues so that I can claim?

It is easy to see which issues have not been received when checking in. However workflows for getting information about unreceived issues are as follows:

1. Automated emailed claims

These are configured to run automatically and are sent to the librarian (or direct to the supplier if preferred) according to predefined timing to notify that issues are overdue.  More details on automated emailed claims can be obtained from a member of the Journals Group.

When checking in, information about automated claims is displayed on the hitlist.
For locations which haven’t configured automated emailed claims, it would make sense for no automated claim information to be displayed; however information about claims for all locations is displayed, which can be confusing.  This is a bug and on OCLC’s list for fixing.

 

2. Batch emailed claims
This is an emailed list of the issues that are currently overdue and should have been received since the last time the alert was sent.  It is sent manually by the library staff member when desired. 
Go to Alerting > Notices and search for your location.  Check that the ‘To:’ address is correct.  Return to the hitlist, tick the record and in the Other Actions drop-down, select Send Now. 
If you don’t already have a notice set up, contact Jenny Toller to create one for you, specifying the recipient (To) email address and whether you want the notice on the basis of Location or Supplier or both.


3. OLIB Web

  • Launch search on Serials > Issue Copies
  • Change search to All issue copies
  • Refine on Expected Receipt Date – e.g. Between or Before… and enter date(s) in format DD-MMM-YYYY
  • Refine on Status – Expected
  • Refine on Supplier > Supplier/Publisher – your supplier (enter the name in the same format as entered onto SWIMS)
  • Alternatively, to retrieve all issues regardless of supplier, refine on Owner Location – your location or Check-in Location – your location (either should work fine)
  • Wildcard search (%)
  • The search can be saved and reused as desired – see the FAQ on saving searches to reuse.  Change the date parameters as appropriate.
  • The layout Serial claims can be used to print/save the list.  See the FAQ on how to print/print to clipboard/save.
  • Optionally you can update the Claim History field in the Claim tab of the Order Item record with information about the actions you have taken.

 

There is no plan to make available this report in Jasper, so it is necessary to use one of the methods above.

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How does OLIB calculate the Expected Date and how is the Expected Date important for claiming?

The Expected Receipt Date is visible in the issue copy record and is calculated by OLIB using information from the Management Sheet – OLIB adds the value set in the Receipt Date Flag for a location onto the date shown in 1st Issue Cover Date field on the Management Sheet. The Publication Date is derived from a combination of the 1st Issue Cover Date and the Frequency in the Management sheet and is displayed against each issue in the Issues box at the bottom of the Management sheet.

Therefore, as the Expected Date is derived from the values set it can be adjusted and re-calculated – when the value in the Receipt Date Flag in the Serial Copy is changed, days are added onto or subtracted from the Expected Date for issues for that particular location (note: if no date is entered in the Receipt Date Flag field then OLIB will use a generic figure to set the Expected Date).

The Expected Date is set when the issue copies are generated. In order to adjust the Expected Date it is necessary to delete your outstanding issue copies, adjust the Receipt Date Flag for your location and regenerate; alternatively the 1st Issue Cover Date and/or Frequency may need to be amended. Changing the 1st Issue Cover Date and/or Frequency should only be done by a member of the Journals Group as all locations will be affected.

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What reports are available for the serials module?

See the reporting webpage and the page for information on reports and refined searches in the serials module.

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What should I do if I am completely discarding a print journal which has check-in records, or no longer checking in a departmental journal?

Please see FAQs above about related matters such as cancelling, and moving from print to electronic.

Please delete your journal holdings record.  If no other locations hold the journal, i.e. there are no other holdings or serial copy records, or if all other locations’ serial copies are cancelled, please contact a member of the SWIMS Journals Group who will delete the issue records and then the serial copy record(s) and title record.

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