SWIMS Network and SWIMS System
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Work done and decisions made so far

The current work to review library and discovery systems used across the NHS in England (as outlined in Helen Bingham’s KfH blog post) has triggered the decision to replace OLIB with a more modern system.  A new system will help to streamline workflows for library staff and integrate with other systems for a better end user experience. 

After a reprocurement process running Nov 2018 to March 2019, the successful bidder was announced on 29th March Infor (United Kingdom) Ltd.

 

Current work priorities for the implementation team:

The highest priorities are cataloguing, circulation and self-issue, setting up serials check-in, and providing records to discovery systems; later we’ll be looking at implementing acquisitions, ILDS, possible import of user records from ESR, plus various other areas.

  • Reviewing the way that our data has been loaded into the Infor test database
  • Planning the training programme for system managers and for library staff users; also firming up the arrangements for groups and support as we have for OLIB
  • Testing connections to V-smart
  • Using the results of the the recent circulation survey conducted by the SWIMS Circulation Group to guide decisions on configuration of circulation parameters

Work completed so far by the implementation team:

  • We have provided Infor the information they need for the initial build of our system:
    • Having consulted with libraries, we have provided a list of location codes in V-smart and sub-location codes and names.  Sub-location correspond roughly to shelves in OLIB.  Location names can be determined later.
    • We have determined ‘item categories’ in V-smart to which our copy categories will map – the SWIMS Board guided these decisions
    • We have determined the borrower categories in V-smart to which our user categories will map – the SWIMS Board guided these decisions
  • We have extracted our bibliographic and copy data and this has now been loaded into the Infor test database
  • We have extracted our user and current circulation data from OLIB and this has now been loaded into the Infor test database.  This data is up-to-date as at 4 July. 

Decisions made during this work

Postal addresses
No user postal addresses at all will be migrated from OLIB to the new system.  Also HEE information governance scrutiny process for the new library management system does not allow for the collection of private postal addresses on the new system.
Please see the email to LIB-SOUTH-MANAGERS and SWIMS-SYSTEM on 21 Oct 2019 for more information.

SWIMS management and use

The SWIMS Network Board is continuing to review current system governance, management and use.  Full details in the Board minutes.  To summarise, the Board has agreed that much of the use and management will remain largely along the same lines.  The decisions are:

  • To retain the current model of devolved system management of the Board and the groups,  not least as this provides the benefits of shared accountability and staff development opportunities; however to review the group structure with a view perhaps to reducing the number of groups and involving more staff
  • To retain the name and acronym: South and West Information Management System: SWIMS, plus the blue card colour; however to look at refreshing the SWIMS logos
  • To make use, in due course, of the interlibrary and document supply (ILDS) module, although it will need bespoke development
  • To continue to include journals holdings data for affiliated libraries
  • To continue to bulk load e-journal bundles as now
  • To continue to catalogue e-books in order that they are discoverable via discovery systems
  • To review circulation policies with a view to rationalising – the SWIMS Circulation Group is looking at this

SWIMS OLIB

OLIB development work from now on is deprioritised.  This includes new reporting requirements.  However it was necessary for technical reasons to have OLIB upgraded and this happened on 2nd Oct 2019.