SWIMS Network and SWIMS System
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SWIMS System Contacts FAQs

Contact information for SWIMS

  1. When should I contact a System Administrator?
  2. What if there is a problem with SWIMS which may be caused by issues with NHS IT networks?
  3. What about module specific queries?
  4. What about queries with self-issue units?
  5. When should I contact the Knowledge Systems Manager about SWIMS?
  6. When should I contact my local IT department about SWIMS?
  7. Who else might I need to contact with regard to SWIMS?
  8. What is the discussion list for the SWIMS system and how do I join?

 


When should I contact a System Administrator?

Contact your local System Administrator or deputy about the following:

Urgent issues – please phone your local system administrator or deputy, or if not available, email swims-system-admins@googlegroups.com

  • Any or all of the SWIMS interfaces are down unexpectedly
  • You have a problem logging into SWIMS
  • Any or all of the SWIMS interfaces are not behaving as normal

Emails to swims-system-admins@googlegroups.com are forwarded automatically to all SWIMS system administrators and on receipt will be dealt with by your local system administrator, or in their absence, whoever spots it first.

Non-urgent issues – please contact your local local system administrator or deputy by email or phone.  The local administrator will deal with the query according to local capacity.  In the case of longer absences such as holidays, please feel free to contact another system administrator who again will action according to local capacity.

  • For creating OLIB Web logins for you or your staff
  • If a library staff member leaves your service and SWIMS logins need to be removed  SWIMS Network mandatory procedure
  • For the login for the OCLC OLIB Support website to access OLIB support documentation (but note that the majority of support is now available via the online help files)
  • If you would like records put in the overnight deletion folders (as explained in the relevant FAQs)
  • If you would like particular ‘reference data’ to be created, e.g. an Employing Authority (Department) (as indicated in the relevant FAQs)
  • If you need an additional SQL filter snippet to be created in OLIB Web (as indicated in the relevant FAQs)
  • For queries about reporting from SWIMS including:
    • help with refined searching
    • help with accessing and using Jasper reporting
    • help with OLIB Web reports including creating or running a particular report for your location
  • If you would like a particular emailed alert set up or amended for your location
  • If you would like a WebView site specific interface set up or amended for your location
  • For help with printing from SWIMS
  • For general tips on using SWIMS which you can’t find on this website or in the OLIB training manuals
  • To make suggestions for enhancements – see the SWIMS Developments page

 

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What if there is a problem with SWIMS caused which may be caused by issues with NHS IT networks?

The IT department at Royal Bournemouth and Christchurch Hospitals (RBCH) Trust, under an SLA with Poole Hospital Trust Foundation Trust, has kindly agreed to assist with NHS IT network issues which affect the use of SWIMS and which affect all or most locations, such as the May 2016 OCLC server migration, or unexpected widespread NHS IT problems.  They can be contacted via Barbara Peirce (SWIMS system administrator) and the library team at D01 Poole.

With regard to IT network issues which affect some locations but not all, it is unlikely that RBCH IT staff can help if not locally affected.  These include patchy internet issues, migration to HSCN, and connectivity of self-issue units. In these scenarios, LKS staff need to seek guidance from local IT departments, and to work with other LKS and IT staff as appropriate to help resolve issues.

The system administrators will contact OCLC too as appropriate in case they are able to throw any light on the problem.

To summarise:

  • For widespread/universal issues, the system administrators will contact OCLC and/or the RBCH IT team as appropriate; the latter via Barbara Peirce and the Poole library team.
  • For local or patchy issues, LKS staff need to contact local IT departments.  In some situations it may be helpful to share information with other SWIMS libraries via SWIMS-SYSTEM or as appropriate.  The system administrators will contact OCLC if appropriate.

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What about module specific queries?

Contact your local SWIMS Cataloguing rep if you have a query about cataloguing or classification, or title records on WebView.
Contact a member of the SWIMS Circulation Group if you have a query about circulation, or users logging  into WebView.
Contact a member of the SWIMS Journals Group if you have a query about the serials module.
Contact a member of the SWIMS Acquisitions Group if you have a query about the acquisitions module.
Contact a member of the SWIMS Network ILDS Group if you have a query about interlibrary lending and document supply.
Contact a member of the SWIMS Network Board if you want to raise an issue about the overall management of SWIMS or the SWIMS Network.

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What about queries with self-issue units?

Library staff at libraries with self-issue units are encouraged to post queries about self-issue to SWIMS-SYSTEM, including critical issues, and including ‘self-issue’ in the subject line.  Any list member can respond/help.  Library staff at libraries with self-issue units are also permitted to contact OCLC direct about self-issue using the contact details in the document ‘self-issue units and SWIMS’ which have been sent to those libraries, including about critical issues. 

This arrangement has been set up because it is not easy for system administrators to support library staff where they don’t have access to self-issue units themselves. Note that SWIMS-SYSTEM doesn’t generate out-of-office messages back to the originator.  

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When should I contact the Knowledge Systems Manager (Jenny Toller) about SWIMS?

Contact Jenny if:

  • You want to discuss your library’s implementation of SWIMS
  • You are implementing a discovery system and would like to have MARC records from SWIMS in that system
  • You have another special requirement from SWIMS – please see the information SWIMS developments
  • You notice an error with the catalogue enrichment data (provided by Syndetics) on WebView

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When should I contact my local IT department about SWIMS?

Contact your local IT department about:

  • Help with installing barcode scanners
  • Help with installing self-issue units
  • Problems with SWIMS access or the speed of SWIMS which appear to be a local problem – see FAQ above.

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Who else might I need to contact with regard to SWIMS?

Contact ERS if you want to order barcode scanners.

Information about ordering book barcodes and library cards is here.

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What is the discussion list for the SWIMS system and how do I join?

SWIMS-SYSTEM is the email discussion list for SWIMS Network library staff using SWIMS OLIB Web. All staff using this interface should be on SWIMS-SYSTEM.

For information about subscribing please see the ‘Wanting to subscribe…’ helpsheet in the ‘Help! I am’ box on the LibGuides website.

Details of the LIB-SOUTH discussion list are available at the same place.

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