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SWIMS Reporting, Refined Searching, and Statistics

Reporting FAQs

  1. What methods are there to report from SWIMS and how can I find out how to obtain the data I want?
  2. OLIB Web reports – What do I need to know about using reports in OLIB Web?
  3. Once I have searched and listed the items I require in OLIB Web, how do I print or save those items including print to clipboard, and export formats?

See also the FAQs on searching.

Reports available

Many ready to use reports are available in OLIB Web.   See the FAQs above on how to run these reports.

  1. Cataloguing – new cataloguing, and catalogue lists and counts
  2. Collection Management  – for analysis on the basis of age and usage
  3. User records  
  4. Circulation  
  5. Acquisitions / Funds  
  6. Serials  
  7. WebView

Refined searches

There are many refined searches which can be run in OLIB Web where reports don’t exist or in preference to reports. Below are documented just a few.

  1. Cataloguing and collection management searches  
  2. User searches 
  3. Circulation searches  
  4. Serials searches

 

General statistics FAQs

  1. How are circulation statistics affected if a user’s User Category and / or Employing Authority (Department) change?
  2. How are circulation statistics affected if I delete a copy record?
  3. What is the relevance of the location in OLIB Web to statistics?
  4. How can I count withdrawals from stock over a period of time?

 


What methods are there to report from SWIMS and how can I find out how to obtain the data I want?

Lists/reports/counts can be extracted as follows:

  1. By running a report in OLIB Web – see the guide at the top of this page
  2. By carrying out a search on OLIB Web and then by printing or saving – see the FAQ below
  3. By carrying out a search on WebView, and by emailing the results or perhaps copying and pasting the screen results

To see what reports are available in OLIB Web, follow the links on this page.
To see a selection of searches on OLIB Web, follow the links on this page.
If in doubt, please contact your SWIMS system administrator.  You may be asked to fill in the report request form at the top of this page.

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What do I need to know about using reports in OLIB Web?

Please see the guide linked at the top of this page.

The separate Jasper interface was removed in Dec 2018.

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Once I have searched and listed the items I require in OLIB Web, how do I print or save those items, including printing to clipboard and export formats?

1. To print records:

  • In a record full display, or from a hitlist (tick to select the required records, or Select All or the All Items checkbox; note that selections are retained as you move from page to page of the results)
  • Click print button
  • Select Record Separator and Layout as desired
  • Leave Document Type as PDF
  • Click Print
  • A new browser window is opened – check that the printout is as required then click the browser print button

2. To print the contents of the hitlist

  • Click print button in the browser.  This will print the contents of the hitlist without the surrounding action buttons, menu, etc

3. To Save the data in the hitlist – clipboard (available for hitlists only):

  • When viewing a hitlist, tick to select the required records, or Select All or the All Items checkbox
  • Click Clipboard
  • In the dialogue box the records will be highlighted – press Ctrl +C as instructed
  • Pasted into Word or Excel, or as required
  • All selected records will be pasted, even if they display on multiple pages of results

4. To Save in order to manipulate:

  • Select required records; note that selections are retained as you move from page to page of the results
  • Click print button
  • Select Record Separator and Layout as desired
  • Change Document Type to RTF (= Rich Text Format) and click Print
  • Click Open / Save / Save As as desired
  • The file will be saved as a Word file which you can then manipulate

5. To export using a predefined export format:

  • Run search
  • Select results
  • Click Other Actions > Export and a dialog box will open
  • Select export format and click OK*
  • Click Please click here to start your export download
  • Save or open the file as required and manipulate as required

*Note that only particular export formats are available and formats for certain reference management systems such as Mendeley are not currently available; though this is on the list of possible future enhancements.

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What refined searches can be carried out in OLIB Web which may be useful?

There are many refined searches which can be used where reports don’t exist or in preference to reports.  Below just a few are documented.


Cataloguing and Collection Management refined searches

1. List of titles at a location which may be present in more than one edition

  1. Title search
  2. Refine on Copies > At Location
  3. Click the Additional SQL ‘Titles with editions’
  4. Click OK and OK again

This produces a list of titles at a location, alphabetical by title, which have something in the edition statement, meaning that it is possible to do a visual check for older editions.

 

2. Titles and count of titles by subject heading or shelf mark

By subject heading:

  1. Titles search
  2. Refine on Copies -> At Location
  3. Refine on Subjects -> Subject
  4. Wildcard search (%)
  5. Check the tally top of hitlist
  6. Sort and print / save as required

By shelfmark:

  1. Copies search
  2. Change to ‘Copies of a Title’
  3. Refine on At Location
  4. Fitler on Shelfmark Equals
  5. Wildcard search (%)
  6. Check the tally top of hitlist
  7. Sort and print / save as required

 

3. Bibliographical detail of books added in a certain subject area (i.e. classmark range) between certain dates

  1. Copies search
  2. Search on Copy Barcode Search or Copies of a Title
  3. Refine on At Location(s)
  4. Refine on Date Entered -> Between …
  5. Refine on Shelfmark (‘similar to’ means that it right truncates)
  6. You get multiple entries for each title where multiple copies have been added but these could be edited out later if required.
  7. Sort and print / save as required.
    NB Only Title / Author, Shelfmark and Copy Category are displayed.  Publisher / Date of Publication and Edition data isn’t available in the Copies domain.

 

4. Additions to stock according to budget or source (e.g. books purchased by local University)

  1. Copies search
  2. Change to Copies of a Title
  3. Refine on At Location
  4. Refine on Ownership
  5. Refine on Date Entered .. Between (if required)
  6. Wildcard search (%)

This assumes that the Ownership field has been populated.

 

5. A list of journal titles at one location showing titles and holdings for that location only
(see also the reports at point 3.5 which allow for export to a spreadsheet)

  1. Launch a Copies search and change to Copies of a Title
  2. Refine on At Location
  3. Refine on Copy Category and choose Journal Holding Summary
  4. Do a wildcard search (%)
  5. Select All Records
  6. Click Print
  7. In the dialog box:
    1. Print Layout: ***Journal list by location or ***Journal Holdings (depending how much detail is required)
    2. Leave the rest as is

 

6. E-journal titles at my location, but excluding national and possibly also regional titles

  1. Launch a titles search
  2. Refine on Media Sub-Type – Electronic Journal
  3. Refine on Copies > At Location – own location
  4. Refine on Record Source – Not One Of – Core Content BMJ Collection and Lancet and Core Content JAMA and Archives Collection also tick Allow Null?

Note that this search retrieves regional titles.

Information for South West colleagues: 40+ Emerald titles have been catalogued onto SWIMS. No other regional e-journals have been catalogued onto SWIMS. To exclude these add an additional refinement:
Publisher > Supplier/Publisher – Not Equals: Emerald (caution: this would however also exclude any locally purchased e-journal titles published by Emerald).

 

7.  Title records which DON’T have copies at my location

  • Launch a title search
  • Refine on Copies > At Location > Not one of > your location
  • Before clicking OK, select the Additional SQL of ‘Titles without copies at XXX’.  A snippet has been created for D02, however a new snippet would have to be created for every location which wishes to carry out this search.   Please ask your SWIMS System Administrator to create a snippet for your location if it doesn’t already exist.
  • This will only return titles that have at least one copy somewhere.  Titles with 0 copies will not be returned by this filter+custom SQL.

 

8.  Title records with only hidden copies at my location, so that I can hide the title record

  • Launch a Titles search
  • Refine on No. of copies = 0
  • Refine on Copies > At Location = own location
  • Refine on Include in OPAC > Yes, and also tick Allow Null? (this refinement excludes from the results list any title records you have already hidden)
  • In the resulting hitlist, follow the instructions in the FAQ on hiding title records
  • If you find that there is a hidden copy at another location attached to a particular title record, please still hide the title record

 

9.  E-books purchased by my location (so excluding any nationally and regionally purchased e-books)

This method relies on whether the Title Note in the relevant records have been consistently catalogued

  1. Launch a Titles search
  2. Refine on Media Type – Electronic Book
  3. Refine on the Notes field (the notes field is case sensitive):
    1. Refine on Notes > Note – Similar To – enter your location preceded by %, e.g. %Cornwall. This works only if you have included your location in a consistent format in the note.
    2. You may wish also to refine separately on Notes > Note – Similar To – and enter %eligible. Also refine on Copies > At Location > your location. This allows you to retrieve title records with copies at your location which have been given a short title note without mention of locations as there are too many locations to name (see cataloguing rule D12 Notes section).   There are very few of these title records.

 

10.  National core content titles catalogued on SWIMS

BMJ collection – carry out an OLIB Web title search refined on record source of Core Content – BMJ Collection

AMA and Archives – carry out an OLIB Web title search refined on record source of Core Content – JAMA and Archive Collection

PsycARTICLES – carry out an OLIB Web title search refined on record source of Core Content – PsycARTICLES

ProQuest Hospital Collection –  This subscription includes around 230 e-book titles including some of the Fast Facts series.  Around 46 titles are catalogued onto SWIMS – carry out an OLIB Web title search refined on record source of Proquest Hospital Collection e-books. 
Only those published in the last c5 years are catalogued onto SWIMS – the SWIMS Cataloguing Group are monitoring currency.

 

11.  Title records which have n.d. in the date field and with copies at my location  – so that I can keep an eye on these when weeding (they aren’t retrieved in weeding reports as they don’t have a publication date)

  • Launch a Title search
  • Refine on Publication > Text Date > Equals > n.d.
  • Refine on No. of copies > Greater than > 0
  • Refine on Copies > At Location > my location

 

User record refined searches

1. Number of members added over a specified time period

  1. Launch a Users Search
  2. Refine on Location
  3. Refine on Join Date Between…
  4. Wildcard search (%)
  5. Check the tally in the bottom right hand corner

 

2. Readers with books on loan whose record is due to expire

  1. Launch a Users search
  2. Refine on Location
  3. Refine on Expiry Date -> Before …
  4. Refine on Loans -> Greater than 0.
  5. Wildcard search (%)

3.  Users at my location with a particular job title

  1. Launch a Users search
  2. Refine on Location
  3. Refine on Linked Domains -> Addresses -> Addressee
  4. Search for the job title.  You can use the wildcard (%) as a prefix,  e.g. %porter

Circulation refined searches

1. Copies which have never been borrowed – see also OLIB Web reports

  1. Launch a search on Copies and change to Copies of a Title
  2. Refine on Location
  3. Click Additional SQL ‘Copies never borrowed’
  4. To exclude copies which wouldn’t have been circulated anyway, refine on Copy Category is Not One of Electronic, Journal Holding Summary, Reference etc
    Wildcard search (%)
    You can change the sorting from Title to Classmark if preferred
  5. Alternatively it is possible to refine on ‘Count of Issues’ Equals 0; tick also Allow Null?

 

2. Copies which haven’t been borrowed since a particular date – see also OLIB Web reports
Ask a System Administrator to create Additional SQL filter for you.

 

3. Copies which have never been borrowed entered onto SWIMS before/after a certain date – see also OLIB Web reports

  1. Launch a search on Copies and change to Copies of a Title
  2. Refine on Location
  3. Click Advanced SQL ‘Copies never borrowed’
  4. Refine on Date Entered > Before/After
  5. To exclude copies which wouldn’t have been circulated anyway, refine on Copy Category is Not One of Electronic, Journal Holding Summary, Reference etc
  6. Wildcard search (%)
  7. You can change the sorting from Title to Classmark if preferred

 

4. Titles which have been reserved in the past

  1. Launch a search on Circulations > Reservations
  2. Change to Reservations by Title
  3. Refine on Reservation Date if required
  4. Refine on Title and Name -> Copies -> At Location (Ctrl +click for more than one)
  5. Refine on Satisfied – Yes if you only wish to see satisfied reservations
  6. Wildcard search (%)

 

Serials refined searches

1. Serial issues checked in at a particular location during a particular period

  1. Launch a search on Serials > Issue Copies
  2. Change to All Issue Copies
  3. Refine on Owner Location or Check-In Location – my location
  4. Refine on Status > Checked In
  5. Refine on Receipt Date
  6. Wildcard search (%)

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How are circulation statistics affected if a user’s User Category and / or Employing Authority (Dept) change?

Circulation statistics are counted against the User Category and / or Employing Authority (Department) of the user at the time that the report is run, even if the transactions happened when the user had a different User Category.

This can mean that the tallies for the same time period for the transaction types may differ if the report is run at at different times.  If the report has been refined on particular User Categories and / or Employing Authorities, it may include or exclude transactions carried out by users who have changed their either or both of these since the report was last run.  If it hasn’t been refined, then in the case of users who have changed either or both of these, the transactions may be counted under different headings since the report was last run.

For this reason it is best to run and record statistics as soon as possible after the transactions have taken place.

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How are circulation statistics affected if I delete a copy record?

They are not affected.  OCLC says:  It can be confirmed that if a copy record is deleted the link record in the copy transactions table (copytrans) is retained so that issue statistics are unaffected. 

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What is the relevance of the location in OLIB Web to statistics?

Circulation transactions are logged on the basis of the logged in library staff member’s location, rather than the copy location.  That is to say that when specifying  a location parameter for circulation reporting, OLIB checks the location of the logged in library staff member who carried out the transaction, rather than the copy location.  For example if the PC location is set to D01 and the copies are all located at D04, no circulation transaction statistics will be recorded for D04 – they will all be added into the statistics for D01. More details on the location are in the FAQ on PC location.

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How can I count withdrawals from stock over a period of time?

This can be done by noting  manually, or alternatively on SWIMS as follows.

As each copy is withdrawn:

To identify and count the copies withdrawn during a certain time period:

  • Launch a Copies search
  • Refine on copy status > ‘Withdrawn from Circulation’
  • Refine on At Location (your location)
  • Refine on Date Last Modified of ‘After’ or ‘Between’ as appropriate.  Note that ‘Date Last Modified’ will retrieve any modifications on the copy record, not just the change of copy status, though it is likely that once the copy record has been withdrawn it won’t be updated further.  Using the ‘Between’ parameter includes the dates, i.e. it means ‘between and including’.

Note the record tally at the top of the hitlist to obtain your count.

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