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SWIMS Search and Display

See also FAQs relating to search and display specifically in WebView

Searching and punctuation and stopwords

  1. Can I search on a blank search box, and what is the difference from a wildcard (%) search?
  2. How can I make use of the wildcard (%) character?
  3. What are the effects of hyphens on OLIB searching?
  4. What are the effects of using quote marks on searching?
  5. What are the stopwords on SWIMS?
  6. What are the effects of adding spaces by mistake before or after search terms?
  7. How does words anywhere‘ (keyword) searching work and what determines the order of the results?
  8. What should I be aware of when searching by ISBN?
  9. What should I be aware of when refining on Title Note?
  10. What is OLIB normalisation and what does this mean for searching OLIB?

More complex searches

  1. How do I save a search which I use regularly and also make it available to others?
  2. How do I search for a Temporary Title?
  3. What do I need to be aware of when searching for a series number on OLIB Web?
  4. Can I search for records for which a particular field is blank?

See also FAQs on Reporting

Display of records and the results of searches

See also FAQs on title record searching

  1. What are workspaces and how can I set them up?
  2. What determines the Title Search hitlist display order in OLIB Web?
  3. In what order are Copies displayed in OLIB Web and WebView?
  4. In what order are titles displayed in the titles tab of a series search?
  5. What are layouts and what do I need to know about them?
  6. How can I change the fonts and font sizes in OLIB Web screens?
  7. How can I deep link to a title record in OLIB Web?

 


Can I search on a blank search box, and what is the difference from a wildcard (%) search?

A blank search will return all items regardless of whether the searched field is populated or not.  A wildcard (%) search will return items where there is something in the field being searched eg. copy barcode.

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How can I make use of the wildcard (%) character?

For most searches a wildcard (%) is automatically applied to the end of your search criteria so any records retrieved will include this string and any extra characters too.  

However you can insert a wildcard at the beginning of your search criteria and/or one or more wildcard characters in the middle in order to retrieve records which contain strings of text.   This is the case in most searches – titles, users, etc. 

For example a user surname search on:

%sanchez

retrieves any user record which has sanchez as part of the surname, whether the first element or not.

A title search on:

%sense%management

retrieves the title record

Making sense of change management

Amongst many others.

In certain domains such as the reference data domains it is useful to enter the wildcard only as the search criteria, in order to retrieve all the records for that domain.

More searching tips are available in the help files and OLIB training manuals.

Note – there is a known bug as follows: a title search for a title containing an apostrophe in which the search term is prefixed with a wildcard and includes the apostrophe fails in OLIB Web.

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What are the effects of hyphens on OLIB searching?

User record searching

For the default search User Surname/Forename/Initials Search (exact match), a hyphen is material to the search.  So a surname search on al fayed will not retrieve users with surname of Al-Fayed and similarly a surname search on al-fayed will not retrieve users with surname Al Fayed.  Similarly with forename searches such as mary ann or mary-ann.   However using the alternative search Users by Surname/Forename/Initials Search (click Other Searches) the hyphen is ignored and both are retrieved in either search.  This is the same as with author searching, i.e. the hyphen is interchangeable with a space.

Bibliographic searching

In Author searching, the hyphen is interchangeable with a space.  So a surname search on both al-alwan and al alwan will retrieve the author Al Alwan (no hyphen), and similarly a search on both al ani and al-ani will retrieve the author Al-Ani (has a hyphen).

Title and Keyword (Words anywhere) searches search the database in different ways hence the difference in results where the same search terms are used. However the same results are retrieved in OLIB Web as in WebView. Note that in WebView in order to obtain the same results as in OLIB Web in a ‘Words Anywhere’ search all three search options should be ticked.

Based on the explanation from OCLC below, the recommendation for title searches is not to use the hyphen and the recommendation for keyword searches is to use OR.

Title searches

During the cataloguing process (or data import) the details of the title field are normalised according to the normalisation rules, and populate the n_title field. For example:

Burn care vademecum is normalised to burn care vademecum
A paediatric vade-mecum is normalised to pediatric vademecum

A Title search for %vademecum gives 12 hits (includes occurrences of both vademecum and vade-mecum) – it is searched for as titles.n_title like ‘%vademecum%’ (both vademecum and vade-mecum are normalised as vademecum so the results include occurrences of both vademecum and vade-mecum)

A Title search for %vade-mecum gives no hits – it is searched for as titles.n_title like ‘%vadmecum%’ (this doesn’t match with anything in n_title)

A Title search for %vade mecum gives no hits – it is searched for as titles.n_title like ‘%vad mecum%’ (again this doesn’t match with anything in n_title)

So the recommendation for title searches is not to use the hyphen.

Keyword searches (we call this Words anywhere)

The Word Index is built during the cataloguing process (or data import) in accordance with the details in the Context Index.

A keyword search for vademecum gives 2 hits (only includes occurrences of vademecum) – it is searched for as titles.Word_Index , ‘$vademecum’ (this will only retrieve the titles which include occurrences of vademecum)

A keyword search for vade-mecum gives 11 hits (only includes occurrences of vade-mecum) – it is searched for as titles.Word_Index , ‘$vade, $mecum’ (the hyphen is converted to a space before the search is run)

A keyword search for vade mecum gives 11 hits (only includes occurrences of vade-mecum) – it is searched for as titles.Word_Index, ‘$vade, $mecum’ (works in the same way as vade-mecum)

So the recommendation for keyword searches is to use OR.

Title by ISBN/ISSN searches

The Titles by ISBN/ISSN search fails if you enter the ISBN/ISSN with hyphens or spaces, even if hyphens/spaces had been entered in the catalogue record.  This is a known bug logged at OLB-7996.

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What are the effects of using quote marks on searching?

 Effects on retrieval when included in OLIB Web or WebView title searchEffects on retrieval when included in OLIB Web or WebView Words Anywhere searchEffects on retrieval when included in the catalogue record
Single quotesIgnored – all titles retrieved; however those with quotes appear at top of list, below those with double quotesIgnored – all titles retrieved; but if sorted by title those with quotes will appear at the top of the listIgnored
Double quotesIgnored – all titles retrieved; however those with quotes appear at top of list, above those with single quotesDouble quotes have a special significance – exact phrase searching – this is represented by ticking the Exact Phrase box in WebView so WebView can’t cope with ticking this box and double quotes at the same timeIgnored

The recommendation is to use quotes as per normal grammar; but remember that when searching on ‘Words Anywhere’, double quotes have a special significance on OLIB.

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What are the stopwords on SWIMS?

The list of stopwords is as follows:

aaboutanandat
forfrominisnot
ofonortheto
whichwhowith  

“The”, “a” and “an” are all set up with “non-file” characters, i.e. these words are ignored at the beginning of a title in searching and in hitlists and printed lists.

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What are the effects of adding spaces by mistake before or after search terms?

Before

Certain searches in OLIB Web and WebView are sensitive to accidental leading space characters and some are not.

Those searches not affected are those which are ‘normalised’ (the process by which the contents of fields in the records and search terms are standardized to overcome variations in spelling and grammar), and include titles, keywords, subjects, authors, series and copy titles. During normalisation the leading space is removed, hence the search term will match.

Searches not normalised include classmarks, users and copy barcodes, and these will be adversely affected by leading spaces. The best advice to avoid problems is to ensure that no leading space is included in the search term.

After

Searches are more sensitive to subsequent accidental space characters and only keyword, subject and series seem to tolerate these. OCLC explain that when you enter a search term it is not only normalised (see above) but also right truncated. So a search term with a subsequent space will be right truncated differently and hence normalised differently and retrieve different results.

For example the search term ‘cats’ is normalised and right truncated to ‘cat%’ and retrieves category, catalogue etc. However ‘cats ‘ (i.e. with a space afterwards) is normalised to ‘cat %’ and does not retrieve category, catalogue etc.

The best advice to avoid problems is to ensure that no subsequent space is included in the search term.

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How does ‘words anywhere’ (keyword) searching work and what determines the order of the results?

Certain fields are indexed for keyword searching and these include title, subtitle, alternative title, author, series, classmark, subject heading, title notes, publishers and ISxNs. Titles are indexed instantly as they are added to the system or modified.

When a keyword search is executed, all records are ‘scored’ in response to the search. The score is weighted by the number of words in the search, the number of occurrences of words in the record and the number of occurrences of the word in the index. So records get a higher score if the keyword occurs more frequently in them or is a rarer keyword overall. The records are then displayed in order of their score, meaning that those which match best are displayed highest on the hitlist.

In our OLIB system the score is set very low to ensure that as many results as possible are displayed, however those which score below the set figure will still not be displayed. Initially the score was set higher and it was found that some records were not displayed. Word score setting can be overridden by typing = before a search.

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What should I be aware of when searching by ISBN?

Many librarians like to search OLIB Web in the first instance by ISBN since this is a unique number which should retrive the record. However, because of the history of the catalogue, there is a major flaw in this strategy.

The basis for the SWIMS catalogue is the old Wessex catalogue, produced in accordance with the cataloguing rules of Southampton University, one of which was to use the hardback ISBN only when a work was produced in hard and paperback, even when it was the paperback which had been bought.

This means that many thousands of items may be catalogued using the hardback ISBN only and therefore entering the paperback ISBN will produce a false No Hits.

Librarians should also be aware that for many years the Wessex catalogue bought in BNB entries which included CIP information. CIP information is not reliable since publishers often change titles before publication, sometimes slightly but sometimes substantially. This can cause confusion if an ISBN apparently calls up the wrong title.

Sometimes the ISBN was used in a CIP record for a work which was later abandoned but the ISBN was recycled for something completely different. This was usually picked up at cataloguing, but it is possible to find the odd example.

As well as using ISBNs for a control number, Wessex also used BNB numbers and LC numbers and some of these still appear in the ISBN field of OLIB Web. If one of these control numbers was used, the ISBN would not appear. In addition, many “grey” items used a local control number starting with W. These have been removed from the ISBN field but sometimes cataloguers failed to spot an ISBN which was tucked away in an odd place and a W number was used. This now leaves the record with no ISBN.

So by all means search on ISBN, but if you don’t find the record, double-check with the title. And vice-versa!

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What should I be aware of when refining on Title Note?

Refining on Title Note is case sensitive.

A useful search may be as follows: select ‘Similar to’ and then prefix with %, e.g. Similar to %internet.  This will retrieve all title records which include the word internet (but not Internet, or INTERNET).

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What is OLIB normalisation and what does this mean for searching OLIB?

Normalisation is the process in OLIB whereby the contents of fields in the records and the user’s search terms are converted in a standard way so that when searching the terms in the search and in the database match and so users can retrieve variants on words and different spellings. This process is not visible to the user but is going on all the time ‘behind the scenes’. OLIB has a number of normalisation ‘rules’ which determine exactly how this process works. The process is applied to most but not all OLIB searches and records.

For example there are rules to remove ‘-ing’ and ‘-s’ stems, so ‘banking’ and ‘banks’ are normalised to ‘bank’ so if the user searches on ‘bank’, records containing either ‘bank’, ‘banks’ or ‘banking’ will be retrieved. Another rule normalises ‘-is’ and ‘-iz’ so if a user searches on ‘organisation’, both ‘organisation’ and ‘organization’ will be retrieved.

The normalisation process occurs in two instances:

  • data normalisation – every time you save new catalogue data – the record is saved as a normalised version
  • search normalisation – whenever you enter search criteria in a normalised search, the record is immediately converted in the system to a normalised search. See below for the list of normalised searches

The process of normalisation in both saving data and typing in search terms:

  • converts to lower case
  • removes punctuation
  • carries out word “stemming”
  • removes leading articles

Normalisation is employed in the following areas of OLIB:

  • Title
  • Subtitle
  • Series Title
  • Author Surnames
  • Classmarks
  • Subject Headings
  • Abstracts
  • Objects (if text and stored in database)

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How do I save a search which I use regularly and also make it available to others?

Having used OLIB Web to build a search, which may include several search terms, or be refined or sorted in a particular way, the user may find that they wish to run this search frequently. The Saved Search facility allows a search strategy to be created once and then rerun whenever the user wishes. To save a search and rerun it:

  • Once the search has been executed, click Save to open the ‘Save As’ window.  Give the search a name and click OK. The search is now saved.
  • Once a search has been saved the user who saved it may open it again by clicking on ‘Saved’ in Selection Manager and clicking on the relevant search. When a Saved Search is re-opened it is re-run, and any data which has been added to the database since the search was last executed is now added to the results.
  • The owner of the Saved Search can rename or delete the search – launch the search and then use the ‘Rename Search’ button.

At this point only the person who created the search can view it. Permissions to view can be granted to either individual users or groups. There are various permissions including to view or modify.

To grant permissions:

  • Click Permissions > Share
  • Select either Viewing or Modifying
  • Type the surname (or group name) required, and select

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How do I search for a ‘Temporary Title’?

Unfortunately there is not currently a search for the Temporary Title field on copies, however there a couple of workaround options.

1. Refining on Title in a Copies search as follows:

  • Launch a Copies search and change to Copies of a Title
  • Refine on Title
  • Select ‘Similar To’ and type in the start of the required Temporary Title (this is case sensitive)
  • Click OK and run a wildcard % search

This refined search can be set up as a saved search so that the refinement just needs to be edited and the relevant title details changed

2. This method is particularly useful for libraries who create Temporary Titles against a Title record ‘Interlibrary loan…’ when they borrow ILL items on behalf of their users.

If there only a few ILL copies on the ‘Interlibrary loan…’ record you could do the following:

  • In a Copies of a Title search search for ‘Interlibrary loan…’
  • This will list all copies linked to the ILL title record

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What do I need to be aware of when searching for a series number on OLIB Web?

When carrying out a ‘Title by Series’ search of ‘complex’ series numbers containing spaces or punctuation, search on these by stripping out the spaces / punctuation and typing the numbers as a single string. E.g. search for the Health Technology Assessment 2(10) by entering the number 210 in the Vol./Part number box. Note also the Vol./Part Number searching field can’t be truncated and you can’t use a wildcard – you have to type in the number exactly.

It isn’t possible to search by series number on WebView.

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Can I search for records which for which a particular field is blank?

There is an option to select Allow Null?.  However in some searches, for example identifying title records without an ISxN, it doesn’t work. This is on OCLC’s list for fixing.

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What are workspaces and how can I set them up?

Workspaces allow you to save search and/or issues screens and folders which you use regularly.  There is a system wide workspace called ‘Global Workspace’.  This has a title search screen (Title Search) and the issues screen (***Issues/Returns/Renewals Layout) as default screens.  It is also possible for librarians to save additional workspaces with different screens for their own use.

Only System Administrators can amend the ‘Global Workspace’. 

You can set a default workspace in Workspace > Options.  Once you have selected a workspace as a default, and are using that workspace, the option to set is as default is greyed out.

For full details please see the online help files. 

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What determines the Title Search hitlist display order in OLIB Web?

The default sort order for the Title Search is by Title and then by Title Number (Record Key). This will give the impression of a random order. The sort order is not determined at all by Subtitle.

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In what order are Copies displayed in OLIB Web and WebView?

The default order for the display of Copies in a Title record is as follows:

 OLIB Web – when using the layouts included in the Cataloguing rules – non-preferred layouts may display copies in a different orderWebView
BooksAlphabetical by location code.  Logged in user’s copies at the top.Alphabetical by town name
JournalsAlphabetical by location code.  On the day that the the holdings record is added it goes to the bottom of the list; overnight it moves to its correct position.Alphabetical by town name

 

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In what order are titles displayed in the Titles tab of a series search?

These are added in the order that they are linked to the series title, i.e. not necessarily sorted by title or by series number.  It is possible to sort them: put the series record into modify, tick to select the title to be moved, and use the Up / Down commands

If you have difficulty with moving entries, please see the related FAQ.

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What are layouts and what do I need to know about them?

When working anywhere in OLIB Web you can select different ‘layouts’ to display the information on the screen. For example for a book record you could display it as a series of fields to be modified (***SWNHS General) or as a citation (Citation).  You can change the current layout by clicking the picklist of layouts and selecting another one.

You can select a default layout for any particular type of record by clicking the yellow star ‘Set as Default Layout’.  Clicking the yellow star means that when displaying a particular type of record the same layout is always used. This will remain the default for that type of record for your OLIB login (barcode) until you change it.

In Cataloguing, default layouts can be selected for different media types, and the cataloguing rules state which layout to use.  For example select ‘***SWNHS Videos’ when cataloguing a video, and make it the default, and this will mean that it is always displayed when cataloguing that media type for your login.  The cataloguing rules spell out which layouts should be used for which media types.

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How can I change the fonts and font sizes in OLIB Web screens?

Use the ‘text size’ options in your browser.

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How can I deep link to a title record in OLIB Web?

Use the URL

https://ow-swims.olib.oclc.org/olibweb/secure/~/DeepLink.do?domain=TITLES&key=nnnnnn

where nnnnnn is the title number.  The title number can be found on the Control tab of the title record.

When launching this URL, the user will be prompted to log into OLIB Web, if not already done.

See also the FAQ on ‘straight to’ in WebView

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