SWIMS periodic data integrity checks – cataloguing and
collection management
Jenny Toller, Electronic Knowledge Resources Manager, HEE
Last updated: 15 Jan 2016
For OLIB Web
Some of these searches can be saved for reuse.
Priority level of checks:
1. SWIMS Network mandatory procedure
2. Essential to ensure system is working properly
3. Important tidying otherwise system becomes cluttered with unwanted records
4. Helps individual locations with data integrity
Titles
1. Parent title records with no child records - JB
Helps individual locations with data integrity
Title search
Refine on Copies > Copy Status > Click Volumes for Details
Select the Additional SQL ‘Parent title – no child records’
Follow up with the libraries in question
2. Delete title records with no copy records - AB
Important tidying otherwise system becomes cluttered with unwanted records
Title search
Refine on Media Type > all except Journal and Non-catalogue and the three Z3950
ones
Select the Additional SQL ‘Titles with no copies’
Refine on Date Last Modified > Before > today’s date – this excludes all those which
have been sent to the autodeletion folder today.
 Ignore ‘interlibrary loan’
 Ignore title records with only pre-order order items attached - see Order
Items box at the bottom
Check audit trail of each record. For recently created title records which haven’t yet
got a copy record (perhaps give a week’s grace), contact librarians and ask them to
rectify. Then chase/delete if not rectified.
For all the rest, delete. This includes title records with only cancelled order items.
3. Title records which are hidden but don’t have a title note - CAR
SWIMS Network mandatory procedure
Awaiting guidance from OCLC on how best to carry out this search
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Title search
Refine on Media Type > all except Non-catalogue and the three Z3950 ones
Refine on Include in OPAC > No
Select Additional SQL ‘Titles hidden but with no hidden title note’
This search retrieves title records which have withdrawn copy records. These are generally older and arguably it doesn’t
matter that they don’t have a title note as nobody will add a new copy to these records. So to refine these out of the search,
also refine on Publication > Publication Date for filtering and sorting > After – and about 5 years ago at discretion
This search also retrieves title records with another title note – ignore these records.
Unhide any which don’t have a title note, or add a title note if it’s obvious they should
be hidden.
4. Check that all e-books have an object - EB
SWIMS Network mandatory procedure
Title search
Refine on Media Type > E-book
Select the Additional SQL ‘Titles without an object record’
Refine on Media Sub-type > Is not one of > Electronic multi-part; also tick ‘Allow Null’
Refine on ‘Include in OPAC’ > Yes, and tick ‘Allow Null’
Ignore RCH titles for Plymouth students (see title note)
Follow up as appropriate
5. Check that all e-books have a title note - EB
SWIMS Network mandatory procedure
Refine on Media Type > E-book
Select the Additional SQL ‘Titles without a title note’
Refine on ‘Include in OPAC’ > Yes, and tick ‘Allow Null’
Follow up as appropriate
Authors
6. Check that all compound surnames starting van or von have a see ref - OP
Helps individual locations with data integrity
Carry out an author surname search on van then von
Scroll down to the end of the list of ‘van’ and check that the Preferred/Non-preferred
field has an entry ‘Preferred Term for’
If not contact the cataloguer, or create one as per instructions at
http://www.swimsnetwork.nhs.uk/modules/cataloguing/cataloguing-faqs/#authorxref
Repeat for von
Subject headings
7. Check for non-preferred MESH (CROSS REF) subject headings linked to title
records - AL
Helps individual locations with data integrity
Launch a Subject Heading search
Refine on Subject Type > Cross Reference
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Refine on Preferred Term > One of > No
Refine on Number of Linked Titles ‘After’ 0
For each title remove the non-preferred heading and replace with preferred
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