SWIMS System Administrators

Tues 27th Feb 2018 via WebEx

Minutes

  1. Attendees: Andrew Brown, Anne Brown, Barbara Peirce (BP), Ben Vella (BV), Claire Coleman (CC), Helen Williams (HW), Jenny Toller (JT) – chair and notes, Paul Bradley (PB), Stephen Field (SF)
  2. Apologies: Kate Gearon (KG)
  3. Standing item: membership, role, and contact details:
  4. Group membership – JT welcomedBen, Andrew and Anne
    Thanks and farewell to Chris Johns and Jake Procter who left the NHS in Dec.
  5. Patch cover for Taunton – BP agreed to take this on so that patches can again co-incide with county boundaries. Post meeting note: JT has notified the Taunton team and updated the group webpage.
  6. Module group representation, especially Cataloguing Group and Journals Group. Post meeting note: JT has circulated information on group membership and roles for consideration. Post meeting note: SF has agreed to join the Journals Group, and BP has agreed to join the ILDS Group.
  7. Standing item: Service interruptions / access problems – all (please bring any feedback from patches) – JT recalled 3 disruption incidents so far this year and will follow up with OCLC as necessary. CC reported unstable internet at her trust causing frequent disconnections to OLIB Web and other services.
  8. Previous minutes of 12th Sept 2017 – accuracy (available at – agreed as accurate.
  9. The rest of the minutes from the last meeting and main matters arising not on the agenda:
  10. (4b) Link checker – switched off 11th Oct 2016 and still off – awaiting updated Oracle version
  11. (4d) Locked records – feedback from OCLC – please see two related FAQs. Andrew also reported the Pay Charges screen locking with a similar message on one occasion – to be monitored.
  12. (6a) Broadcast emails - deleting old ones - allto delete if you spot any old unused ones. Action: all
  13. (7b) SmartgatesI1706919–SF reported that the gates should log from the tags the details of items taken through unissued, but aren’t, owing to electronic interference. SF is following up with D-Tech.
  14. (7c) Deleted copy record – identity of person deleting – now logged at OLB-14549
  15. (8a1.2) When removing filters on complex searches, OLIB still tries to display records which could cause slowness – logged at OLB-14612; to be addressed in SP12
  16. (8a1.4) Issues screen Display last user - doesn’t display the last user if items only returned - now logged at OLB-14607; planned for inclusion in SP12.
  17. (10e4) SIP matters – SF reported that OLIB circulation messages which helpfully explain transaction failureare not being transmitted to the self-issue unit at MKH– SF explained that the unit client software needs to be configured.
  18. Other current projects/investigations/work
  19. Bulk upload of affiliates holdings and reload of ClinicalKey and Wiley Medicine and Nursing collection plus CK subset - now done by JT; awaiting application of Collection Code for CK and Wiley by OCLC which will make identification and management of these holdings records easier. Post meeting note: now applied.
  20. GDPR; data protection; WebView PINs; OLIB Web password reset prompt – discussion around upcoming enforcement of GDPR and whether additional provisions for passwords/PINs needed, or removing of data displayed once logged in. JT to continue to ponder and give any guidance. Action: JT
    Query about the extent to which end users log into WebView. HW to investigate. Action: HW
  21. Recent queries
  22. A list of the ISBNs for a whole library collection– BP explained the process in OLIB Web: carry out a Titles by ISBN/ISSN search, filter on copies > at location, select All Items, click Clipboard, then copy and paste into Excel, and manipulate.
  23. Course start and end dates – Andrew reported a query received about the ability to search on users on a course but filtered by start and/or end date so as to know which were currently enrolled. SF agreed useful, e.g. to be able to target with booklists. JT had not so far been able to identify any such fields on SWIMS. Andrew suggested creating more course reference data entries with dates included, as in the ‘Pre-registration…’ entries. Noted that to do this retrospectively could represent considerable work. Also noted that old dated ones need to be removed from user records. Andrew to check the specific requirement with the original enquirer. Action: Andrew
    Andrew and JT to continue to ponder and take back to Circulation Group. Action: Andrew/JT Post meeting note: JT has identified an unused date field and this is now being tested as the course end date.
  24. Deleting a reservation at NDH – NDH not able to delete though Andrew was; probably just a blip.
  25. Problem with receiving by email new books report at PPH and W11 – SF explained this must be a local NHS email blocking problem because the reports are deliveredsuccessfully to webmail email addresses. SF has helped these services use GETStream to circumvent this. SF explained that anonymous GETStream makes using this reporting method even easier.
  26. Standing item: upgradesand service packs
  27. SP10 – 26 July on live:
  28. Folio OCLC is configuring and building a script to create Folio settings based on our WebView settings so that we can review a version of Folio configured like our WebView.
  29. SP11
  30. Date for application to live – still awaited
  31. Loan reminder before expiry emailed alertswill also be sent to users without items on loan – JT has contacted SWIMS-SYSTEM to recommend that wording is updated in the notice record.

Work to do immediately after upgrade:

  1. Issue screen transaction types will be configurable – thanks to BP for determining which ones to make available – JT will configure
  2. Reporting – JT will reconfigure reports and provide training
  3. Author records - birth/death dates and titles - HW confirms all in hand
  4. Shelves now a combo field rather than secondary search – HW will rationalise shelves in advance. Action: HW
    SF reported a query received on creating a location-specific reading list of titles which have copies at a location on a particular shelf. This is not easy to achieve because a title search filtered ‘ors’ the copy location and shelf values, rather than ‘ands’ them, and a search in the copies domain doesn’t include all bibliographic data. HW agreed to investigate. Action: HW

Optional investigations:

  1. User location update alert (NB there is a report to run) – BP agreed to pilot the alert. Action: BP
  2. Styles - can now change colour. But need to request an OLIB Web rebuild. Noted that these may be lost at upgrade. To be investigated if helpful.
  3. Review filtering options and remove if desired. To be investigated if helpful.
  4. Areas “Areas allow physical locations to be grouped according to geographical areas. For example, you may have a number of libraries within a NHS Trust. This NHS Trust could be defined as an Area…It is also useful for management information purposes and reporting.” To be investigated if helpful.

For info:

  1. Exporting MARC records automatically for discovery systems – JT is working with locations and OCLC to export records.
  1. Standing item: reports from activities of the SWIMS groups – any system related matters of interest to this group
  2. SWIMS Network Board – JT – nothing to report
  3. Cataloguing – HW/AB
  4. Rationalisation of Shelves – HW – see above
  5. Circulation – BP has been working with Tom Arnold to rationalise standard traps and has now almost finished.
  6. Email address format regular checks – HW will rerun her searches soon. Action: HW
  7. Acquisitions –PB – nothing to report
  8. Journals –nothing additional to report
  9. ILDS – nothing to report
  10. Reports from patches / AOB
  11. Anne - at RCH they are looking at installing a self-issue unit; one supplier under consideration hasn’t yet been knowingly used in conjunction with OLIB. Post meeting note: this supplier queried the barcode symbology used with OLIB and JT ascertained from the barcode supplier ERS that it is ‘code 39’.
  12. BP – mass email address change – will use a broadcast email to contact users
  13. CC – also mass email change; also self-issue machine local problems
  14. HW – problem running a report on OLIB Web (JT spotted that the wrong Report Lines in the ‘Report Details’ field had been selected which can happen easily.)
  15. SF – new logins needed; broadcast email updates needed; reading list request (see above)
  16. Andrew, BV, PB – no other business
  17. Date for next meetings: probably a WebEx in summer, though depending on the date of the upgrade and if/when any follow-up is needed. Action: JT

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