The Purpose of the SWIMS Rules Is to Ensure Consistency of Catalogue Data and a High Quality

Introduction

Last updated: October 2016

The purpose of the SWIMS rules is to ensure consistency of catalogue data and a high quality bibliographic resource which facilitates effective use by library staff and the end user. Adherence to these rules when cataloguing is essential to achieve this and is a SWIMS Network mandatory procedure. Queries concerning use or application of the rules should be addressed to members of the Cataloguing Group (http://www.swimsnetwork.nhs.uk/groups/cataloguing-group/ for details). It is the recommendation of the group that all original cataloguing is performed by a suitably trained and experienced member of staff.

Please note that alongside the rules the automated system adds punctuation to certain fields. Guidance on the use of punctuation can be found within each section highlighted in blue.

The rules are based on AACR2, 2004 update. When necessary, the full rule in AACR2 may be referred to by paragraph number and cataloguers should then consult the full text.

The point of cataloguing is to describe the item so that it cannot be mistaken for any other. It is better to put in too much information than too little. The information should be taken from prescribed sources of information:

For books:

·  Title & statement of responsibility – from the title page. If there is no title page, the cover of the work will have to substitute

·  Edition – title page or other preliminary pages or the colophon (the information at the back of the work about it – common on Department of Health publications.)

·  Publication, distribution etc – title page, other preliminary pages or colophon.

·  Physical description – the whole work.

·  Series – there may be a series title page listing the works in the series, otherwise the title page, cover or the rest of the work.

·  Notes – from any source which includes information you consider useful to the reader.

·  ISBN, price etc – any source

See rules for cataloguing journals, videos/DVDs , digital resources, government publications and CD Roms (Sections B to G) for chief sources of information for these media types.

AACR2 specifies three different levels of description, we use the second level

·  ISBN

·  Title proper (the chief name including any alternative title but excluding any parallel title and other title information). An alternative title is one joined by “or” and a parallel title is one in a different language or script.

·  Parallel title. It is most unlikely that medical libraries would have these, but if you have a book with a title say in German and English, both titles need to be included. See the next section for how to deal with these.

·  Other title information. This is the subtitle

·  Statement of responsibility

·  Edition statement /statement of responsibility relating to the edition.

·  Place of publication, publisher, date of publication

·  Extent of item, (that is its length or pagination) other physical details, (e.g. illustrations if they are significant, form of binding,) dimensions, height.

·  Series statement with statement of responsibility for series, ISSN and numbering.

·  Notes

Throughout this manual, the convention has been adopted that text appearing on the screen (field or sheet labels, or text which is to be entered) will appear in italics to distinguish it from the rest of the text. Examples are also given to provide guidance on forms of entry.

The rules assume familiarity with OLIB Cataloguing functionality. Further explanation of the mechanics of OLIB can be obtained from the OLIB Web online help files.

Further advice and instructions are also available on the SWIMS network website. http://www.swimsnetwork.nhs.uk/