A serial is defined as a continuing resource issued in a succession of discrete parts, usually bearing numbering, that has no predetermined conclusion. Examples of serials include journals (and e-journals), magazines, directories, statistics, annual reports etc. (AACR Appendix D-7) These can be divided into 3 types for the purposes of inputting on SWIMS (1) most journals need to appear in journal listings but are not loaned individually, and therefore need only a Journals catalogue record with indication of the range of holdings. This includes e-journals – see B1-B10 (2) those which need to appear in journal listings because you have a “run” of holdings, but some locations also choose to add each issue to the catalogue for loan as books (whether shelved with the bookstock or the journals). These are journals where each issue usually relates to a specific subject, sometimes known as serial monographs (eg Clinics in Laboratory Medicine; Selected Readings in Plastic Surgery; Orthopedic Clinics of North America) – see B1-B10, and B11 (p7) (3) those which are published serially, but would not generally be included in journal listings, and are often shelved with the book stock (eg directories, statistics, annual reports; BNF; Recent Advances in….) – catalogue according to Section A (Rule for books…)

1. B Rules for cataloguing
journals (print and
electronic), and serial
monographs
A serial is defined as a continuing resource issued in a succession of discrete
parts, usually bearing numbering, that has no predetermined conclusion.
Examples of serials include journals (and e-journals), magazines, directories,
statistics, annual reports etc. (AACR Appendix D-7)
These can be divided into 3 types for the purposes of inputting on SWIMS
(1) most journals need to appear in journal listings but are not loaned
individually, and therefore need only a Journals catalogue record with
indication of the range of holdings. This includes e-journals – see B1-B10
(2) those which need to appear in journal listings because you have a “run” of
holdings, but some locations also choose to add each issue to the
catalogue for loan as books (whether shelved with the bookstock or the
journals). These are journals where each issue usually relates to a specific
subject, sometimes known as serial monographs (eg Clinics in Laboratory
Medicine; Selected Readings in Plastic Surgery; Orthopedic Clinics of
North America) – see B1-B10, and B11 (p7)
(3) those which are published serially, but would not generally be included in
journal listings, and are often shelved with the book stock (eg directories,
statistics, annual reports; BNF; Recent Advances in….) – catalogue
according to Section A (Rule for books…)
Journals hidden in WebView
Some journal title records may not appear when searching on WebView, but
do on OlibWeb searches. These are journals sent to departments after being
checked in by the library (where the location concerned is “live” with serials
management on SWIMS). A title record is needed on SWIMS in order to set
up check-in details, but no location or holdings information are added. If the
title needs to be added to SWIMS (ie there are no other locations) then it
should be hidden in WebView and a note added to the title screen “Hidden in
WebView” (see FAQ for details).
http://www.swimsnetwork.nhs.uk/modules/cataloguing/cataloguing-faqs/
under Title records – searching and retrieval no 7
1

2. If subsequently a library adds its holdings to the same title, it needs to turn
display in WebView back on (see FAQ) and delete the “Hidden in WebView”
note.
2

3. B1-B9 Rules for cataloguing journal holdings
Cataloguers should not amend or add holdings to records resulting from bulk
loading of ejournal bundles such as ClinicalKey, Medline Complete etc.
Please enter an additional new record for that title as necessary.
http://www.swimsnetwork.nhs.uk/ilds/ilds-faqs/#bulkload
B1 Chief sources of information
Last updated: Apr 2014
 Chief source of information for a print journal should be the first or
earliest issue. Take the information from the title page, analytical title
page, cover or colophon. For electronic journals see the publishers
website or Journals listed in NCBI databases listing at
http://www.ncbi.nlm.nih.gov/nlmcatalog/journals
 Specify the source used as the title page substitute in a note. (AACR
12.0.B)
B2 Media type and OLIB Layout
Last updated: Sept 2016
 Layout - Use the ***General Journals layout - select under Layouts on
right of screen
 Use Media Type of Journal
 Use Media Sub-Type of Electronic Journal where appropriate
B3 Title
Last updated: May 2017
 Enter title in Title field in capitals, including leading articles (these will
not affect searching or filing), and any subtitle also in upper case
separated by a colon and space followed by (ELECTRONIC
JOURNAL) where appropriate
eg THE LANCET
eg AUTISM: THE INTERNATIONAL JOURNAL OF RESEARCH
AND PRACTICE
eg AUTISM: THE INTERNATIONAL JOURNAL OF RESEARCH
AND PRACTICE (ELECTRONIC JOURNAL)
[NB: where a journal title changes dates may be added in the title field to
clarify - by a member of the Journals Group only]
 If the title includes reference to an earlier title, or a title that has been
incorporated, do not include it in the title statement, but add details of
the previous title in the Cross Refs field and use the Notes field to
expand this if necessary (e.g. Nursing Times)
 If a record for the title in print/electronic format also exists on the
catalogue, cross reference the records in the Cross Refs field using a
link type of ‘See also print version’ or ‘See also online version’ as
appropriate. It is only necessary to do this in one of the title records – it
will automatically appear as the reverse link type in the other.
 If the title is given in the form of an acronym or initials as well as in full,
refer to the Journals Group for the preferred form of the title.
Enter the non-preferred form(s) in the Alt Titles field on the Related
Items and Control Data sheet in capitals. This will mean that in
WebView the title can be retrieved by entering either form in both a
3

4. Titles search and a Journals search. In OLIB Web it is necessary to
select a ‘Titles and alternatives titles’ search in order to retrieve the title
by the non-preferred form.
 Create a separate title record for a supplement if it is sufficiently
distinct, eg if it has a distinct ISSN or title, (refer to Journals Group if in
doubt).
 Where clarification is needed for a separately published section or
supplement, give the main title followed by the supplement or section
details in lower case, separated by a full stop space. Include any
number or part followed by the title of the section or supplement,
separated by a comma
eg ARCHIVES OF DISEASE IN CHILDHOOD. Fetal and neonatal
edition
eg ARCHIVES OF DISEASE IN CHILDHOOD. Fetal and neonatal
edition (ELECTRONIC JOURNAL)
eg ACTA PATHOLOGICA ET MICROBIOLOGICA
SCANDINAVICA. Section A, Pathology
 Where clarification is needed for titles which are the same, add the
publisher or place in sentence case and in round brackets after the title
e.g. SURGERY (Medicine Publishing) (ELECTRONIC JOURNAL)
e.g. THE JOURNAL OF BONE AND JOINT SURGERY (American
edition) (ELECTRONIC JOURNAL)
 Use the Non-file field to indicate the number of leading characters,
including spaces, to be ignored for filing purposes, i.e. 4 for titles
beginning “The …”.
B4 Change of title
Last updated: Sept 2016
If a journal changes title, make a new entry under the new title.
 Enter the old/new title in the Cross Refs field on the Related Items and
Control Data sheet selecting a ‘Link Type’ of ‘Formerly’ or ‘Continued
as’ as appropriate. This will mean that the old/new title is clearly and
helpfully hyperlinked in both OLIB Web and WebView. It is only
necessary to do this in one of the title records – it will automatically
appear as the reverse link type in the other. There is no need to add a
title note.
 Inform SWIMS-SYSTEM list so all locations can amend their holdings.
B5 ISSN
Last updated: Jun 2018
 Enter if available. Enter the print or electronic ISSN as appropriate. Do
not enter both in a single title record.
 Enter with a hyphen, e.g. 1234-5678
 If ISSN is shared with another title (eg same ISSN for print and
electronic versions) enter both with an explanatory Note to both records
(see B8).
4

5.  If no ISSN is ascertainable, leave blank, but add a title note to the
effect of “ISSN not ascertainable”. However if no ISSN is ascertainable
and it is a print journal which you are checking in using the serials
module, enter a hyphen. This is because claims are not generated in
the serials check-in module if this field is blank. In this scenario also
add a title note to the effect of “ISSN not ascertainable”.
 For electronic journals check the publisher’s website or you may find
helpful the NCBI databases at
http://www.ncbi.nlm.nih.gov/nlmcatalog/journals
B6 Publication Nov 2011
 Enter Publisher details – do not add a Date
 Enter Place of publication (not for e-journals)
B7 Subject Headings
Last updated: July 2005
 Add appropriate subject headings to allow retrieval in subject searches/
listings.
B8 Notes
Last updated: Jun 2018
 For electronic journals use the Notes field to record access
information (via NICE Journals A-Z Search for core content regional
and local):
Those eligible access online via the link below. Log in with
NHS OpenAthens before searching
 If not accessible via NICE Journals A-Z Search add an appropriate
eligibility Note relating to link eg Those eligible access via link below
…
 Use the Notes area for any bibliographical information or other
information you consider important.
 Do not note title changes here, instead create a cross reference - see
section B4 above
 Include a Note of end date if ceased publication.
 Add a Note if 2 titles share ISSN (eg print and electronic versions).
B9 URL link for e-journals
Last updated: May 2017
For e-journals add a link to the NICE Journals A-Z Search URL via the
Attached Objects field on the Related
Items and Control Data tab
Type = Word Wide Web page
Title = Click here – name staff eligible
In briefest form (as there may be many)
e.g. Click here - AWP / Oxford Health NHS
FT staff
(Version and Status remain blank)
© OCLC (UK) Ltd 2017
Locate by = Textual
5

6. Ensure the Layout (at the top of the screen) is set to Objects Textual
Locator Layout
Locator https://journals.nice.org.uk/
(or direct URL if not available via NICE Journals A-Z Search)
In Database? = No
(Import now? remains blank)
More than one such link can be made if access for one location is not the
same as for another
© OCLC (UK) Ltd 2016
Note that there are e-journal records on SWIMS which don’t have an object
record. These have holdings for SWIMS Network affiliated libraries only and
are included for the purposes of ILDS discovery. They are added by the
SWIMS manager and network assistants in the same way as the affiliates’
print holdings.
If you wish to add your holdings to such an e-journal record, please also
create an appropriate object record for your location. When inputting the
object title, there is no need to refer to the affiliated location.
If both electronic and print on the catalogue
 Make a cross reference (see B3 3rd
bullet) between electronic and print
using the ‘Link Type’ of ‘See also print version’ or ‘See also online
version’ as appropriate.
B10 Holdings
Last updated: Feb 2016
 The Location field will populate automatically overnight,
 For print and electronic journals in the Journal holdings subfield add:
o Location add library name/code
o Summary - enter date, space, followed by volume, followed by a
dash if a continuing journal. If a closed holding state end details.
Only include start part numbers if the run starts or ends mid-
volume (no spaces around the hyphen or part no). If two or
more distinct runs separate with a semicolon. If a single whole
year state the year followed by ‘only’:
eg 2000 15-
eg 1987 16-1998 27(3)
eg 1976 1(2)-1983 8; 1985 10-2009 65(3)
eg 2000 only
o If online subscription has succeeded print, close the print holding
and add text to indicate now online, and add online holdings to
electronic version record
eg 2000 15-2007 22 continued as electronic journal
o If online is free with print either enter holdings on both print and
electronic records, or indicate briefly on print record as below
eg 1991 35- (print) 2006 50- (online) - contact staff
6

7. © OCLC (UK) Ltd 2011
o Use the following codes after the holdings statement, with one
space in between:
(I) for incomplete
(L) for last resort
(N) for not available for inter-library loan
eg 1998 65-2002 69(3) (I)
o Underneath the holdings still in the Holdings Summary
field add any extra data or special notes useful to end users such
as individual missing issues, supplementary CDs:
eg 2000 15-
Lacks 16(4)
CDs containing meeting abstracts available from library office,
for reference use on library PCs
Ask library staff for login details
o The Notes field can be used for information useful to
library staff. The contents of this field do not display in WebView.
Note that this field does not display when left blank and the
holdings record is out of modify mode.
7

8. Summary for e-journals
For all e-journal titles:
Media sub-type Electronic journal
Title followed by space (ELECTRONIC JOURNAL)
URL link to NICE Journals A-Z Search and give Title indicating who is eligible
(in briefest form)
Note Access route
Holdings statement indicate holdings + special notes
Individual
subscription
OCLC (UK) Ltd 2016
Multiple locations
© OCLC (UK) Ltd 2016
Regional /
other locations
© OCLC (UK) Ltd 2016
8

9. 9

10. B11 Rules for cataloguing individual journal issues (serial
monographs) [see (2) above]
Last updated: Sept 2016
Journal issues should be catalogued individually if the library chooses to
enhance the catalogue with details of titles, subjects etc of individual issues. A
journals holdings record is also required if you have a “run” of issues.
If the library simply wishes to occasionally loan an odd issue on SWIMS, use
temporary loan – see SWIMS website:
http://www.swimsnetwork.nhs.uk/modules/circulation/issue
To create a record for an individual journal issue:
 Use the book template ***SWNHS General (see Section A)
 Use Media type Book and Media sub-type Serial Monograph
 If the issue has an ISBN as well as ISSN put in the ISBN. Do not put
in the ISSN (this can be added in the Notes field if wish)
 Put in the title and sub title of the issue and include a statement of
responsibility as per Section A3.2
 Add a classmark
 Make entries for authors/editors in normal way.
 Add imprint details in usual way
 Add physical details in usual way. If adding page numbers as part of
a run use format with ‘p’ preceding e.g. p615-670 No full stop after p
and no space before numbers (AACR 2.5B6).
 Series – search and insert or, if creating a new series
- enter title of the journal as series name
eg Clinics in laboratory medicine
- change series Media type to ‘Journal’
- add publisher
 add year month (if given) in the Volume/Number field using
AACR abbreviations (B.9), comma space before vol. & part no
eg.2005 Mar, 25(1); 2004 Aug, 10(1 pt 1) – (no full stops after month
or part )
 Put in appropriate subject headings; include Periodicals [Publication
Type]
 Put in location code
 Add copy entering barcode if required, loan category and status and
using ‘Shelves’ facility to indicate location in library if not shelved at
classmark
(see example next page)
10

11. © OCLC (UK) Ltd 2016
Screenshots reproduced with the permission of OCLC (UK) Ltd.
11

12. Storyboard
Sketch Book
Acts Of Kindness Tracker
Bill Reminder
Asymmetric Graph Paper
Scuba Diving
Prayer List
School Timetable
Personal Expense Tracker
Music Sheet
Notes
Outfit Planner
Easy Password Tracker
Music Album Review
Gratitude Journal
Monthly Planner
Mileage Log
Lesson Planner
House Sitting Guide Pet Information
Inventory List
Guest List Wedding Planner
Habit Tracker
Half Graph 4 Half College
Graph Paper 1 cm
Fishing Log
Food Journal
Day Planner
Expenses
Dot Graph
Garden Planting
College Ruled Notebook
blood pressure log
Projects To Complete
12