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HOLLIS Newsletter

Volume 6, Number 2 (February 1991)

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  • Agenda for Next HOLLIS Liaisons meeting
  • Meeting notes from January
  • Payment by Order Number fiche
  • Review of privacy policy
  • Change to HULPR hours
  • Holdings record capacity
  • Enhancements to bibliographic editing
  • Printer problems
  • Appendix C mis-printed
  • Subfield k codes list in the works
  • Presentation on AI and LR databases
  • Feature Articles
  • Academic Index and Legal Resources--Overview
  • Notes and Reminders
  • Internet access to remote systems
  • FAXON system password changed
  • Order title weeding upcoming
  • Response Time Testing
  • HOLLIS Hints
  • EMS display bug--how to avoid it.
  • Network Notes
  • Canon printer repairs
  • Ordering ink cartridges for Canons
  • Reconnecting after OCLC sessions
  • IBM 3163 terminals replaced by 3151 model
  • Vendor File Changes
  • DERIVE command specifications

    Agenda for HOLLIS Liaisons Meeting #62
    February 13, 1991
    Lamont Forum Room, 2:30 - 4:00 p.m.

    1. Announcements: T. Robinson
    2. Review of specifications related to adding LCSH to HULPR, Technical Services mode.
    3. Review of HULPR dial-up enhancements.

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    Notes from the January Meeting
    New cumulation of "Payment by Order Number" fiche. OSPR has received few comments regarding a proposal to begin a new cumulation of the HOLLIS "Payment by Order Number" microfiche (see the January 1991 HOLLIS Newsletter). OSPR distributes this fiche product prior to a pay statement flagging cycle. OSPR will begin the new cumulation in preparation for the pay statement flagging cycle (July - December 1989) scheduled for late January or early February. Please contact Walter Stine in OSPR (5-3724) if you have any questions.

    Access to and Privacy of Patron Information -- a reminder. Tracey encouraged liaisons and anyone who has or will have access to HOLLIS patron information to read the "HAAC Policy on Access to Patron Information" and the "Statement on the Privacy of Patron Data in HOLLIS" articles in the January 1991 HOLLIS Newsletter. Both articles should be required reading for anyone who has access to the HOLLIS patron file. OSPR will republish these articles annually in the HOLLIS Newsletter and Kate Mullen will send copies to all units that request access to patron information.

    Change to HULPR hours of operation. Effective 11 January, HULPR system operations on Friday and Saturday nights will end at 11:45 p.m. instead of 10:00 p.m. Therefore, the regular HULPR hours of operation are:

    Monday - Friday-----7:00 am - 11:45 pm
    Saturday---------------- 9:00 am - 11:45 pm
    Sunday------------------ 10:00 am - 11:45 pm

    HOLLIS hours of operation remain the same.

    Although the move from 10:00 to 11:45 pm is permanent, OSPR may occasionally need the HULPR system down earlier to perform necessary maintenance. Whenever possible, advance notification of early shutdowns will be posted in EMS at least 24 hours in advance. OSPR is relying on the patience and flexibility of library units during these periods. Tracey also asked liaisons to consider a change to HULPR opening from 7:00 to 7:30 a.m. on Monday through Friday due to a growing need for OSPR to perform maintenance operations before HULPR comes up in the morning. If you have comments regarding this proposed change, please contact Tracey Robinson at OSPR (5-3724).

    Hours for both HULPR and HOLLIS are posted on the HOLLIS electronic mail bulletin board (common messages) under the title "HULPR/HOLLIS Hours of Operation."

    Problems with holdings record capacity -- an update.. At the November liaisons meeting, liaisons were polled to determine which libraries have (or expect to have) problems with HOLLIS holdings record capacity. Since the meeting, Ruth Haas has distributed a survey intended to collect estimates of the current and future extent of the problem. Ruth Haas is compiling these surveys in preparation for a discussion of the problem during the February liaisons meeting. Ruth is still awaiting replies from several units. Please complete your surveys and return them to the CONSER Office, 87 Widener Library. Consult the December 1990 HOLLIS Newsletter for more information on the issue of holdings record capacity.

    Enhancements to bibliographic editing -- an update. Improvements to methods of inserting data into an existing field are high priority enhancements, based on recent discussions of enhancement priorities with both HOLLIS Liaisons and Managers. Tracey asked if the hints regarding inserting data that appeared in the "HOLLIS Hints" section of the December 1990 Newsletter were of any help. OSPR is looking for a long term solution to this editing problem, but would like to know how effective these hints have been. Please contact Tracey Robinson or Julie Wetherill at OSPR (5-3724) with your comments.

    Canon printer problems -- an update. A flaw in the priming mechanism of new Canon BubbleJet printers continues to cause an unhealthy percentage of newly installed printers to malfunction. Tracey reported that this is a nation- wide problem, and that of the 120 printers newly installed in Harvard libraries, about one-quarter have malfunctioned. See the article 'Canon printer malfunctions' in the Network Notes section of this newsletter for further details.

    Appendix C printing problem. Some copies of HOLLIS Reference Manual, Appendix C (distributed in Fall 1990) were printed with pages out of order. An article detailing this printing problem appeared in the January 1991 HOLLIS Newsletter. Eric Young is compiling a list of units who received bad copies. Liaisons should check all copies of Appendix C and contact Eric if they find bad copies. He will distribute new copies as needed in early February 1991.

    LOC subfield k list -- draft distributed. Elizabeth Vernon of the Judaica Department in Widener distributed copies of a draft list of codes used by Harvard libraries in subfield k of the location (LOC) field on bibliographic records. Elizabeth compiled this list from information supplied by individual libraries. She noted that the list is not complete and asked that units contact her if they have more information. A final draft of this list should appear in late February, followed by a proposed set of guidelines for subfield k usage. OSPR will cover any developments in this newsletter. Contact Elizabeth Vernon in the Judaica Department (5-2965) for more information about the list.

    Introduction to new HOLLIS databases. Tracey Robinson, Robin Wendler, and Julie Wetherill presented an introduction to new databases that will be available in the HOLLIS Public Catalog this spring. Expanded Academic Index (AI) and Legal Resource Index (LR) are journal citation databases which index articles from journal publications. They will be added in the second phase of the HOLLIS Other Databases Project. Phase one involved the debut of the Guide to Harvard Libraries (LG database) and the capability of mounting and supporting multiple bibliographic and non-bibliographic databases in HOLLIS. The AI and LR databases are scheduled to appear in mid- February. See 'Feature Articles' for more information on these new HOLLIS features.

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    Feature Articles
    Introduction to Expanded Academic Index and Legal Resource Index. Based on recommendations from the Public Services Committee, the HOLLIS Administrative Advisory Committee (HAAC) chose Information Access Company's Expanded Academic Index as the first database to be added in phase two of the Other Databases project. On a trial basis, the University Library will provide financial support for the AI database. The Law School Library requested that Legal Resource Index be part of phase two and is providing financial support for it.

    The following sections present samples of Public Catalog and Technical Services Mode screen displays for AI data. The citation data on these screens comes from a test database, which resembles data in the AI and LR databases that debut this spring.

    Expanded Academic Index (AI)
    • indexes over 1000 scholarly and general interest journals in the areas of the social sciences and humanities, most of which are held at Harvard; a list of indexed journals will be distributed to libraries;
    • contains over 450,000 citations for articles; full coverage for articles published from 1989 forward, with selected coverage for articles published from 1987 through 1988;
    • is updated monthly with new citations;
    • covers material in these subject areas:

    Art Government Psychology Anthropology History Religion Economics Literature Sociology Education Political Science Travel, Sports & Leisure Ethnic Studies General Science Computer Science

    Legal Resources Index (LR)
    • indexes over 750 legal sources, including law reviews, bar association journals, several legal newspapers, and commercially published journals on special legal topics; a list of indexed journals will be distributed to libraries;
    • contains over 300,000 citations for articles published since 1980;
    • is updated monthly with new citations;
    • covers material in these subject areas:

    Accounting Economics Law Office Management Agricultural Law Employment & Benefits Mergers & Acquisitions Banking Entertainment Law Practice of Law Civil Rights Forensic Science Public Administration Computer Law International & Real Property Consumer Credit Comparative Law Securities Criminology Labor Relations Taxation Law Librarianship

    OSPR has designed AI and LR records and index displays to look similar to those in the HU and OW databases. The commands for searching and displaying records in AI and LR are the same as well. You can request any of the regular help topics while in AI or LR. In addition, new help screens describing the new databases (HELP AI and HELP LR) are now available.

    AI & LR in Technical Services Mode

    Although library staff will not be able to update AI and LR records, these records will be available for display in the technical services mode of the HULPR system. To search and display journal citation records in technical services mode, type the transaction identifier LTAI or LTLR in the upper left corner of the screen. Use one of the valid technical services mode searches for these databases (FIND AU, FIND TI, or FIND SU) to locate records.

    AI and LR records contain information that is coded in a MARC-like format "Y" (citation data) -- similar to the bibliographic formats used in the HU and OW databases. These records do not contain library locations. The subject headings (6xx fields) are similar but not always identical to Library of Congress subject headings. Field 773 contains the journal citation for the article.

    Restricting Access to New Databases

    There are restrictions on access to the AI and LR databases. There are no barriers to access for patrons using HOLLIS from a library public terminal, but patrons using HOLLIS from a dial-up or network connection must have a current Harvard ID to gain access to AI and LR. Someone connecting to HOLLIS via dial-up or over a network who requests a restricted database will receive the following Access Control screen.

    Note that access to HOLLIS is not restricted; only access to certain restricted databases.

    Staff & Public Documentation

    OSPR will be distributing documentation about AI and LR when these databases become available. HOLLIS liaisons will receive packets of material for staff documentation, including:

    • new format "Y" section (citation record format) for the HOLLIS Tag Tables; and Summary), and N (HOLLIS Databases).

    Liaisons will also receive the following public documentation:

    • flyer advertising the AI and LR databases;
    • 2 new information sheets describing AI and LR; and OSPR asks that liaisons distribute the documentation as soon as they receive these packets. In addition, OSPR plans to have articles about the debut of AI and LR appear in such publications as the Harvard Gazette, Harvard University Library Notes, and perhaps the Harvard Crimson.


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      Notes and Reminders
      Access to systems over the Internet. The Office for Systems Planning and Research is beginning a project to provide access from HOLLIS terminals to systems available over the Internet and is soliciting input as to which systems would be of interest to Harvard libraries. Access will be limited to staff terminals and will not be available to library users at public catalog terminals. The one system identified so far that is likely to be of widespread appeal is RLIN. OSPR would like to hear from libraries which have other systems to suggest. Systems which may be of some interest include the OCLC EPIC (reference) service, and the catalogs of other libraries. (The OCLC cataloging and ILL systems are not yet available over the Internet.) If you have systems to suggest, or have comments or question about Internet access, please call or write Dale Flecker (495-3724) by February 15.

      Change to FAXON courier password. The password for the FAXON Linx Courier system has been changed from LSO to HAR as of 17 January 1991. This was done because Harvard exceeded the number of allowable sign-on violations. Please notify your staff about this new password. If you have any questions, contact Mary Beth Clack in Widener Serial Records (495-2422).

      Order title weeding - an update. The next weeding of the order file (for records not updated since December 1988) will occur in early February. The fiche product WEEDED HOLLIS OPR RECORDS is currently being produced and will be distributed prior to the actual weed.

      If there are any concerns or questions about this weed, please contact Walter Stine at OSPR (495-3724).

      Response Time Testing. Response times for all test transactions, excluding keyword, fall easily under 2 seconds. A consistent pattern of response times under 2 seconds has been developing over the past few months. Test keyword response times have improved to the point that it was necessary to revise the ranges used in the keyword pie graph. All keyword response times were less than 4 seconds.

      Response time tests are scheduled for the first Tuesday of each month. Upcoming tests are scheduled for: 5 February, 5 March, 2 April, and 7 May. Volunteers should mark their calendars appropriately.

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      HOLLIS Hints
      HOLLIS electronic mail (EMS) message display. Those of you who read EMS on a regular basis may have noticed an annoying feature of EMS message display. For example, you signon to EMS and display common messages by pressing function key F6. The common messages bulletin board displays with a list of eight common messages. You select message number six by typing "6" and pressing ENTER or RETURN. After you finish reading, you press the F3 function key to return to the common messages list. However, to your horror, the list now contains only three messages, not the eight you started with. If you type the command TOP and press ENTER or RETURN, the full list of common messages again displays.

      This is a bug in the EMS programs that will affect any listing of messages. OSPR has notified EMS' manufacturer of this problem. At some point in the future, there should be a fix. Until then, remember to use the TOP command to display a complete list of messages.

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      Network Notes
      Canon printer malfunctions. As of this writing, a total of 25 Canon BJ-80AS printers have suffered a malfunction in the "prime pump unit" which primes the ink flow. The symptom is 'invisible printing', with the green lever offering no resistance when you press it to prime the ink.

      On January 24th a Canon USA representative came to Harvard and replaced the primer pump unit in the 35 malfunctioning printers. He also left some spare pump units in case I need to replace the part in any more printers from the shipment. In the future, Canon has proposed to ship replacement primer pump units as needed. However, OSPR has not yet reached a formal agreement on this procedure. Any updates to this service issue will appear in the newsletter and in HOLLIS electronic mail.

      This episode has seriously reduced our confidence in this printer. Those libraries suffering most from these malfunctions might wish to consider purchasing a backup printer (not a Canon BubbleJet) in case of future printer malfunctions. If you need suggestions for backup printers, contact Steve Thornton at OSPR .

      In addition, Canon has announced the introduction of a new and much more expensive model to replace the BJ- 80. The effect of this development on future printer recommendations is not known. OSPR is actively researching alternatives and will report any developments in this newsletter.

      Canon BJ-80 ink cartridges. Staff in the College Library can get replacement cartridges from Tony Machado at Widener Building Services. Everyone else must contact the dealer directly:

      • Earl Beardsley
      • Datamark
      • 16 Alexander Road
      • Foxboro, MA 02035
      • Phone: (508) 543-8843
      • FAX: (508) 543-5089

      You should ask for "Canon Ink Cartridge BJI-801, black".

      OCLC Users get 'All Ports Unavailable'. Many HOLLIS terminals that are set up for dual access to OCLC and HOLLIS have been displaying the error message

      "?? All Ports Unavailable"

      when the user tries to go back to HOLLIS after an OCLC session. The user is prevented from ever getting back to HOLLIS.

      I am investigating possible solutions to this problem with Codex. In the meantime, the only solution is to reset the multiplexer in the library. This has the unfortunate effect of knocking every user off that multiplexer for a second or two.

      If you need to take this drastic step, and I am not available, you can have your network liaison do this. First, warn everyone on the mux that their session will be interrupted. Find your mux in the telephone closet and press the "RESET" button on the front. All connections will be broken, and all ports should then be available for use. Alternatively, you can arrange for me to make a house call.

      New IBM Terminals. The IBM 3163 terminal has been discontinued. I am currently installing the last few of them. Henceforth, all new terminals, staff or public, will be model 3151, which has been upgraded to support the ALA character set. These are the machines you should be budgeting for.

      The last information from IBM, which is not very current, is that the new terminals are available now, at a cost of $556.00 each. I will include a note in next month's newsletter confirming or correcting this information.

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      Vendor File Changes in January
      New Vendors.

      • CH-TASUYL (Sun Yat-sen's Library, Taiwan)
      • INPUT (Input Int'l. Pub. Tr., Chile)
      • JA-OISER (Inst./Social & Econ. Research/ Osaka Univ., Japan)
      • OMNISYS (OmniSys Corp. (formerly Gen'l. Micro.)
      • CONGQUARTB (Cong. Qtly. BKS - use for book orders)


      • GENMICRO (Gen'l. Microform ceased business - use OMNISYS)

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      DERIVE Command Functional Specifications
      R.K. Wendler.

      There has been a long-standing desire on the part of HOLLIS users for the ability to use one bibliographic record as a base from which to create another. This might be used either to create a record for a different edition of a previously cataloged title, or to put certain commonly recurring fields in a series of records. Both OCLC and RLIN have commands which may issued from the command line of the desired source record and which provide the first function. The documention on these commands, OCLC NEW and RLIN DERive and CREate, is attached.

      All the commands strip fields considered to be specific to the particular piece being cataloged, that is, unique number keys and local data, including call numbers, locations, and local subject headings, notes, and, added entries. In all cases, the fixed fields are set to default values. The commands can only be used to create a new record in the same format as the source record.

      The two uses to which the command might be put in HOLLIS argue for erring on the side of retaining fields, and leaving it to the discretion of operators what, beyond specific ID numbers and local information, should be manually altered or deleted.The following HOLLIS fields are proposed for deletion:

      • 010 Library of Congress Control Number
      • 011 Linking Library of Congress Control Number
      • 015 National bibliography Number
      • 017 Copyright Registration Number
      • 018 Copyright Article Fee Code
      • 020 ISBN
      • 022 ISSN
      • 023 Standard Film Number
      • 024 Standard Recording Number
      • 025 Overseas Acquisition Number
      • 030 CODEN designation
      • 035 Utility Number
      • 037 Stock Number
      • 039 LC level of cataloging
      • 040 Source of cataloging
      • 042 Authentication code
      • 050-099 Classification numbers
      • 69X Local subject headings
      • 7XX with $i Local added entries
      • LOC Holding library

      (Perhaps we'd rather think in terms of stripping 0XXs except 041, 043-048. Or perhaps we'd rather strip all of them; that's cleaner. Or perhaps we'd rather leave the call numbers, so they could be used as subject access enrichment at some future date, as Dale has mentioned...)

      The HOLLIS record number should be cleared, and a few fixed fields should be changed as follows:

      • Create Date:-------Current date
      • Update Date:-------blanks
      • ENCL:-------h (reflecting in-HOLLIS creation)
      • Check Digit:-------fill
      • Catsrc:-------d (or c?)
      • LCMRC:-------fill

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