Agenda for HOLLIS Liaisons Meeting #67
1. Announcements: Heather Reid
1. Announcements: Heather Reid
Notes from the June Meeting
Preparing for the 1991-1992 HOLLIS Reference Guide. OSPR will be publishing a fourth edition of the HOLLIS preparation, HOLLIS liaisons will receive a questionnaire asking them to estimate the number of Guides their libraries will need for the 1991-1992 academic year. Liaisons should complete the questionnaire and return it to Eric Young at OSPR. When the new edition of the Guide comes out, staff should discard the current version. If you have any questions, contact Eric Young at 495-3724.
New escape code to exit HULPR catalog mode. On Friday, 12 June, OSPR changed the secret code that allows an operator to exit from HULPR catalog mode. The code $#$# no longer works. Tracey asked liaisons to notify staff about this change. Judging from the number of phone calls OSPR received immediately following its implementation, it appears that some staff members "fell through the cracks" and were not aware of the change. Our apologies. Staff members who need the new secret exit code should contact their liaison. Liaisons who are unaware of the new command should call Eric Young in OSPR (495-3724). Those of you who use a function key to switch from catalog mode to technical services mode may have noticed that it no longer works. Indeed, you will need to reprogram the key to include the new secret code. In the future, OSPR plans to change this code at the beginning of each fiscal year.
Proposal to add a new HU index. Several staff members have proposed that OSPR create a new index based on the contents of bibliographic field 752 (hierarchical place name access). The capability to search place name information would be useful to staff working with rare books. Mollie Della Terza of Houghton Library is drafting a proposal for this enhancement that will be presented to the HOLLIS Administrative Advisory Committee (HAAC). If you are interested in this issue, please contact Mollie at 495-2509.
LC bibliographic database in HOLLIS. Yes -- it's not just a rumor. The University Library plans to lease a portion of the Library of Congress bibliographic file and mount it as a separate database in HULPR technical services mode. The plan is for library staff to use LC bibliographic data to perform local cataloging in HOLLIS. OSPR is setting up a task group to investigate the issues related to a LC bibliographic database in HOLLIS -- including specifications for how to copy records from LC into the HU database, how to conduct standing searches, etc. Not all libraries plan to use the HOLLIS LC database for local copy cataloging initially. As we move closer to implementation, OSPR will provide more details in this newsletter. If you have any questions, please contact Robin at OSPR (495-3724).
Change to the DSTM (delete statement) feature. The DSTM command that staff use to delete o/p/r statements has always been somewhat "buggy." In an effort to make it work smoothly, OSPR has changed the way DSTM works. Currently, you issue the DSTM command followed by a single statement number, for example, DSTM 4, or a range of statement numbers, for example, DSTM 4 6. When you press enter or return, HOLLIS redisplays the affected statements with line numbers of "000". When you file the record, the statements disappear. With the newly enhanced DSTM command, the statements will not appear at all on the screen after you enter the DSTM command. You then file the record using the DONE command. You still have the option of pressing CLEAR to clear out of the transaction and save the deleted statements.
A pleasant side-effect of this change is that OSPR can now go forward and program the CSTM command to create multiple note, memo, or receipt statements. The enhanced CSTM command is currently being tested in OSPR and is scheduled to become available in early July. You will be able to create multiple statements by typing the CSTM command followed by the type and number of statements. For example,
will create four receipt statements. HOLLIS will add new statements as a block to the existing list of statements. The order in which statements are added will not change (that is, new memos and notes will be inserted above existing receipt statements; receipt statements will be added to the bottom of the list). In a single CSTM command, you can request up to 12 statements. You cannot use CSTM to create multiple payment statements. If you have any questions about this enhancement, contact Julie Wetherill at OSPR (495-3724). OSPR will announce in the Newsletter and via EMS when the enhanced CSTM command becomes available.
Update on formation of HOLLIS enhancement task groups. Tracey reported on progress in the formation of the following task groups:
Interface with outside binding services:
Members of this group include Kate Ellis, Horst Huber, Kathy Anderson, Edith Kimball, and Will Meredith. The group will begin activities this fall.
LOC field sequence and sorting:
Members of this group include MacKenzie Smith, Kathy Anderson, Edith Kimball, Nancy Reinhardt, Russ Pollard, and Karen Carlson. The group will begin its activities very soon, since this enhancement has implications for the new location display feature, due in time for the 1991 fall semester.
Members of this group include Janet Vitkevich, Harold Moren, Stephen Stillwell, Bob Sennett, and Jill Coelho. This group will begin its activities later this year.
Electronic transfer of o/p/r and claim data:
Members of this group include Daniel Bednarek, Steve McGinty, Harold Moren, Jill Coelho, and Horst Huber. This group will begin its activities later this year.
Enhancements to bibliographic/financial reports:
This group has already begun to meet.
Some members of the bibliographic/financial reports group have expressed interest in tackling this issue once their investigations on bibliographic/financial reports are complete.
If you would like to join one of these groups or would like more information, contact Tracey Robinson at OSPR (495-3724).
Update on staff access to the Internet. Due to unforeseen difficulties, OSPR is still testing Internet connections to RLIN, EPIC, and EBSCO. Testing of FAXON has not yet begun. The Internet connection to RLIN is now available from the staff menu but may be somewhat unreliable during this testing period. RLIN will become a choice on the staff terminal menu as soon as testing is complete. OSPR originally planned to make OCLC's EPIC service available over the Internet, but is encountering problems which may turn out to be insurmountable. As an alternative, OCLC's First Search service (a subset of the EPIC service) may be a choice from the staff menu. There are still some problems with the EBSCO connection that EBSCO is investigating. (Note that the dedicated connections to EBSCO and FAXON are still available.)
The new target for moving RLIN to the menu and into production mode is August 1991. Internet connections to EBSCO, FAXON, and (possibly) FIRST SEARCH will become choices on the staff terminal menu as soon as all major problems have been resolved. In addition (as mentioned in the June newsletter) OSPR will be adding a generic Telnet facility to the staff menu. With this, staff can access the services of their choice over the Internet (such as other online catalogs). OSPR will produce printed documentation to assist staff members who want to use the Telnet facility. In addition, OIT will provide dial-in user assistance if staff have questions.
AI and LR databases from a public services perspective. Public service librarians Marion Schoon (Widener), Kathleen Donovan (Gutman), Ellen Isenstein (Kennedy School), Terry Swanlund (Law), and Ed Tallent (Lamont) discussed their experiences with Expanded Academic Index (AI) and Legal Resource Index (LR). To accompany this discussion, Tracey distributed a packet of graphs and charts that provided an overview of HOLLIS activity by database, including AI and LR. This statistical information will be included in the August HOLLIS Statistical Report.
Widener staff will welcome the new location display feature, which will allow a user to request HU library location information from a displaying AI or LR record. In addition, an online list of journals indexed in AI (and LR) would be useful. Widener has tied printed lists to public terminals with string. [OSPR has distributed printed lists of journals to all library units. - the Editor.] Lastly, the ability to qualify keyword searches in AI and LR (as well as in HU and other databases) would provide more precise results and help to avoid the 250 maximum hits limit that keyword searching so often reaches.
AI and LR have had some impact on Gutman reference services. A comparison of AI and LR with existing CD- ROM reference tools indicates that there is some coverage overlap between the online databases and Gutman's ERIC and PsychLit CD-ROMs. AI and LR have the advantage of being updated monthly and are therefore more current since the CD-ROMs are updated quarterly. Gutman anticipated that these new databases would strain their reference services, since this problem did occur when their CD-ROMs became available. In fact, no measurable increase in demands on staff time has been noted, in part because these two databases are more "user-friendly" than CD-ROM. Perhaps if ERIC became available online, there would be an increase. Other impacts on Gutman services include a slight increase in inter-library loan requests and the cancellation of their Reader's Guide subscription.
There are several ways in which the University Library can improve the utility of these new databases. Despite widespread advertisement about them, many patrons are still unaware or barely aware that AI and LR exist. Perhaps the database names that appear on the "Welcome to HOLLIS" screen should include "periodical" or "periodicals index." These names might also include years of coverage, such "from 1980 forward." With these changes, a patron would more likely understand that these databases are journal indexes covering only a certain range of years. Once the location display feature becomes available, patrons may begin to learn that AI and LR are commercially produced databases that do not necessarily reflect Harvard library holdings. [Although this is true, latest estimates indicate that Harvard holds nearly 100 percent of the journals indexed by AI and LR. - The Editor.]
One rather unhelpful feature of these databases (which OSPR has no control over) is that each uses a slightly different subject heading scheme. Lastly, as new databases are added to HOLLIS, public terminals should have a "time out" feature that would automatically return them to the "Welcome to HOLLIS" screen if the terminal remains unused for a certain amount of time. This feature would help reduce the confusion a patron feels when he/she sits at a terminal but cannot figure out what database the terminal is in.
Because of its limited years of coverage and emphasis on general interest rather than scholarly publications, the AI has had little impact on the KSG library's online search statistics. However, AI has influenced the way KSG staff perform mediated online searches. They often first search AI to get an idea of the size of retrieval and to identify possible search terms before they go online in a paid online search service (such as DIALOG). This can reduce the time spent on a paid search service, and, in some cases, eliminates the need for a paid search altogether.
Kennedy anticipates that the upcoming HOLLIS E-mail feature will further enhance these new databases by letting patrons make copies of HOLLIS records and send them to electronic mailboxes. In addition, the capability of qualifying keyword searches would also be useful.
LR can be a useful tool in teaching patrons about subject headings. Terry typically begins a search of LR with keyword terms. This usually produces a list of useful articles. He then uses the subject headings for these articles to expand the search. Patrons are frequently surprised by the number and usefulness of subject headings they find. It is Terry's impression that through this experience patrons learn that HOLLIS can be of much greater benefit to them than they had previously thought, based on their limited author and title search techniques. Terry agreed with Kathy Donovan that patrons do not understand the difference between what the AI and LR databases contain versus HU and OW.
On the downside, Lamont has experienced the same difficulty as other libraries in effectively advertising the existence and usefulness of these new databases. Part of the problem could be that AI and LR became available in late winter rather than at the beginning of the fall semester. Ed foresees that Harvard reference/public services librarians will have to reexamine how they teach patrons about these databases. AI is a dirty database; it contains incorrect citations, poorly constructed author names, lots of typographical errors. Information Access Company definitely needs to improve its quality control techniques. Lamont would prefer that the parenthetical references added by IAC indexers to article titles were not displayed in index entries -- they are more confusing than helpful.
Searches for topics in the area of history and literature are not very effective because they more often than not lead to book reviews. Furthermore, OSPR should consider removing the book review grades from AI records, since assigning grades is a subjective practice at best and is more confusing than helpful. Lamont would like to have enhanced qualification, such as the ability to qualify by month or day for the New York Times. It would be even more useful if patrons and staff were be able to qualify keyword searches.
Priscilla Caplan of OSPR noted that OSPR includes the review grade because AI records come with the grade. If there is enough opposition, OSPR can always remove them before loading records. Kathy Anderson suggested that we should review statistics for HOLLIS database use once the fall semester gets underway -- there may be a sharp increase in AI and LR use. Naomi Ronen asked OSPR to check that all HOLLIS screens identify the current database. Horst Huber suggested that the message HOLLIS displays when your search retrieves no hits be changed to say something like: You have received no hits in this database, choose another. This change might further reinforce the concept that HOLLIS is composed of a variety of bibliographic databases.
Tracey Robinson remarked that AI and LR may be behind a gradual increase in the percentage of keyword searches in HOLLIS. Keyword searches now make up approximately 10 to 12 percent of all searches in HOLLIS (the original figure, before AI and LR, was 6 to 7 percent). It is possible that once patrons learn that keyword searching is the best way to access AI and LR, they will use keyword searching more frequently in HU. Barbara Mitchell asked whether AI and LR have had an impact on the level of dial-in and network access to HOLLIS. Tracey noted that it is true that all HOLLIS dial-up ports seem to be busy more frequently now that AI and LR are available. In fact, OSPR may need to increase the number of ports, especially if there is a further demand in the fall.
Tracey asked whether liaisons had noticed an increase in use of periodical collections since AI and LR became available. (Other NOTIS sites have experienced increased use of their periodicals.) Cliff Wunderlich reported that the Divinity library has suffered an increase in thefts and has had to lock up some of their journals. Marion Schoon noted that at Widener, patrons have been requesting periodicals more frequently, and the difficulty comes when periodical issues are at the bindery. Naomi Ronen reported that Law has changed its purchase decisions based on the journals that are indexed in LR (that is, Law recently decided to subscribe to the ONE journal indexed by LR that they did not already own).
Discussion was lively and informative. Thanks to all participants!
Background to the policy change: Having a library's holdings of a title spread over several different bibliographic records results in very confusing displays and prevents the catalog user from finding necessary information quickly and easily. Multiple versions in non-serial formats are already consolidated onto a single record in HOLLIS. In fact, the desire for a single record representing more than one physical form of a title has been recognized nationally, and the 1989 Multiple Versions Forum sponsored by the Library of Congress at Airlie, Virginia, addressed the issues involved. Several solutions have been proposed, including Airlie's two-tiered approach (using a bibliographic and holdings record) which is virtually the same as that used in HOLLIS for non-serial formats.
Finally, the implementation of citation databases in HOLLIS and the proposed location display enhancement have made critical the single record approach to serials in order to intelligibly guide the user to the correct source of the cited article.
Retrospective implementation: HAAC has approved the multiple versions solution for prospective serials cataloging (see Robin Wendler's memo for details). Eliminating multiple version duplicates in the current HU database will be a time-consuming, manual process. For existing citation databases, and for citation databases mounted in the future, the list of covered journals will be searched in HOLLIS. Where duplicate records are found, the LOCs from any microform copies will be consolidated onto a single (paper) record. OSPR plans to take responsibility for consolidating the records for journals indexed in AI; the Law School Library will take responsibility for journals indexed in LR. For future databases, these procedures would be funded by the library sponsoring the database, and performed either in that library or through OSPR.
LOC sequencing: Carrying all LOCs, regardless of version, on a single bibliographic record will exacerbate the problem caused by dispersal of LOCs for different portions of the holdings of a single library. No one wants a library's current paper and backfile microfilm holdings to be separated by several screens of other holdings locations. While there is no technical reason why LOCs cannot be resequenced, resequencing of LOCs currently would have adverse effects on technical processing by causing the LOC number and the holding number to become out of synch.
The Subcommittee on Bibliographic Standards recommended that a group be formed to write specifications for a LOC resequencing process with results acceptable to both technical and public services staff. [A task group has already formed to address this issue, see below - The Editor.] An interim, and possibly the permanent solution, may be to display the holdings linkage on OPR screens, thus providing the necessary information to check-in staff.
Notes and Reminders
HOLLIS translation of the accent grave. . Library staff must not use the key above the TAB key on the far left of the IBM 3163 keyboard to input an accent grave. The correct accent grave is located in the block of keys on the far right of the keyboard. The key above the TAB key on the far left of the keyboard supplies the HOLLIS fill character which looks like an accent grave but should never be used as an accent mark. If used as an accent mark the HOLLIS fill character will not display in catalog mode. In addition, records containing fill characters as accent marks cause problems when they are taped out to OCLC.
OSPR has discovered that on page 12 of the HOLLIS Reference Manual, Appendix M, the accent grave is mistakenly described as being on key 17 (the fill character key). It is actually on key 90 in the far right block of keys. We will correct and reissue this page from Appendix M in the fall. If you have any questions, please contact Julie Wetherill or Robin Wendler.
New database in HULPR technical services mode. The Physics Research Library and Center for Astrophysics libraries are sponsoring the creation of a Physics Pre-Print Database (the PP database) in HOLLIS. This database will contain standard bibliographic records representing preprints published in the fields of physics and astronomy. Staff from the sponsoring libraries will have the authority to input cataloging records -- it is estimated that PP will contain between 10,000 and 20,000 records at the end of three years. Records will be searchable by author, title, LC subject, and call number. Although the initial phase of this project will lead only to a technical services database, the sponsors hope to make this database available in catalog mode within the first year.
So, if you're curious, type LTPP in technical services mode and try a search. Since there are less than a dozen records in PP at the moment, your search may not be too successful. And, blame Daniel Bednarek at OSPR for the choice of the two-letter code for this database!
Invoice file weeded. OSPR has weeded fiscal year 1989-90 invoices from the invoice file. The invoice file now contains invoices from the current fiscal year only. The 'payments by ICN' and 'payments by vendor' microfiche containing these weeded invoices have already been distributed. If you have any questions, contact Kate Ellis at 495-3724.
Authority record change. A slight change has been made to the fixed field display in Authority format records in HOLLIS technical services mode. The fixed field containing a code for direct or indirect geographic subdivision of the heading used to be labelled D/I: and displayed in the middle of the third line of fixed fields. Its label has been changed to the happily more mnemonic GEOG: and moved to the end of the last line of fixed fields. If you have any questions or problems with this change, please contact Robin Wendler at 495-3724.
Quarterly password change reminder. HOLLIS liaisons are reminded that, while passwords for ALL operators should be changed on an annual basis, passwords for CERTAIN operators should be changed more frequently. OSPR strongly encourages the practice of changing quarterly the passwords of:
To request a password change, please complete the "Change to Operator Profile" form, copies of which may be made from the master form in Appendix L of the HOLLIS Reference Manual. If you have any questions concerning passwords, or other matters of operator security, please contact OSPR Security Administrator, Kate Mullen, at 495-3724.
Response time tests. Response time tests are scheduled for the first Tuesday of each month. Upcoming tests are scheduled for: 6 August, 3 September, 1 October, and 5 November. Volunteers should mark their calendars appropriately.
June was not a good month for response time testing. The first problem was related to the lack of volunteer responses. Only 5 out of 10 of our trusty volunteers were available to perform the test script in the beginning of June. (A reminder that volunteers who cannot find a substitute in their unit when they are unable to perform the script should try to do it on the next business day that they are working.) The second problem was that there were, in fact, serious response time problems experienced during the first week of June.
Response time was not universally degraded but rather there seemed to be occasional spikes of slow response time. For example, several test response times for keyword exceeded 30 seconds. Average response time for keyword tests was 7.13 seconds (average keyword response time for May was 3.14 seconds). There seemed to be less effect on response times in HOLLIS catalog mode and in HULPR, occasional slow response times were recorded (for example, 17.33 seconds to display a holdings record).
Several operating system adjustments were implemented on Wednesday, June 5 which seem to have resolved response time problems.
In summary: all you have to do each night is log off and walk away. There is no need to turn your terminals off. Please remember that failing to log off is a security risk in addition to causing an abend (abnormal end) that results in a printout that wastes an enormous amount of paper.(Steve Thornton)
Cleaning your terminal screens. A reminder that staff should regularly clean their glare screens and terminal screens. If either screen is dirty the quality of the screen display suffers appreciably. To clean your glare screen use whatever the screen manufacturer recommends (usually a special spray and cloth). For cleaning your terminal screens, a dampened paper towel is usually sufficient.
Vendor File Changes in June