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HOLLIS Newsletter

Volume 6, Number 8 (August 1991)


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TABLE OF CONTENTS

  • Open Meeting on Downloading from HOLLIS
  • Meeting notes from July
  • Recent system problems
  • July 4th holiday
  • Shelflist cards now laserprinted
  • TAPE command error message
  • MULVER and taping out serials
  • OSPR's Development projects
  • Spine labels proposed
  • Multi-statement enhancement woes
  • Demonstrations of new enhancements
  • Feature Articles
  • Three new features presented
  • Location display
  • Downloading from HOLLIS via email
  • Internet access through staff terminals
  • Notes and Reminders
  • Andover-Harvard records loaded
  • Note about LCSH use
  • Response Time Testing
  • Vendor File changes

    Open Meeting: "Downloading -- the Final Frontier"
    Interested library staff are invited to an open meeting on Friday, 23 August, from 10 am to 12 noon in the Lamont Forum Room. OSPR staff will demonstrate how to E-mail and download HOLLIS records. Bring your own popcorn! (Just kidding.)

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    Notes from the July Meeting
    Review of recent system problems. The HULPR system ground to a halt twice on Tuesday, July 2nd. In both instances, HULPR crashed but was brought back within 20 minutes. These were two more in a string of storage violations that have plagued HULPR during the last two months. OSPR staff have since identified and corrected the bug which was causing the crashes.

    Oops. Forgot the 4th! While OSPR doggedly pursued solutions to HULPR system problems (see above) the 4th of July crept up without warning. We apologize for not announcing sooner that both HULPR and HOLLIS would be down during this holiday. The May 1991 HOLLIS Newsletter reported the proposed 1992 holiday schedule for both systems, and this schedule has now been confirmed.

    Laser-printed shelf list cards are here. Shelflist card production on the OIT laser printer is scheduled to begin on Monday, 15 July. OSPR had delayed the switch to laser printing in order to finalize the formatting of the cards and to use up the supply of old card stock. You should contact Kate Mullen at OSPR (495-3724) if you have any problems with laser-printed shelflist cards.

    New TAPE command error message. Provisional bibliographic records and authority records are not eligible for the HOLLIS "tape out" process. But, occasionally staff try to TAPE these records, requiring OSPR operational staff to weed them out later in the tape out process. To eliminate this unnecessary effort, OSPR proposes to block the TAPing of these records at the point where staff issue the TAPE command. Attempting to tape out an ineligible record would then cause the following error message to display: ENCODING LEVEL INVALID FOR TAPE COMMAND.

    This change is scheduled to go into production by the end of July. OSPR will post an EMS common message when it is available. If you have any questions, please contact Robin Wendler in OSPR.

    The "Mulver" solution and taping out serials. In the case where a unit wants to report its holdings of a serial reproduction to a national database (such as OCLC or RLIN), the multiple versions solution that Harvard University Library recently implemented requires some special handling during the tape out process. These units will be adding to the holdings record a field 843 (reproduction note) containing a subfield 7 for their location. Subfield 7 is a fixed field with 15 positions used to replace some fixed field data from the bibliographic record during the tape out process. With this new subfield, a unit can tape out a single version record corresponding to the reproduction format they are holding. For details, see Robin Wendler's memo that was attached to the July 1991 newsletter, or contact Robin at OSPR.

    Review of OSPR development projects. In addition to the "big three" enhancements presented at the July liaisons meeting, two new databases are scheduled to debut this fall.

    The Public Affairs Information Service (PAIS) is scheduled to become a new database in the HOLLIS Public Catalog this fall. PAIS is an index to public policy literature, including books, periodicals, and government documents.

    OSPR also plans to mount a portion of the Library of Congress bibliographic file as a technical services database in HULPR. The LC bibliographic file will serve as a resource for library staff performing local cataloging. There are a variety of issues yet unresolved -- who will use this resource, financial support for it, mechanisms for transferring LC records into the HU database, etc. The LC bibliographic file is tentatively scheduled to be available to library staff by early October. As always, OSPR will keep staff apprised as these developments proceed.

    Producing spine labels. OSPR is investigating the possibility of producing spine labels in HOLLIS. Library staff who are interested in this capability should contact Priscilla Caplan at 495-3724.

    The ill-fated multiple statement enhancement. The enhancement to allow creation of multiple statements in o/p/r records became available in HULPR on Tuesday, 9 July. However, after reports of problems with this new feature, OSPR removed the multi-statement creation capability on 15 July. During its brief life, this enhancement caused enough problems to convince OSPR that more analysis was needed before this capability becomes a permanent feature of HULPR. OSPR will continue tests until all bugs are removed.

    A demonstration of three fall 1991 HOLLIS enhancements. As usual, with the fall semester come significant new enhancements to HOLLIS. OSPR staff members MacKenzie Smith, Derek Katz, and Julie Wetherill demonstrated three new HOLLIS features:

    • Location display (in the Public Catalog)
    • HOLLIS records by E-mail (in the Public Catalog)
    • Staff access to the Internet (in staff mode)

    The Location Display and HOLLIS records by E-mail features are scheduled for availability on Sunday, 21 July. Staff access to the Internet is scheduled for 5 August. Online help for the public features will be available by 21 July, but changes to the Options area of HOLLIS screen displays to reflect these new features will not be made until early September. Final staff and public documentation for these features will be distributed in August. In the meantime, staff have time to experiment with these features before students arrive in the fall. For a detailed account of this demonstration, see "A Demonstration of Fall 1991 Enhancements" in the Feature Articles section of this newsletter.

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    Feature Articles
    A Demonstration of Fall 1991 Enhancements. The majority of the July meeting of HOLLIS liaisons was dedicated to a demonstration of three new HOLLIS features that are scheduled to become available by late July - early August.

    Location Display. When a HOLLIS user finds an item of interest in a citation database (such as Expanded Academic Index or Legal Resource Index) he or she should be able to easily find location information for Harvard libraries that hold the host publication. Currently, the user must choose the HU database and search by journal title or ISSN to locate such information. However, the new Location Display feature will allow the user to request location information from the record representing the item in which he/she is interested.

    A new use for an old command.

    The LOCATION command (abbreviation = LOC) has been around for awhile. In its original form, LOC would display the "page" of the bibliographic record which included the first library location -- especially useful for finding locations on some of the longer HU records. OSPR has modified this command to also work from non-HU databases, such as AI and LR. From outside of HU, the new LOC command searches by ISSN (or some alternate number if an ISSN is not present) in the HU database and produces a location display for libraries holding the item.

    For example, a user displays an article citation record in the AI database and is interested in what libraries hold the journal. He types LOC on the COMMAND? line and presses ENTER . If the LOCATION command finds no matching HU records, or more than one matching HU record, HOLLIS displays the following message instructing the user to search HU directly: SEARCH HU DIRECTLY TO FIND LOCATIONS FOR THIS ITEM.

    Location Display Details.

    You can enter the LOC command from a short, long, holdings, or circulation display.

    MORE/BACK commands..........allow you to page forward and backward within the location display;

    DISPLAY Hn or Cn commands......allow you to see holdings and circulation information (if available);

    LOC command............allows you to return to the location display from holdings or circulation displays;

    DISPLAY command.........allows you to return to the short or long display;

    NEXT/PREV commands.....allow you to select the next or previous bibliographic record from an index (if you had an index).

    The LOCATION command will appear in the Options area of HOLLIS screen displays. The online help screen, HELP LOCATION, will be updated to reflect the new version of the command.

    OSPR anticipates that the LOC command and location display will be available in most new databases added to HOLLIS. In some cases, the link between records in these new databases and HU may be ISSN, or other data such as ISBN. A detailed description of the issues related to development of the location display appeared in the June 1991 HOLLIS Newsletter.

    HOLLIS Records by E-mail. The HOLLIS E-mail feature allows you to store a set of database records and then send the set to an electronic mailbox. The University Library chose electronic mail as the medium for sending HOLLIS records because it guarantees that dedicated library terminal users, dial-up, and network users all have access to this feature. In addition, HOLLIS E-mail will be one more reason to encourage members of the Harvard community to learn more about electronic mail at Harvard.

    What You Need to Use HOLLIS E-mail. You will need an electronic mail account in order to receive e-mailed HOLLIS records. Once records arrive in your electronic mailbox, you can use the printing facility from your mailbox to print a copy of the records. Or, you may choose to import these records into a wordprocessor or a database package for further manipulation. If you plan to download these records to your microcomputer, you will need some way of transferring these records (such as via a modem, communications software, and telephone line). Be aware that HOLLIS electronic mail (a.k.a. "EMS") is not an option for receiving these records -- it is a local mail system for HOLLIS staff users and cannot receive HOLLIS records from the E-mail process.

    HOLLIS E-mail Instructions. HOLLIS E-mail is a catalog mode feature that is available from any library terminal or remote connection (dial-up or network). You must be in a database (e.g., HU, AI) to use HOLLIS E-mail. The E-mail process involves three commands:

    Step 1. Type ERASE and press ENTER or RETURN to erase the set left by a previous user.

    Step 2. Use the STORE command to store copies of records to your set. You can store up to 200 records in a single set. You can store records from more than one database into a single set.

    You can use STORE from a guide screen, index screen, or any screen labeled "short display" or "long display." For example:

    • store stores the record displaying on your screen
    • store 4 stores record 4 from an index or guide screen
    • store 1-10 stores records 1-10 from and index or guide screen
    • store 1,5,7-10 stores records 1, 5, 7-10 from an index or guide screen
    • store all stores all records in an index or guide screen

    Records will accumulate until you SEND (or ERASE) the set, or until you reach the 200 record set limit.

    Step 3. When your set is complete, type SEND and press ENTER or RETURN to begin the mailing process. HOLLIS will display a SEND SET screen.

    Step 4. At the end of the ACTION line type the number "1" to send your set.

    Step 5. At the end of the STYLE line, type "a" to select Style A or "b" to select Style B. All records in your set will be sent to your electronic mailbox in the style you select. Consult the E-mail record styles section below for details.

    Step 6. In the ADDRESS area, type the electronic mail address that will be the destination for this set of records. This address must contain a name and a node in the form "name@node" or "name at node". For example:

    • jsmith@harvarda.harvard.edu or
    • jsmith at harvarda.harvard.edu
    • peter@husc.harvard.edu or
    • peter at husc.harvard.edu

    Step 7. Press ENTER or RETURN after you have selected an ACTION and a STYLE, and have typed in the e-mail address. HOLLIS displays the message:

    • Please Double-check Your E-Mail Address. Press ENTER to confirm.

    Step 8. Press enter or return after you have confirmed that the e-mail address is correct. HOLLIS will display the following messages:

    n Records from your set are being mailed with Record Set ID: nnnn
    Your set is now empty.
    You can STORE 200 records in this set.

    Please take note of the record set ID number. This number will help you recover your set of records if for some reason they do not reach their destination. Consult the Recovering lost e-mail section below for details.

    Step 9. Press ENTER or RETURN to continue your HOLLIS session.

    You can STORE a set of records, SEND the set, and then begin a new set as many times as you want. However, you can work on only one set at a time.

    E-mail Record Styles. What will the records look like once they arrive in your electronic mailbox? HOLLIS will send all of the records in your set in either Style A or Style B. You should choose the style that best suits your needs.

    Style A

    Records sent in Style A contain brief, unlabeled data. They are suitable as a list for searching the stacks, or you can edit them using a wordprocessor to produce a bibliography. Each record will contain information (when available) arranged in this order:

    Author. Title. Performers. Series statement. Edition. Dissertation note. Music publisher number.
    Publication information.
    Library location and call number information.

    A sample record in Style A:

    Murray, Maggie. Our own freedom. London: Sheba Feminist, 1981.
    LOCATION: Widener: WID-LC HQ1788.M87 1981

    Style B

    Records sent in Style B contain detailed data in labeled fields. Records in this style are compatible with Notebook II database software for IBM PCs and compatibles. But, with some editing, you can import these records into other PC and Mac database packages as well. All records contain the same labels in the same order; if there is no appropriate data (for example, no author) the label will be followed by blanks.

    The same sample record in Style B:

    %START:
    %HOLLIS#: HU AFG7029
    %FORMAT: bks
    %YEAR: 1981
    %AUTHOR: Murray, Maggie.
    %TITLE: Our own freedom.
    %EDITION:
    %PUB. INFO: London: Sheba Feminist, 1981.
    %PUBLISHED IN:
    %DESCRIPTION: 112 p.: ill.; 22 cm.
    %SUMMARY:
    %SERIES:
    %FREQUENCY:
    %NOTES: Bibliography: p. 112.
    %NUMBERS: ISBN 0907179096 (pbk.).
    %SUBJECTS: Women--Africa--Social conditions. \ Women--Africa--Economic conditions. \ Sex discrimination against women--Africa.
    %AUTHORS: Murray, Maggie. \ Emecheta, Buchi.
    %LOCATION: Widener: WID-LC HQ1788.M87 1981
    %END:

    Recovering Lost E-mail. If for some reason your set of records does not reach its destination, send a message to LIBRARY@HARVARDA.HARVARD.EDU. In this message, include the correct e-mail address, the date that the records were sent, and the record set ID number (if available). In many cases, the lost set can be recovered and sent to the e-mail address you specify.

    If the set of records does arrive in your mailbox but certain records are missing, these records were probably ineligible for storing and sending. HOLLIS cannot send help screens, holdings displays, circulation displays, or location displays.

    Help for Using HOLLIS E-mail. Online help will be available for HOLLIS E-mail. Type HELP E-MAIL to start an E-mail "tutorial" comprised of the following screens:

    • HELP ERASE
    • HELP E-MAIL STYLE
    • HELP STORE
    • HELP STYLE A
    • HELP SEND
    • HELP STYLE B

    OSPR will incorporate the above information and instructions into a public information sheet entitled HOLLIS Records by E-mail. This sheet will be distributed in late August and should be made available, along with other information sheets, near HOLLIS public terminals.

    Internet Access from Staff Terminals. On Monday, August 5th we will be making access to the Internet available from staff terminals. The primary (VTAM) menu, which currently looks like this:

    will be modified to look like this:

    This new menu represents two major changes. First, RLIN will be directly accessible from the primary menu. RLIN is an example of a "scripted" Internet resource (that is, OSPR has developed and implemented a script which automatically executes the TELNET process for you so that all you need to do is type RLIN to get connected). Second, access to the Internet itself is available using the TELNET option. (Scripted Internet resources and the HOLLIS staff terminal TELNET option are not available via dial-up or network connections.)

    If you have problems establishing the connection to any of the services listed on the staff terminal menu call the HELP desk (495-3000). For information on how to use the TELNET function to access other services on the Internet call the HOLLIS Technical Assistance Line (495-9388). OSPR will sponsor a public meeting in the fall to educate interested staff on accessing the Internet using TELNET. At that time, OSPR will also distribute documentation covering this same topic.

    Other Internet resources that we are testing include FAXON and EBSCO connections, and OCLC's First Search service. If these connections prove to be usable they will be added to the primary menu. OCLC's EPIC public catalog system proved to be unusable over the Internet because of its scrolling design which works well for PCs connected via dialup, but works badly for terminals connected via the Internet. If other resources prove to be very popular (other libraries' catalogs for instance) we can script access to them and add them to the primary menu. Staff should note that although the Internet provides easy access to these resources, they may not be free! For example, library staff will need a pre-established, pre-paid account with a valid password in order to access RLIN.

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    Notes and Reminders
    Andover-Harvard record load. OSPR has recently loaded into the HU database 47,000 bibliographic records from an Andover-Harvard retrospective conversion project. Over the next several years, Andover-Harvard plans to convert, in batches, all 175,000 titles from their old card catalog.

    Some caveats when using LCSH online. In LTSH, general see references (260's) and general see also references (360's) lack the words "see" and "see also" respectively at the beginning of the information reference. (In LTHU these words have been supplied.)

    In the LTSH index headings with 260 references are followed by the text [authorized heading] which is misleading, since these are non-valid headings with general see references. Inspection of the authority record itself will show that the heading is not invalid as indicated by the presence of the 260 reference and the code b in the H/REF field. The text [authorized heading] does not appear in the LTHU subject index. (For examples look under the headings Environment, Correspondence, or Public policy.)

    In subject authority records in LTHU the coding in the GEOG field is completely unreliable except for records input very recently. One needs to check in LTSH to ascertain the correct current value in the GEOG field as to whether a heading is (may be subdivided geographically) or not.

    Response time tests. Response time tests are scheduled for the first Tuesday of each month. Upcoming tests are scheduled for: 3 September, 1 October, 5 November, and 3 December. Volunteers should mark their calendars appropriately.

    Response time testing for July showed an improvement over the June tests. June does appear to have been an exception since the pie chart for July (above) reinforces the response time pattern we had been seeing earlier this spring. Almost 72% of the test transactions were clocked at under one second, while only 4% of the test transactions took longer than 4 seconds. All of the transactions which fell in the 4+ range were keyword transactions. The longest response time recorded was 6.5 seconds. Average keyword response was 2.8 seconds. Average non-keyword response time 0.7 seconds.

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    Vendor File Changes in July
    New Vendors

    • KOELTZUSA - Koeltz Scientific Books
    • KOELTZ - Koeltz Scientific Books, Germany
    • JA-TONADIL - National Diet Library, Tokyo

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