Agenda for HOLLIS Liaisons Meeting #68
1. Announcements: T. Robinson
When a user STOREs a HOLLIS record for e-mailing, what does he think is being stored? This "record by e-mail" feature is designed to send bibliographic records containing information describing the publication along with the library locations that hold it. Bibliographic records in HOLLIS catalog mode include additional information, in the form of "holdings displays" and "circulation displays." The average HOLLIS user may mistakenly expect to receive this information in the e-mailed record.
In an attempt to avoid this misunderstanding, the STORE command
If STORE is not valid from a holdings or circulation display, we hope users will understand that such information will not be included with the e-mailed record.
One other note -- due to a technical problem, the STORE command with a parameter (e.g., STORE 1-5) is not currently valid from the location display of records in Academic Index (AI), Legal Resource Index (LR), or PAIS (PA). OSPR Development Division staff hope to have this problem solved by this fall. When this problem is fixed, STORE with (or without) a parameter should be valid from location displays in any database.
As originally designed, e-mailed article records (from a database such as Academic Index) did not contain location information -- since AI records do not contain locations. However, with the help of some hard working public services staff members (thanks to you all!) it became apparent that the average user would want location information for the libraries that hold the journals to be included with the e-mailed article citation. OSPR reprogrammed HOLLIS to provide location information with e-mailed article citations. Note the following two examples.
Dubeck, Leroy W.; Bruce, Matthew H.; Schmuckler, Joseph S.; Moshier, Suzanne E.; Boss, Judith E.
"Science fiction aids science teaching." The Physics Teacher May , v.1990, v28, n5, p316(3).
Occasionally, HOLLIS will not be able to provide location information with an article citation. This does not necessarily mean that the journal (or other type of publication) is not held at Harvard. It probably means that the citation record did not contain the critical piece of information that enables HOLLIS to provide location information from the HU database. As we add new databases to HOLLIS, we make every effort to insure that database records contain this information (such as ISSN for AI and LR records). But, some databases, such as PAIS, index whole publications and analyzed parts of monographs, as well as journal articles, and in such databases that critical piece of information will not always be present. Hence, users who e-mail PAIS records are more likely not to receive location information along with bibliographic information.
OSPR expects that most of the questions asked of library staff will relate to using electronic mail, downloading, and importing the downloaded records into various computer software packages. If staff cannot answer these questions, there are several other resources to which library staff and patrons can turn.
How do I send HOLLIS records via e-mail? -- Refer to the HOLLIS Records by E-mail public information sheet. For online information, type HELP E-MAIL. Or, send your comments and questions via electronic mail to: firstname.lastname@example.org .
How do I recover a lost HOLLIS e-mail record set? -- Send a message (including the record set ID number (if available), your e-mail address, a brief description of the set contents, your name and telephone number) via electronic mail to: email@example.com .
What is electronic mail? -- Contact the HOLLIS Technical Assistance line at 495-9388.
Where can I get electronic mail at Harvard? -- Contact the HOLLIS Technical Assistance Line at 495-9388. Two major electronic mail providers at Harvard are the Office for Information Technology (HUBS) and the Science Center (HASCS). See the article entitled "Electronic mail at Harvard" that follows for more information on these services.
How do I use electronic mail? -- Contact your electronic mail provider or the HOLLIS Technical Assistance Line at 495-9388.
How do I download records? -- Contact your electronic mail provider or the HOLLIS Technical Assistance Line at 495-9388.
Where can I find a PC (or Mac) to download my records? -- Consult the Guide to Harvard Computing Resources, published by the Office for Information Technology.
How do I import the downloaded records into my software? -- Consult whatever manuals, online assistance, or customer service assistance provided for that software, or, contact the HOLLIS Technical Assistance Line at 495-9388.
The HOLLIS Technical Assistance Line (495-9388) is a service of the Office for Information Technology. Technical Assistance staff are on duty from 9 to 5, but if you call after hours you can leave a voice mail message and a staff member will get back to you.
We encourage all units, especially public service departments, to think about how much support they are willing and able to provide for HOLLIS records by e-mail and downloading. OSPR hopes that most units will be able to assist patrons with the steps in the HOLLIS part of this process and be able to refer questions about electronic mail and downloading to the appropriate resources, such as those listed above.
OSPR will distribute a new public information sheet, HOLLIS Records by E-mail, and a new edition of the HOLLIS Reference Guide in late August. HOLLIS liaisons will receive supplies of both documents and should route them to their public services departments as soon as possible after they arrive. The HOLLIS Records by E-mail sheet describes the new HOLLIS feature but does not discuss in any detail how to use electronic mail, how to download, or how to import records into various software packages. The HOLLIS Reference Guide briefly describes the new HOLLIS feature. Later in the fall, a description of the HOLLIS records by e-mail feature will be incorporated into the HOLLIS Reference Manual.
If you have questions about any of the topics presented in this article, please contact Julie Wetherill at OSPR (495-3724).
Electronic Mail at Harvard. University staff, faculty, and students who want access to electronic mail and other network telecommunications features have a variety of options open to them at Harvard. This article describes some of the larger providers of electronic mail services at Harvard.
There are two large-scale providers of electronic mail at Harvard -- the Science Center and the Office for Information Technology (OIT). At the Science Center (Room B-13, 495-1260), the Harvard Arts and Sciences Computer Services (HASCS) office provides free accounts to Harvard undergraduates and FAS graduate students. Other types of accounts, either free or paid, can also be arranged.
At OIT (1730 Cambridge Street, Room 208, 495-4524), any member of the Harvard community can obtain a HUBS (Harvard University Basic Services) account, which provides access to electronic mail, interactive messaging via BITNET, remote login via the Internet, and the List Server facility. There is a monthly fee for HUBS service and disk storage.
In addition, practically every graduate faculty has its own electronic mail provider. Those interested in electronic mail should investigate whether their faculty provides such a service, and if not, contact either the Science Center or OIT. If you have general questions about electronic mail, you can contact the above providers or the HOLLIS Technical Assistance Line at 495-9388.
Staff Access to the Internet, Part 2. In the August 1991 HOLLIS Newsletter we described how library staff can now access the Internet from a HOLLIS staff terminal. This article will try to clarify what this form of Internet access will allow you to do versus what it does not allow you to do. It also describes OSPR's plans for training and documentation related to this new feature.
The Internet is a collection of linked local, regional, and national telecommunications networks. Universities, government installations, commercial sites, and other types of organizations communicate with each other over the Internet and provide a variety of resources, including online library catalogs, other types of databases, news lists, bulletin boards, etc. These resources are connected to local or regional networks, which are in turn connected to the Internet.
Access to the Internet and its many resources comes via the TELNET facility. TELNET is a protocol, that is, a set of conventions or rules governing the treatment and formatting of data. If you hear someone say "I TELNETed to RLIN", they used TELNET to access RLIN over the Internet. It is this TELNET facility that OSPR has added to the HOLLIS staff terminal menu.
TELNET from a HOLLIS staff terminal does not include electronic mail capabilities or file transfer (FTP). These features may be available to those who have either a HUBS or Science Center account. Contact the HOLLIS Technical Assistance line at 495-9388 for more information about electronic mail and file transfer options at Harvard.
Although library patrons could conceivably be interested in accessing services over the Internet using public HOLLIS terminals, the HOLLIS TELNET facility is currently available only from dedicated library staff terminals (that is, terminals that display the staff menu). It is not available from dedicated public terminals or from remote HOLLIS connections (such as dial-up or network) and therefore only library staff will have access to it. A library may chose to provide mediated access to Internet resources (that is, a staff member does the searching for the patron). The TELNET facility does not require a signon name or password (although the service to which you connect may require a name and/or password).
Of course, staff, faculty, and students may have access to TELNET via local area networks, a HUBS account or CMS account from OIT, or a Science Center account.
The TELNET facility on the HOLLIS staff terminal menu will be of interest to library staff who do not have electronic mail accounts anywhere else. That is, anyone who has electronic mail, such as a HUBS or Science Center account, probably has access to the Internet via TELNET already. One advantage to the HOLLIS TELNET facility is that OSPR can develop a script which automatically executes the TELNET process for a particular Internet resource, such as RLIN. With this script in place, RLIN appears as a menu choice on a HOLLIS staff terminal. A user simply types 'rlin' and presses ENTER or RETURN to select this service, and then follows through by logging on with whatever name/password the service requires.
PAIS Database due in September. The Public Affairs Information Service (PAIS) will join the HOLLIS family of databases this fall. OSPR has tentatively scheduled the PA database's debut for Monday, 16 September. To allow library staff time to experiment, PA will be available during the week of 9 September but will not be a selection on the "Welcome to HOLLIS" screen. OSPR will announce the exact debut dates on the HOLLIS EMS bulletin board and at the September liaisons meeting (Wednesday, 11 September).
The full name of this database will be PAIS International, reflecting the fact that it is the online version of the three print publications, PAIS Bulletin, PAIS International in Print and PAIS Foreign Language Index. The PA database indexes public policy literature, with emphasis on contemporary public issues and the making and evaluating of public policy. Worldwide in geographic scope, PAIS indexes publications in English, French, German, Italian, Portuguese, and Spanish. Publications indexed in PA cover these subjects:
The PA database indexes journal articles, books, pamphlets, directories, yearbooks and other types of documents published by public and private agencies, and federal, state, and local governments. More than 1,200 journals and 8,000 monographs are indexed each year. The HOLLIS version of PAIS provides selective coverage for these publications from approximately 1985 forward. (I say "approximately" because the PAIS data that OSPR received includes indexing for a small number of publications from the early 1980's -- the Editor.) OSPR is investigating the best method for distributing a list of the publications that PAIS regularly indexes. PA is updated monthly with new citations from current publications.
PA database records are very similar to their cousins in the Academic Index (AI) and Legal Resource Index (LR) databases. The following are sample records representing a journal article and a monograph:
PA records do differ from AI and LR records in several respects. Since PAIS indexes whole publications as well as journal articles, PA database records will either be article records (Format Y) or monograph records (Format B). Secondly, all author names appear after the AUTHORS label near the bottom of the PA record display (that is, an author name will not appear at the top of a PA record). Note that organization names are often abbreviated -- a challenge when searching. Lastly, PAIS frequently abbreviates the host publication's title that appears after the PUBLISHED IN label on the record. If the abbreviated title is hard to decipher, the user will need to refer to a printed PAIS title list, where abbreviations are defined. (Wherever possible, OSPR has replaced abbreviated journal titles with fuller titles, but there are exceptions.)
You can search PA database records by author (AU), title (TI), subject (SU), ISBN (BN), Superintendent of Documents number (GN); and by keyword (KAU, KTI, KSH, KPI, KW). (A Library of Congress (LC) card number search will be available in technical services mode.) The AU, TI, SU, BN, and GN searches can be limited by format (//fo) language of title (//la), and year of publication (//yr). Like AI and LR records, PA records do not contain location information. Many of the publications indexed in PA are held at Harvard, and a user can enter the LOCATION command from a displaying PA record to see location information from the HU database representing libraries holding the publication.
OSPR will present a brief demonstration of the new PA database at the September 1991 HOLLIS liaisons meeting, and this fall, PAIS will be incorporated into OSPR's training session on the HOLLIS Public Catalog. A new public information sheet called (appropriately enough!) PAIS International Database will be distributed to HOLLIS liaisons during the second week of September. Later in the fall, a description of the PA database will be incorporated into the HOLLIS Reference Manual.
PAIS is an excellent addition to our ever-growing selection of HOLLIS databases. It is the first new database that contains indexing for items other than journal articles. Try it out and if you have any comments or questions, contact Julie Wetherill at OSPR (495-3724).
New HOLLIS Documentation for Fall 1991. For HOLLIS public documentation, it's "out with the old and in with the new" time again. OSPR has created some new HOLLIS records by e-mail feature, and the new PAIS International database.
Starting the week of 26 August, OSPR began distributing the following:
OSPR posted a message on the HOLLIS EMS bulletin board asking liaisons to pick up their supply of these documents from OSPR by Thursday, 5 September. OSPR will send documentation to units that do not respond by 5 September.
The addition of PAIS International as a new database in HOLLIS is scheduled for the second or third week in September. The public information sheet describing this new PA database, entitled PAIS International Database, will be ready for distribution during the week of 9 September. OSPR will contact liaisons at that time.
OSPR plans to distribute a new features flier advertising these new HOLLIS features at the September liaisons meeting. Staff should post them or place them near public terminals and other prominent places in their libraries.
OSPR also will be revising parts of the HOLLIS Reference Manual in order to incorporate the new HOLLIS features. The tentative date for distribution of staff documentation is early October.
OSPR strongly encourages HOLLIS liaisons to distribute all public and staff HOLLIS documentation as soon as it arrives. Please remember to discard the older versions of documents -- use the revision dates on these documents as guides. And of course, when possible, recycle! If you have any comments or questions about documentation or its distribution, contact Eric Young at OSPR (5-3724).
Notes and Reminders
USMARC Update #3 changes in HOLLIS. On September 3 OSPR implemented in HOLLIS most of the changes presented in USMARC Update #3. These changes have been made by RLIN and will soon be made by OCLC. The most noticeable changes render the second indicator in 1XX fields and the first indicator in the 260 obsolete and invalid. The only valid value in these positions now is blank. HOLLIS will not, however, prevent you from inputting or filing records with old values at this time.
The changes generally anticipate, in part, format integration. All the changes will be reflected in the next release of the HOLLIS Tag Tables. Please call Robin Wendler in OSPR (495-3724) if you have any questions.
Function key and options area changes due to the LOCATION command. Just a reminder that the newly improved LOCATION command has been assigned to function key F6. Steve Thornton at OSPR has ordered new key caps that say "LOC" for HOLLIS public terminals (see the NETWORK NOTES section for details). In addition, LOCATION has been added to the OPTIONS: area on catalog mode displays (that is, whenever it is a valid command).
Take care when copying LC authority data from PRISM. Library staff who are adapting LC authority data from OCLC's PRISM system for use in HOLLIS should be careful not to include bracketed information that is not part of the heading. For example, in field 100 of the following HOLLIS authority record:
the invalid bracketed reference [AACR2] appears. [AACR2] will appear as part of the author's name in the HOLLIS author index. This mistake can easily happen if staff copy information from PRISM's labelled display rather than the tagged display. Staff should make a print-out of PRISM's tagged authority display and use this information when creating the HOLLIS version of the authority. If you have any questions, please contact Robin Wendler at OSPR (5-3724).
Preparing to use online circulation. HOLLIS online circulation had its two year anniversary this summer, with three libraries, Widener, Cabot, and Physics Research, participating. The pace is quickening, as several more libraries are planning to start using online circulation within the next year. Any library considering HOLLIS circulation should be aware of the fact that online circulation requires a large amount of preparation by the library and OSPR. Units should give OSPR one year's warning if they are planning to use online circulation. If you have any questions, please contact Kate Ellis at OSPR (5-3724).
Payment statement weeding. O/P/R payment statements that were approved prior to 06/30/90 have been flagged as "weedable" and may now be safely weeded. The fiche product reflecting these statements has been distributed to those with subscriptions. If you have any questions about payment statement weeding contact Kate Mullen at 495-3724.
Editor's correction. In the August 1991 Newsletter, Peter Lisbon's article concerning the content of records in the Library of Congress subject headings database (SH) contained a typographical error in the second sentence of the second paragraph. The corrected passage reads:
"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 valid as indicated by the presence of the 260 reference and the code b in the H/REF field."
My apologies to Peter and anyone who may have been confused by this error.
Response time tests. Response time tests are scheduled for the first Tuesday of each month. Upcoming tests are scheduled for: 1 October, 5 November, 3 December, and 7 January. Volunteers should mark their calendars appropriately.
We came dangerously close to not collecting enough data to publish response time statistics for August. Of the normal 10 volunteers, only 5 submitted response time results for the month. I am assuming the summer holidays are to blame and that all volunteers will conduct the September test on 3 September. We need your help!
All response times collected in August indicate that response times remain fairly low and consistent with 95% of all test transactions falling under 3 seconds. Keyword tests continue to be responsible for all test response times which exceed 3 seconds.
Problems with large holdings fields. With greater regularity, it appears library staff are building large holdings variable fields, in many cases to accommodate barcode information for materials sent to remote storage. When a single variable field reaches a single screen display in size (that is, the whole field would fill one single screen) HOLLIS is unable to display that field. You can file the record and redisplay it, but HOLLIS will display the contents of the record only up to the offending variable field. The default command at the top of the screen will be MORE, but when you press ENTER, a blank screen displays. The data is not lost, but only OSPR can recover the data for display. The process of recovering missing data is cumbersome and time consuming!
Unfortunately, HOLLIS will not warn you that the field is too long. While you are building the field, you may not realize how large it will be after HOLLIS reformats it and inserts blanks around subfields, indicators, etc. As a rule of thumb, keep the size of a single field to half a screen length and use multiple occurrences of a field if you need to record a large amount of data. You should also reformat the record (press ENTER) frequently to check the length of the field. If you have any questions, contact Heather Reid at OSPR (5-3724).
I am tentatively looking at the first week of October (September 30th through October 4th) as a good time to hold the session. It should run about one hour -- longer if people have a lot of questions about more complex types of network connections.
If anyone is interested in attending, please let me know by: sending a HOLLIS EMS note to OSPR (ems-hu-00- osp); sending a mail message to NETWRK@HARVARDA; telephoning me at 495-3724; or dropping a note to me at 88 Widener Library. Please indicate the best time or times for you to attend.
New IBM 3151 Terminals. IBM no longer makes our "flagship" terminal, the 3163, but they have added ALA character set capabilities to a different model, the 3151. Many of you are familiar with these terminals already, as they were installed in several locations as public terminals where the character set wasn't needed. Now, with the character set, they can be used as staff terminals, too. The most recent installations, and all future ones, will be this new type of machine.
Fortunately, the implementation of the character set is very similar to that on a 3163; the keyboard layout is identical, and the display of diacritics is the same. The only difference for most users will be a slightly different- sized screen, and a different case. The 3151 appears to be a little more rugged than the old 3163, particularly since the cable running between the monitor and the base unit has been eliminated. This cable was one of the biggest sources of screen malfunctions, so we should have fewer of this sort of trouble.
One notable difference between the terminals is in the programming of function keys. For the most part, this is done in the same way and with the same results as before. However, if you include special characters, such as diacritics or the end-of-field marker in your programmed function-key definitions, you may have trouble. If you do, feel free to give me a call at 495-3724, and I can help you with the process.
New F6 keycaps. The F6 function key is now defined for the newly improved LOCATION command. New keycaps imprinted with "LOC" have been ordered and will be distributed to liaisons when they arrive this fall.
Re-capping the SEND key on IBM 3151 terminals. Some of the older 3151 terminals (primarily in Lamont and Hilles) have one of the RETURN keys labelled "SEND", which might confuse a user who wants to SEND HOLLIS records to his electronic mail account. Since the SEND key does not "SEND" records, OSPR has decided to order new blank keycaps to replace the SEND key. Steve Thornton will contact Liaisons when the keycaps arrive.
Vendor File Changes in August