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HOLLIS Newsletter

Volume 6, Number 12 (December 1991)

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  • Agenda for December Meeting
  • Meeting Notes from November
  • Private EMS Messages
  • Change to Shelflist Cards
  • More Staffing Changes
  • Keyword Stress Tests
  • Germany Subject headings
  • Party details
  • RLIN access problem solved
  • More Operator Profile details
  • Make installation plans early
  • Changes to Documentation
  • Feature Article
  • Presentation of LCBF database
  • Notes and Reminders
  • Holiday hours
  • LCBF usage
  • HU nears 3 millionth record
  • LG gets computer resource guide
  • Requesting Vendor File changes
  • Correction to BF charges
  • Order file weeding
  • Quarterly password change reminder
  • Response Time Testing
  • HOLLIS Hints: using LCBF
  • Vendor File Changes last month
  • Attachment on LC Book Files database

    Agenda for HOLLIS Liaisons Symposium
    December 11, 1991
    Wadsworth House Conference Room, 2:30 - 4:00 p.m.

    1. Announcements: Heather Reid
    2. Liaisons Symposium

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    Notes from the November Meeting
    Private messages in HOLLIS EMS. Tracey reminded liaisons of OSPR's recommendation that staff not send private EMS messages to other users. You create a private message by typing "private" at the SECURITY prompt on the EMS new message screen. A private message requires that the recipient know and log on with his/her private password in order to see the message. Most EMS logons are for departments and these generally do not include a private password. Staff members with personal logons normally do not have private passwords and those that do frequently forget the password due to non-use. OSPR cannot help staff who forget their private passwords because this information is not available to the EMS administrator.

    After 30 days, the system will purge any mail, private or otherwise, which is not read. The purged messages are printed out for the EMS Administrator (Kate Mullen). So, unless EMS private messages are crucial to your job, please avoid using this feature. If you have any questions, please contact Kate Mullen in OSPR.

    Proposed enhancement to the contents of HOLLIS-produced shelflist cards. It has been suggested that HOLLIS shelflist cards be modified to include the short holdings statement (subfield h of the location field) when it is present on a bibliographic record. Liaisons generally agreed that such an enhancement would be useful -- although Kathy Anderson noted that subfield h data may change over time and wouldn't this make the shelflist card data less accurate? OSPR will add this suggestion to the Production Services enhancement list.

    OSPR staffing changes, an update. There are some temporary and permanent changes to OSPR staffing that will take place over the next several months. Tracey Robinson will be on a leave of absence from December 1991 through the end of February 1992. Heather Reid will be the acting Head of OSPR Production Services during this time. Walter Stine, Systems Librarian in OSPR's Production Services Division, has resigned to become the Head of Circulation and Reserves at Lamont Library -- beginning December 1st. Our best wishes to Walter in his new position. In Walter's absence, please continue to send your HOLLIS report requests to "Report Requests, OSPR, 88 Widener Library."

    The Production Services Division of OSPR is in the process of reorganizing tasks and responsibilities within the division in a continuing effort to maintain a consistent level of do appreciate your patience during this period. If you have any questions please contact Heather Reid at OSPR.

    OSPR to conduct a keyword stress test. OSPR's Development Division is planning to install a new keyword search engine (the software that makes keyword searching possible) in HOLLIS and HULPR catalog mode. As part of this development effort, Heather Reid asked for staff volunteers to take part in a keyword stress test on Wednesday, 27 November. This test will help identify performance problems with the new search engine.

    Tracey remarked that replacement of the keyword search engine is required by contractual agreements with NOTIS systems. This new search engine is not the long-sought cure for all of our keyword woes -- but merely a replacement of one engine by a similar one. Heather noted that the new search engine may include some new functionality -- SSHUSH (Standing Subcommittee on User Services in HOLLIS) is currently reviewing some of these possibleenhancements. OSPR will provide more details about possible keyword search enhancements once the development process is further along. The new search engine is tentatively scheduled to go into production in time for the spring semester (late January). As always, we'll keep you posted.

    "Germany" subject heading problems. It was recently discovered that a large number of subject and author headings for Germany (East) and Germany (West) were changed to "Germany." The headings "Germany (East)" and "Germany (West)" are still valid as subject or author headings in many circumstances. The source of these changes has been identified and these changes have stopped.

    OSPR is investigating possible recovery options. Since thousands of bibliographic and authority records may have been affected, there will be no easy solution. In response to a question, Robin confirmed staff should correct these incorrect headings when they encounter them. However, note that there are valid occurrences of the heading "Germany" as well -- so only change it if you know it is wrong. If you have questions, please contact Robin Wendler at OSPR.

    December is liaison symposium month. Just a reminder that the annual HOLLIS liaisons symposium takes place at the December liaisons meeting. The location of this symposium/party has been changed to the Wadsworth House conference room, but the time, 11 December, 2:30 to 4:00 pm, is still the same. OSPR will provide liquid refreshments, cheese/crackers, and paper goods. If you can contribute food, bad jokes, card tricks, etc. to this event, please contact Julie Wetherill at OSPR.

    Problems with RLIN access from HOLLIS terminals. There was a new release of TELNET software installed at OIT on Tuesday, November 12th that has had some effect on the use of TELNET from library staff terminals. Specifically, RLIN users were reporting that they were losing the top line of the screen display. There were sporadic reports of problems connecting to other Internet resources -- problems probably also related to the TELNET upgrade.

    On Friday, 22 November, this RLIN problem was fixed. Staff no longer need to follow Dora Volfson's temporary instructions for accessing RLIN -- simply select RLIN from the "Harvard University Library" menu just as in the past. If you experience any further problems, please report them to Heather Reid or Dora Volfson.

    Signon profile preservation -- the saga continues. OSPR recently implemented a change that causes the system to preserve an operator's signon profile as he/she moves from one database to another. [See the article in the October 1991 HOLLIS Newsletter for details about this change.] One unfortunate side-effect of this change is that an operator who logs on and first chooses a database other than HU will get generic defaults for that database rather than defaults for the HU database.

    In order to ensure that you pick up your proper HU operator defaults, you should get into the habit of saying "LTHU FI SMITH" (for example) as the FIRST thing you do EVERY time you log onto HULPR. Simply saying "LTHU" and pressing enter is, apparently, NOT enough to pick up your defaults. You must perform a search or other transaction (CINV, VNDR, etc.) in LTHU to be sure your HU defaults are picked up for that session. Then, you can cross back and forth among databases (HU->BF->OW->HU etc.) knowing your HU defaults will travel with you for the entire session. Just be sure to always start with a transaction in HU.

    If you or another staff member forget and do the unthinkable, you can correct the bad defaults by following these steps:

    1. Log off from HULPR.
    2. Get another operator to log onto your terminal and perform a search in LTHU.
    3. Have that operator log off and then you log back onto your terminal and be sure to perform a search in LTHU.

    OSPR is working on a permanent solution to this problem and will notify staff via EMS when a solution is found.

    Planning for new HOLLIS terminal installations? Steve Thornton reports that there has been a sharp increase in the requests for information about acquiring new HOLLIS terminals. Tracey reminded liaisons that units considering adding new terminals to the network must arrange these installations in advance with Steve. There is currently about a two month lead-time between a new request and terminal installation. If you have questions, please contact Steve Thornton.

    Suggested change to HOLLIS staff documentation production. Several library units have expressed a need to receive extra copies of certain parts of the HOLLIS Reference Manual two-volume set -- but only parts. In many cases, units need only copies of volume two -- the appendices. OSPR is reluctant to split up subscriptions and send extra copies of the second volume only. Liaisons agreed that one possible solution would be for OSPR to distribute appendices on white instead of colored stocks, making reproduction of sections easier (have you ever tried to make a copy of the purple-colored report request form in Appendix P?). OSPR would also avoid having to split up the Reference Manual subscription using this solution.

    Starting with the next release of updates to Reference Manual appendices, all sections will printed on white stock. Gradually over the next 12 months, all appendix sections will be replaced by sections on white stock. Units should consider investing in some dividers to separate these appendix sections -- which will all be on white stock and no longer easily distinguishable. If you have any questions, please contact Julie Wetherill at OSPR.

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    Feature Articles
    Demonstration of the New BF Database. The most recent four years worth of Library of Congress monograph cataloging records were added as a technical services database in HULPR on Monday, 18 November. Called the BF for "books file", this database will serve as a resource for both acquisitions and cataloging staff. Staff can identify BF cataloging records for materials they plan to order or materials they are preparing to catalog and (using special commands) move these BF records into the HU database.

    At the November meeting, Julie Wetherill from OSPR demonstrated how staff might use records from this new database. The search and display of BF records works in the same way as search and display of records in other HOLLIS databases. The difference is that BF records do not contain library locations because they do not represent materials from Harvard collections. Julie also demonstrated how to use the commands DERI (derive), MIGR (migrate), and MERG (merge) to adapt BF records for use in the HU database. A copy of the handout from the demonstration, which includes details about the BF database and instructions for using DERI, MIGR and MERG, is attached to this newsletter.

    Implications for technical services workflow

    Although BF records will save library units time and money, they do not eliminate most of the tasks involved in the cataloging and acquisitions processes. Authority work must be done on access points in the record, the holding of the item must be reported nationally, a shelflist card and/or spine label may need to be produced. These tasks will continue to be necessary, but will be done by HOLLIS rather than by a utility. When a staff member migrates a BF record into HU, he/she will still have to perform authority work on headings. To report holdings nationally, staff will use the TAPE command (see below). To produce shelflist cards, staff will use the SLC command. OSPR is now investigating a spine label creation process in HOLLIS.

    TAPE command and the "tapeout" process

    Units planning to use the BF database as a resource file will need to familiarize their cataloging staff with the tapeout process. The "tapeout" process involves sending HOLLIS bibliographic records on magnetic tape to a destination outside of Harvard (such as OCLC or RLIN). The following instructions describe the process of sending copies of individual bibliographic records to tape for distribution outside of Harvard. If you are interested in sending a batch of bibliographic records via tape, you may want to consider a batch version of the tapeout process. Consult OSPR for details.

    Operators who are authorized to create and update standard bibliographic records are now authorized to use the TAPE command. Operators authorized to create and update only provisional bibliographic records must request a change to their operator security to allow updates to standard records (and access to the TAPE command).

    The tapeout process is as follows:

    Step 1 Set the destination for the taped records. At the beginning of your terminal session, enter

    • LTHU SET TAP [destination code]
    • example: LTHU SET TAP OCL sends taped records to OCLC

    Destination codes currently defined are: OCL (OCLC), RLI (RLIN), and ONR (both OCLC and RLIN). You need only do this once -- unless you plan on changing the destination for certain records. If you sign off HULPR, this destination information is lost, but if you move from one database to another it is retained.

    The system confirms that the destination is set by displaying the message:


    Step 2 Use the TAPE command to identify records to be "taped out." You can use the TAPE command in two ways. From the displaying bibliographic record, enter

    • TAPE - [LOC repeat number]
    • example: TAPE - 2 this sends a copy of the displaying record for the library on LOC/2

    Or, from any screen in LTHU, enter

    • TAPE [record number] [LOC repeat number]
    • example: TAPE AAA1234 2

    The system confirms that a record copy has been written to tape by displaying the message:


    You will perform Step 2 for each record to be taped out. The system will allow you to tapeout standard records only. If you attempt to issue the TAPE command for a provisional record (encoding level of 9) the error message ENCODING LEVEL INVALID FOR TAPE COMMAND will display.

    Implications for signon security

    By the time the BF database debuted in HULPR (18 November), approximately sixty percent of operators who had applied for authorization to use the MIGR and MERG commands received authorization. Kate Mullen, HOLLIS Security Administrator, is working to fulfill all security requests for these commands and will contact each unit when their authorization is in place. We truly appreciate your patience in this matter.


    In this first phase of BF database implementation, library staff should familiarize themselves with BF and examine ways in which BF cataloging records can benefit their technical services workflow. They should also make sure that appropriate staff members have authorization to use the DERI, MIGR, and MERG commands in order to fully exploit BF data. In the spring of 1992, a standing search mechanism and reporting facility will be added as phase two of this project. OSPR will keep staff informed of phase two preparations over the next several months. If you have any questions about this project, please contact Robin Wendler at OSPR.

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    Notes and Reminders
    HOLLIS / HULPR holiday hours. Just a reminder that the holiday hours for the HOLLIS and HULPR systems are as follows:

    • Christmas Eve, 12/24/91... HULPR and HOLLIS come down at noon.
    • Christmas Day, 12/25/91... HULPR and HOLLIS not available.
    • New Year's Eve, 12/31/91... HULPR and HOLLIS come down at 5:00 pm.
    • New Year's Day, 01/01/92... HULPR and HOLLIS not available.

    Both systems will be available during regular hours on all other days during the holiday season.

    BF file usage summary. Use of the BF file appears to be well above our expectations! In the first week (November 18 - 22) there were almost 1,200 records migrated or merged over to HU from the BF file. The file is being searched on the order of 5,000 times per day, with the subject index being the most popular so far.

    Remember that the scope of the BF file is four years of LC cataloging (1988 through the present). This is calculated from the record's fixed field publication date (PDATE), NOT from when LC cataloged the book! Records with PDATEs predating 1988 will not be included in the file!

    Another note on the contents of the file: prior to 1990 LC did not consistently supply 040 fields in cataloging records with source codes of blank, a, OR b. Those of you who have noticed missing 040 fields in older standard BF records take note! The 'TAPEOUT' process will supply an 040 field if none is found in the HOLLIS record.

    HU database nears another milestone. As this issue goes to press, the number of bibliographic records in HU is hovering around 2,950,000. At our present rate of growth (between 25 - 40,000 records a month) HOLLIS could ring in the new year above the 3 million mark. Who will be responsible for the 3 millionth record? Could it be just a year ago that HU passed the 2 million mark? Alas, this will be only one of many milestones that HU passes as the University Library gears up for full-scale retrospective conversion of its collections over the next 5 - 10 years.

    LG database is now... The Guide to Harvard Libraries AND COMPUTING RESOURCES. In the past you could find library information in the LG database. Now you can also find out about instructional and research computing resources at Harvard. The database name -- LG -- is the same, and you can still search by a facility's name (FIND LI) or by keyword (FIND KW).

    This information, drawn from OIT's printed Guide to Harvard Computing Resources, may not always be comprehensive. You should contact the individual facilities for more detailed information. So, type CHOOSE LG to select this Guide and find out more about Harvard libraries and computing resources.

    Vendor file procedures. There seems to be some confusion about the procedures for requesting changes to the HOLLIS vendor file. Lauren Caulton in OSPR is responsible for maintaining the vendor file and has offered the following suggestions. Following these guidelines would help us to better process your requests. Further instructions as well as the form can be found in Appendix S of the HOLLIS Reference Manual. All changes or additions should be sent on a copy of the change request form. When asking for an addition, please suggest, if possible, your own vendor code of up to 10 characters. It is hard for me to create dozens of codes, and it would help you to find the code once it is created. If there is a conflict with the code you suggest I can always get back to you.

    Include a copy of the invoice or other paperwork which shows the corrected address of the vendor. I often receive conflicting requests from different units and it is essential to know the source and currency of your information. Please also use the form to indicate which address should correspond to each of the categories in the vendor file: order, return, claim, and especially payment. I am not familiar with the vendors and am not likely to know which address is the office and which is the warehouse.

    Finally, please indicate who you are. There are often problems which prevent the processing of a change. One common occurrence is that I can not read your handwriting. Anonymous requests which require clarification usually go unprocessed. Therefore please include your name and phone number. (LC)

    Correction on changes for use of BF database. An article on LC file funding in the November 1991 HOLLIS Newsletter mistakenly says that there will be a per use charge for the MIGR, MERG, and TAPE commands. Actually only the TAPE command will be charged separately, not the MIGR and MERG commands. Use of all three of the online commands (MIGR, MERG, and DERI) is considered to be part of the flat annual subscription rate. Sorry for the confusion.

    Order file weeding. OSPR has completed a weed of the HU order file -- closed orders that have not been updated since 31 December 1989 are no longer available online. The fiche product for this order weed cycle was distributed last month and should be referred to for information about these weeded orders. If you have any questions about this weed cycle, please contact Kate Mullen at OSPR.

    Quarterly password change reminder. Until the new security procedures are in place (at which time users will change their own passwords) 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:

    • operators authorized to approve invoices for payment,
    • operators authorized to create & update ACU records,
    • operators authorized to display patron records, and
    • operators authorized to use the (circulation) "HAS" command.

    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 the OSPR Security Administrator, Kate Mullen, at 495-3724.

    Response Time Testing Response time tests are scheduled for the first Tuesday of each month. Upcoming tests are scheduled for: 7 January, 4 February, and 3 March. Volunteers should mark their calendars appropriately.

    We continue to see good response times particularly for non-keyword transactions. 94% of all test transactions were completed in under 3 seconds. The longest response time for a keyword transaction was 6 seconds. It is hard to complain about HOLLIS or HULPR response time given these results!

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    HOLLIS Hints
    HOLLIS hints is an occasional Newsletter feature that presents helpful hints about HOLLIS system features. OSPR is eager to collect suggestions for topics in this section. Please contact Julie Wetherill at OSPR (495-3724) if you have a suggestion.

    BF Database hint. Do you get the following error message when trying to display a BF record in the HU database?

    LTHU ind abc1234 bf RECORD ID NOT VALID
    When using the DERI and MIGR commands, one step in the process requires the operator to display a BF record from the HU database. The recommended format for this step is:

    LTHU FIND ABC1234 BF and press RETURN

    When you move your cursor over to the right of the record number, please remember to put a space (using the space bar) after the number and before the database code (BF). If you just use the right-arrow key to move over a space, it is not a real space and the command will not work.

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    Vendor File Changes in November
    New Vendors

    • HUCL
    • NAHAR
    • PRC
    • SHARQ
    Disabled Vendors
    • SABO

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    LC Books File -- BF Database
    Vital statistics:

    ACCESS: Signon to HULPR and use LTBF as the transaction identifier. Search by author (FIND AU), title (FIND TI), LC subject (FIND SU), MeSH subject (FIND ME), ISBN (FIND BN), government number (FIND GN), or LCCN (FIND LC).
    AVAILABLE: scheduled for 18 November.
    COVERAGE: most recent four years of LC monograph cataloging records. Does not include microforms and JACKPHY languages (Japanese, Arabic, Chinese, Korean, Persian, Hebrew, and Yiddish. Romanized records in these languages are included.
    RELATED COMMANDS: MIGR (migrate), MERG (merge), and DERI (derive).
    SECURITY: All operators can search and display BF records. Operators planning to use the MIGR and MERG commands must request authorization from the HOLLIS security administrator. Use of the DERI command is associated with an operator's authorization to update bibliographic records and does not require special authorization.
    SIZE: approximately 440,000 records. Database size varies with updates and annual weeds.
    UPDATE SCHEDULE: weekly. The update schedule will appear in the HOLLIS EMS common messages bulletin board.
    WEED SCHEDULE: OSPR will weed BF once a year to keep only the most recent four years (for example, the 1988 records will be weeded at the end of 1992).


    DERIVE (DERI) command

    The DERI command allows an operator to use an existing record as a template for creating a new record for a different but similar item. The DERI command does not delete the BF source record. Most useful for acquisitions processing -- when a BF record can serve as a template for something you are ordering in HU.

    Step 1. Identify the number of the BF record to be derived.
    Step 2 . Type lthu find [BF record number] bf and press ENTER to display the BF record from HU. For example: lthu find aaa0905 bf.
    Step 3. Type deri from the displaying record and press ENTER.
    Step 4. Add your location and make any other changes to make this record correct. File the record using the DONE command when you are finished.

    MIGRATE (MIGR) command

    The MIGR command will move a BF record into HU. MIGR deletes the BF source record once the new HU record is filed. With the MIGR command, you can use the BF database as a resource for new acquisitions or cataloging records.

    Step 1. Identify the number of the BF record to be migrated.
    Step 2. Type lthu find [BF record number] bf and press ENTER to display the BF record from HU. For example: lthu find aaa2094 bf.
    Step 3. Type migr from the displaying record and press ENTER.
    Step 4. Add your location, make any other changes to make this record correct, and file the record using DONE. Add an order record if this is for acquisitions.

    MERGE (MERG) command

    The MERG command allows an operator to target an existing HU record with a record from the BF database. Use MERG to overlay an HU provisional or less-than-full cataloging record with a BF cataloging record. MERG is similar to the ENHB (enhance bib) command and the automated process used to overlay HU records with incoming utility records.

    MERG will merge the two records in HU and force the operator to look at every screen of the newly merged record before he/she can file it. After the merged HU record is filed, the BF source record is deleted.

    Step 1. Identify the number and check digit of the BF record (source) and the HU record (target).

    Step 2. In the HU database, use the MERG command in either of two ways:

    • LTHU merg [target record #/check digit] [source record #/check digit]
    • ex. merg aaa5411/5 aaa2377/5

    or from the displaying target HU record:

    • LTHU merg - [source record #/check digit]
    • ex. merg - aaa2377/5.

    Note that in both forms of this command, the system assumes the first record number represents an HU record, the second a BF record. You do not need to identify the database.

    Press ENTER after the command is typed.

    Step 3. Add your library's location and make any other changes to make this record correct. The system will force you to page through each screen of the record. File the newly merged record using the DONE command.

    The MERG command keeps local fields from the HU version of the record (including 6xx, 7xx, and 8xx fields which contain subfield i's to mark them as locally defined headings). The source record is always the BF record, the target is always the HU record.

    The MERG command performs some data checking. You can merge a BF cataloging record with an HU provisional record or with a less-than-full HU standard record (LCMRC value 0). The system will prevent a merge with a full-level (LCMRC value 5) HU standard record. The system will let you merge a BF record with an HU book format record and will prevent merges with other formats.

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