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HOLLIS Newsletter

Volume 7, Number 1 (January 1992)

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  • Agenda for Next Meeting
  • Notes from December's Meeting
  • New Staff in OSPR
  • A Welcome Addition
  • Operator Profile Defaults
  • Feature Articles
  • Changes to Bibliographic Record Security
  • OSPR Reorganization
  • Notes and Reminders
  • Order weeding
  • In Memory
  • FAXON Training Classes
  • New Summaries in IAC records
  • Response Time Testing
  • HOLLIS Hints
  • "In Process" records
  • Network Notes
  • Canon Printers--all the news
  • Changes to the Vendor File

    Agenda for HOLLIS Liaisons Meeting #72
    January 8, 1992
    Lamont Forum Room, 2:30 - 4:00 p.m.

    1. Announcements: Heather Reid
    2. Update on the new keyword search engine: Daniel Bednarek

    Notes from the December Meeting
    OSPR welcomes a new staff member. Heather Reid introduced Linda Marean who has joined OSPR as Manager of Operations and Network Support. In this newly created position, Linda will oversee the daily network and operation services provided by Steve Thornton, Kate Mullen, and Lauren Caulton. Please see the OSPR reorganization article below for details.

    Our newest (and youngest) HOLLIS liaison. Tracey Robinson and her husband, David Shepard, welcomed Samuel Robinson Shepard into the world at 8:53 am on Monday, 9 December. Samuel, weighing in at 9 lbs. 6 oz. immediately became an honorary liaison -- but out of respect to his mom, we won't put him on the HOLLIS phone chain quite yet. Tracey, Samuel, Lindsay, and David are all doing fine -- Tracey will return from maternity leave in March.

    Preservation of operator profile defaults -- a solution is near. Heather reported that OSPR will soon implement a fix for the operator profile default problem. For those of you who have not been following this problem, please consult articles in the December 1991 Newsletter and the October 1991 Newsletter for details.

    Essentially, this fix insures that an operator who first signs on to and uses a database other than HU will still receive his/her HU operator defaults. In addition, this fix should guarantee that when you switch databases (move from HU - -> BF --> HU, etc.) the values for the following are preserved:

    • TEMP (create order template)
    • SET TAP (set tape location)

    When you switch databases, the values for the following will be set back to their default settings:

    • SET LOC (set location)
    • SET SCR (set screen)
    Unfortunately for technical reasons, SET LOC and SET SCR must be reset to default values. Signon profile defaults (LANG, ACU,CUR, etc.) will be appropriate for the database in which an operator is working.

    OSPR plans to move this fix into production during the week of 16 December. It should no longer be necessary to always perform a transaction in LTHU first to insure that the proper HU defaults, order template values, and SET values are in place. However, if you see anything peculiar, please report it to Heather in OSPR as soon as possible.

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    Feature Articles
    HAAC Approves Change to Bibliographic Record Security. HAAC (the HOLLIS Administrative Advisory Committee) recently approved a change to the HOLLIS signon security structure, in preparation for the removal of the provisional tag set in HOLLIS. This security change, originally proposed by the Standing Subcommittee on Bibliographic Standards and Policy, has been modified due to the impact of the new BF database. Since this proposal has been modified, OSPR would like all library staff to have one final opportunity to offer comment before this change goes into production.

    Original proposal

    In its original proposal to do away with the provisional tag set and adopt four new encoding levels for bibliographic records created in HOLLIS, the Bibliographic Standards Subcommittee recommended a security structure which mirrored the one currently in place. The current scheme distinguishes between operators who can create and edit provisional records and those who can create and edit standard records. The original recommendation called for the ability to restrict operators to records with the lowest of the new HOLLIS encoding levels -- which would be analogous to restricting operators to creating/editing provisional records.

    Impact of the LC books file

    With the advent of the LC books file (BF database) in HOLLIS, many of the operators who used to be restricted to provisional records have requested changes to their security to allow them to edit standard LC records. As a result, only ten percent of the current signon IDs are restricted to provisional records. Operators with these signons generally work with non-bibliographic records that are linked to LOC fields (orders, item records, etc.). Because of the decreasing number of "provisional" operators, OSPR asked the Bibliographic Standards Subcommittee to reconsider their original security proposal. After discussion, the Subcommittee proposed that the security distinction no longer be made between different levels of bibliographic records. Under the new proposal, operators would have full editing capability for bibliographic records at any encoding level or be restricted only to adding and editing LOCs (and the non-bibliographic records attached to LOCs).

    This new proposal has been approved and is scheduled to be implemented in the early spring of 1992. Prior to implementation, staff who have questions or concerns can contact Robin Wendler at OSPR. In addition, liaisons will be discussing this security change at the January 1992 HOLLIS liaisons meeting.

    OSPR Reorganization. In response to the ever increasing demand for operational and network support for HOLLIS, the Production Services Division of OSPR has undergone a minor reorganization. The Operations and Network Support Section has been established and a new position has been created to provide management and supervision for daily network and operation services. Effective 11 December 1991, Linda Marean assumed the position of Manager of Operations and Network Support. Linda has extensive experience in data processing and was instrumental in a recent project to implement NOTIS in the Yale University libraries.

    attached to this newsletter. Steve Thornton, Kate Mullen, and Lauren Caulton will continue to provide daily network and system operations support under Linda's direction.

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    Notes and Reminders
    Order weeding completed. OSPR has finished changing the linkages for orders weeded during the latest weed cycle (see the December newsletter). All of these order linkages represent offline orders which can be found in the off-line fiche product WEEDED HOLLIS O/P/R RECORDS, CYCLE DATE: 8912. Users who temporarily changed their SET SCR OPR command to SET SCR BIB while the linkages were being updated can now safely return to the earlier setting. Thank you for your patience.

    Goodbye Hank. We in the Systems Office were shocked and saddened to hear of the tragic death Sunday, 15 December, of Henry ("Hank") Cowart, our colleague at OIT. For the past twelve years Hank worked in the Office for Information Technology. He was known to us in OSPR as the Computing Center operator who really cared. Hank brought HOLLIS and HULPR up in the morning (sometimes even when they did not want to), and put them to bed at night. He assisted us, skillfully and cheerfully, with literally thousands of runs of the many jobs that are required to keep HOLLIS and HULPR up and working. We'll miss you Hank.

    Faxon DataLinx training/refresher courses at Harvard. Deborah Jensen (Territory Manager), Gloria Alexander (Regional Service Manager), Joanna Mayers (Account Manager), and Deborah Bingham (Account Coordinator) from the Faxon Company will at Harvard this January to offer basic and intermediate-level training on Faxon's DataLinx system. This system is available on the HOLLIS menu by selecting "FAXON" and providing the appropriate Faxon signon name and password.

    Basic DataLinx training is designed for staff who have not used DataLinx before or who need a refresher in the basics -- logging on, Courier, files for locating titles, prices, publisher restrictions, order sample copies, etc. (DataLinx files ATTL, TTL, TKEY, TSUM, SCIT, SCIS, SKEY, INFOSERV.) Intermediate DataLinx training is designed for staff who have had some experience with DataLinx. This session covers how you can access Faxon invoices and claims, MARC bibliographic records, publisher addresses, and also helps you brush up on a variety of shortcuts in different functions. (DataLinx files CLM, INV, SCAN, HIST, KISS, TWIP, PUB, MARC.)

    Any interested staff member can sign up for either program or both. You can take Basic one morning and Intermediate that afternoon or the following afternoon. These are hands-on sessions and space is limited. Please register in advance by calling Elaine Joseph at 1-800-999-3594, extension 503, or send her a Courier message (id: JOSEPH). The deadline for registering for any session is: January 10, 1991. If you have any questions or suggestions, please let Elaine know when you sign up.

    Small change to IAC record content. IAC (Information Access Company) now includes brief article summaries by the author in some of its Expanded Academic Index and Legal Resource Index records. IAC already supplies indexed summaries for a small percentage of its records -- the addition of author summaries will not increase this percentage significantly. In catalog mode, author summaries will display along with indexer summaries (if present) after the ABSTRACT label. This is a relatively minor change -- but we thought you should know.

    Response time tests. Response time tests are scheduled for the first Tuesday of each month. Upcoming tests are scheduled for: 4 February, 3 March, and 7 April. Volunteers should mark their calendars appropriately. System response continues to be excellent, with nearly three-fourths of all commands taking less than one second to begin displaying data. Only one test response (less than one percent of the total test searches, 25% of which are keyword) took longer than four seconds to complete. Just a reminder to the testing squad: When you do the tests, be sure to time from the instant you press the [RETURN] key until the instant the screen starts to fill with data. We have been getting some "suspicious" looking data lately.

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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.

    * * * * *

    LC "in process" records in the BF database. Library staff who search the new BF database will occasionally come across LC "IN PROCESS" records. These bibliographic records are analogous to HOLLIS provisional acquisitions records in that they do not represent full and complete cataloging for the item.

    Staff are free to "haul" these records over to HU using the DERI, MIGR, and MERG commands -- just take care to remove any inappropriate or incomplete data from the record before filing it in HU. Each weekly tape from LC contains a fair number of these records, but future tapes may contain upgrades to these records as the Library of Congress provides more complete cataloging data. When an automatic standing search mechanism is in place this spring, "in process" records in HU will be eligible for automatic upgrade. In the meantime, do not change the encoding level (ENCL) value for BF records that have been moved to HU -- HOLLIS uses the ENCL value to determine eligibility for upgrades.

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    Network Notes--by Steve Thornton
    'Tis the Season for Canon Printers to Break Down. The leading theory advanced by our Canon engineer for the failure of the purge unit on Canon Bubblejet BJ80 printers is an inordinate sensitivity to low humidity. The purge unit is the little pump underneath the green ink-priming lever, which has failed on nearly 100% of the printers Harvard (and other universities) have bought. The failure rate perks up in the late fall and soars in winter, when the humidity falls. Fortunately, Canon has departed from normal procedure and is allowing me to perform the necessary repair, which is to simply replace the failed part with a new one. Together, the engineer and I have replaced nearly 100 of the units, starting last winter, tapering off over the warm months, and now again this fall and winter.

    If you have Canon printers that have already had their purge units replaced, you should not have to worry; this seems to only happen once in a printer's lifetime, like the mumps. If you have installed new printers in the past twelve months, you may safely assume that they will need fixing at some point in the next few months. It is an easy problem to detect: the print will fade out, and when you go to prime the pump, the lever will no longer offer any spring resistance when you press it. The only difficulty in repairing them is the availability of parts. Canon USA in New York sends me as many replacement units as I need, but there may be delays in shipments.

    HOLLIS Printers, Part II.

    If you are wondering why Canon doesn't just build the printers with non-defective purge units in the first place, the reason is that Canon no longer makes BJ80 printers at all. Any new printers acquired in the past year have been purchased from existing stocks, which are rapidly disappearing. When they are gone, they will be no more. This raises the obvious question: what if I need new printers?

    The replacement Canon model, the BJ300, is much improved. It has a vast array of lights, buttons, switches, and features at a very reasonable price. This new printer is extremely competitive for just about any application -- except ours. It cannot print the ALA character set. The method that was used to get the character set printing on the old model will not work on the BJ300. Far better minds than mine own are working on this, so a solution may be discovered, but at this point the BJ300 is not a viable option for HOLLIS users, unless they are willing to give up on the character set (in which case there are much cheaper printers available).

    The old standby printer is the IBM Proprinter III. This machine does print the character set, but it makes a horrendous noise while doing so. This is one of the loudest and most annoying dot-matrix printers I have ever heard. This is unpleasant for library staff areas, and impossible for reading rooms and the like. It is also troublesome to operate -- the paper-feed mechanism jams a lot in unpleasant ways. The Proprinter costs the same as the old BJ80 - about $650.

    Another ink-jet (i.e. quiet) printer that is claimed to print diacritics is one made by Siemens. However, when I inquired about this machine on a network forum, I received several replies from extremely unsatisfied users, who recommended very strongly against it, on the ground that it is hopelessly unreliable and needs repairing once a month or so. Not what we have in mind!

    None of the popular printers around campus, like the Hewlett-Packard Deskjet or Thinkjet, can print the ALA set. So we are, for now, stuck with the Proprinter. Watch this space for news about the BJ300. I am still searching for the perfect printer for you all.

    HOLLIS Printers, Part III.

    When the IBM terminals (it hardly seems fitting to call them the "new" terminals anymore, does it?) were first installed in place of the dreaded Telex 476Ls, there was an immediate chorus of upset voices complaining about the inability to get the paper to form-feed up after printing a screen. If you needed to print just one record per page, you had to get up, put your printer off-line, form-feed up, put it back on-line, and go sit down at the terminal again. Users have been putting up with this annoyance ever since. The problem is that, although the Canon printers are perfectly able to understand the code for "form feed", the IBM terminals are too stupid to send anything out the printer port except what's on the screen, and you can't put a FF code on the screen.

    I recently discovered purely by accident a device that will automatically form-feed after any print data stream. This is the Inmac Smart Switch, an automatic printer switch -- the kind that doesn't require the turning of a knob. It can tell which terminal is sending data, and forwards it on to the printer, first come, first served. Previous models of this type of device didn't have the automatic form-feed, but now they do. After every screen, the paper is advanced to the beginning of the next page. The only drawback of the device is the cost; it's about $175 for the four-way model, $100 for two-way. This may be too much for some departments, especially if your department has a separate printer for every user; there is no "one-way" version!

    However, it may be practical for some of you. In some departments, the only reason for having a separate printer for each user was so everyone wouldn't have to get up from their desks with every page printed -- they could just reach across their desks. If this is the case in your area, you may be able to install a smart switch instead, thereby getting some printers off of people's desks, freeing up real estate, and also making more printers available for areas that now have none. If you are interested, give me a call and we can discuss it further.

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    Vendor File Changes in December


    • GW-BEJFK
    • RUBIN
    • CA-HMCMU
    • SEOMUN
    • ZHONG
    • TRGOS

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