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HOLLIS Newsletter

Volume 7, Number 3 (March 1992)

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  • Agenda for March Liaisons
  • Meeting Notes from February
  • New HOLLIS Vouchers
  • Demise of 9xx tags
  • IBM service calls
  • Correct use of primer pump
  • New listserv--LIBINFO
  • Synchronizing the Vendor files
  • LC Book File reports
  • Update on Development projects
  • Notes and Reminders
  • DERIVE command discussion
  • Keyword files undergo improved regen
  • Password changes
  • Response time tests
  • HOLLIS Hints
  • What does LANG code really mean?
  • Network Notes
  • Canon printer tips
  • Procedures for IBM service calls
    Agenda for HOLLIS Liaisons Meeting #74
    March 11, 1992
    Lamont Forum Room, 2:30 - 4:00 p.m.

    1. Announcements: Tracey Robinson
    2. Discussion of the DERIVE command (see Notes and Reminders)
    3. Update on OSPR Production Services projects

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    Notes from the February Meeting
    New vouchers in production. Heather reported that the new Holyoke Center-approved yellow and green vouchers are now in production but there are ongoing problems with both forms. There appear to be at least two versions of each form, preventing HOLLIS print programs from printing voucher data in the correct positions. On the green vouchers, the four boxes containing voucher and vendor numbers (in the upper right corner of the form) change position depending on the version of the form being used, causing the misalignment of printed data. Also, units are debating where to print the name that formerly appeared in the 'PREPARED BY' box on the old green form. On the new form there are two boxes, labeled 'PREPARED BY' and 'APPROVED FOR PAYMENT' where this information may appear. A few units have an interest in which label the message prints under, but most do not care. OSPR plans to continue to use the 'PREPARED BY' label until further notice.

    On the yellow vouchers, the free text box formerly used by the issuing department (NV; note on voucher message) is now gone. Text from NV fields is printing on the second line of the 'DETAIL OF EXPENDITURE' section.

    OSPR is attempting to resolve these problems with Holyoke Center and our printer, Keyforms. If you have further questions, contact Kate Mullen or Kate Ellis in OSPR.

    [Follow up from Kate Ellis.] OSPR met with Holyoke Center and resolved our voucher form problems. We have agreed that vouchers created through HOLLIS will usually be handled specially by them, and OSPR plans to print the phrase "HOLLIS purchase of Library materials" on the vouchers in the near future to allow them to easily identify forms printed by OSPR. This text will appear on the yellow vouchers on the first line of 'DETAIL OF EXPENDITURE', and on the green forms in the 'SPONSORED RESEARCH' box.

    Also, for the green forms, Holyoke assured us that only one version of the form will be produced in the future! Until we use up the old forms, Holyoke Center will accept the vendor number printed anywhere in the upper right corner of the form. Look out for an EMS message detailing when these changes will be in effect.

    Update of the demise of 9xx tags. The demise of the 9xx tag range, otherwise known as the encoding level conversion project, is tentatively scheduled for early April. All records containing 9xx tags will be converted to standard tags, encoding level '9' and 'h' records will have their ENCL values changed to 'a' and 'c', and two new encoding levels, 'b' and 'd', will be added to further distinguish cataloging levels of records created directly in HU. After the conversion library staff will no longer be able to use 9xx tags in bibliographic records, with a few exceptions. All existing and newly created bibliographic records will contain standard level tags. A 'provisional' record will be distinguished by the code 'a' in the ENCL fixed field position.

    What follows is a description of how these changes will effect library staff in the areas of sign-on security and staff training.

    Sign-on security

    Currently, there are HULPR sign-ons limiting the operator to creating only 9xx tagged bibliographic records. After the conversion, these sign-ons will not allow record creation because 9xx tags will be invalid. The Subcommittee on Bibliographic Standards has recommended two levels of security in our new 'Standard' world: one allowing an operator to edit bibliographic records at any level and one allowing an operator to edit only his/her library location (and the records attached to that location). Heather asked that HOLLIS liaisons review the operator sign-ons in their units to determine if any have 9xx tag-only security. If there are, liaisons should contact Kate Mullen in OSPR by 27 March to request that the signon(s) either be upgraded to allow record editing, or downgraded to limit editing to location fields only. Any sign-ons that still contain 9xx tag security after the conversion will be downgraded to location-only security.

    Staff training

    The HOLLIS bibliographic environment has undergone rapid changes and some staff find it more difficult to use the bibliographic record to interpret the status of materials. OSPR will host a training session to familiarize staff with the standard tag set and the new encoding levels. All interested library staff are invited to register for this session.

    • When: Tuesday, 31 March, 10:00 am - 12:00 noon
    • Where: Lamont Forum Room

    To register, contact Eric Young or Julie Wetherill in OSPR (495-3724) by Friday, 20 March. There will be hand- outs distributed at this session. You may receive a copy of the handouts without attending the meeting by also calling Eric or Julie.

    Change to IBM service call procedures. In an attempt to better track IBM service calls, OSPR has instituted the following policies. A unit should call OSPR with an equipment problem; OSPR will call the request in to IBM and then call the unit back to confirm when the service call is scheduled. You should expect service within one working day and if no one shows up after two working days, contact OSPR. In addition, OSPR is negotiating with IBM to have their service people leave evidence that they have made a service call. If you have any questions regarding this policy, contact Steve Thornton in OSPR. [Please refer to Network Notes for a related discussion.]

    BJ-80 printer primer problems continue. Like salmon swimming up stream to spawn, like lemmings running over a cliff, one BJ-80 primer breaks, followed by another, and another, ... Harvard library units have suffered a large number of failures of the green primer lever over the last few months. Steve Thornton has fixed most of these, but if your unit has an inoperable BJ-80, please let Steve know.

    A new electronic discussion list for Harvard libraries. LIBINFO is an OSPR-sponsored electronic discussion group where library staff can communicate their questions and comments on library issues of interest to the Harvard community. In addition, OSPR staff will be posting to LIBINFO messages from such discussion groups as NOTIS- L, PACS-L, BI-L. We encourage other LIBINFO participants to do the same. Anyone who has an electronic mail account that can access Bitnet or the Internet can join LIBINFO -- all Harvard library staff are welcome to join whether or not they plan to actively participate.

    LIBINFO provides an excellent opportunity to improve the communication amongst staff in our decentralized library system. If you want to join but do not have an electronic mail account, please contact your local electronic mail provider, or the OIT Technical Assistance Line (495-9388).

    Improving communication of vendor information with Holyoke Center. Holyoke Center Accounts Payable and HOLLIS both maintain files of vendor information that are not linked electronically. Occasionally Holyoke sends payments to the wrong vendor address because their files are out of synch with HOLLIS vendor files. Daniel Bednarek described an OSPR project to develop an automatic mechanism that would take Holyoke's vendor change information and update the HOLLIS vendor file. He noted that this was actually a smaller part of the much larger project to allow the electronic transfer of corporate payment information from HOLLIS to Accounts Payable.

    This project has a tentative due date of mid-March 1992. How frequently HOLLIS will be updated by Holyoke data has not yet been determined. OSPR plans to produce a report of vendor address changes following each update, but the form of this report and its distribution are still under consideration. Daniel asked staff members to contact him if they are interested in this report or details about the data transfer process.

    Reports on LC books file data -- an update. OSPR now offers reports from the LC books file (the BF database). Although mainly of interest to collection development/acquisition departments, this service is available to anyone who requires information about the contents of BF. Daniel Bednarek described the following three report forms.

    Ad-hoc reports are similar to the regular reports offered for the HU database. Any manner of statistical or laser- printed bibliographic report can be generated, based on a wide variety of fixed- and variable-field selection criteria. Cost will be the same as for HU reports: $30 for statistical or bibliographic reports using less than $100 in machine resources; actual cost for reports over $100, plus $.07 per printed page for laser-printed bibliographic reports. Ad-hoc BF reports are available now. To request one, use the regular HU report request form (in Reference Manual, Appendix P) or a facsimile, specifying BF at the top.

    OSPR will offer an accession list service beginning 1 April. Reports from this service will list new books in the BF database. On a regular basis (probably monthly, although the frequency has not yet been determined), reports will be created for subscribing units using a fixed set of selection criteria. As new data is added to the BF database, a standard, two-column, full bib, laser-printed bibliographic report will be generated that lists recent additions in the subscriber's area of interest, in LC call number, main entry, or subject sort arrangement. This product is patterned after the Accession Lists produced by the Library of Congress for selected subject areas. As with the ad-hoc reports, a wide range of fixed- and variable-field selection criteria can be established, but, since this will be a subscription service offered at a lower cost than would be possible if running a comparable set of ad-hoc reports, we ask that the selection criteria be carefully determined at the time a subscription is taken, as only minimal changes will be allowed after that point. Cost for the remainder of this fiscal year has not yet been established, but will be in line with the charges for our newbooks subscription service. Please contact Daniel Bednarek if you are interested in signing up for this product.

    Beginning April 1, those units subscribing to the newbooks subscription service (showing what has been catalogued in HU in the past month or two), will begin to receive a new product. Currently, cataloging activity originating from BF records is not reflected in new books lists. The 'new' new books reports will now list any cataloged record regardless of where it comes from. These improved lists will be laser-printed, two-column bibliographic-type reports. The selection criteria utilized for the current newbooks lists will be retained, and no additional charges will be assigned. Please contact Daniel Bednarek for more information.

    Development Division projects -- an update. Priscilla Caplan, head of OSPR's Systems Development Division, provided liaisons with an overview of many of the Division's upcoming projects. Cilla noted that the latest completed project was implementation of NOTIS Search software to replace the BRS keyword search software. This software 'switch', which was required by contractual agreements, involved lots of development effort but had few pay-offs for users.

    A Global Change function

    A new global change function, tentatively planned for later in the Spring of 1992, will enable an operator to change all occurrences of a heading or part of a heading online in HULPR. The operator could do this from a displaying authority record, or from a special fill-in screen. The planning for global change began back in the summer of 1991, when a workgroup of HAAC (HOLLIS Administrative Advisory Committee) reviewed the NOTIS global change function to determine if it would function properly within the HOLLIS environment. OSPR is currently implementing the workgroup's recommendations for the online function (the command structure) and is still designing the background processing portion (how HOLLIS locates the headings, how it applies corrections to HU records and indexes).

    Index restructuring project

    An index restructuring project, tentatively scheduled for late March 1992, will significantly reduce the frequency of 825L ABENDS that occur when large blocks of data with similar access points are added to a section of an index, causing it to fill up and prevent further activity. This restructuring needs to be done now so that when University Library-wide retrospective conversion gears up the indexes will be able to handle the large additions of data. Cilla noted that OSPR needs to proceed with caution since although this development requires little programming, it effects almost every module in the HOLLIS online programs.

    Retrospective conversion projects

    The Library is still hoping to receive funding and approval for Recon this spring. The HAAC Recon Task Group has designated several work groups to deal with the development issues related to authority control, duplicate detection/resolution, and serial recon. Cilla described some highlights from the authority control and duplicate detection/resolution groups.

    In the authority control arena, Harvard plans to prepare the HU bibliographic file for recon by shipping a copy of it to an outside vendor for authority clean-up. Recon records will also undergo authority clean-up by this vendor before being added to HU. It is possible that during the period of recon, all newly cataloged records in HU would also be sent off for clean-up. This last step would have implications for cataloging department workflows. The Recon Task Group is currently investigating the services of two authority control vendors. The University plans to select a vendor in time for the preliminary HU record clean-up project, scheduled to begin in September 1992.

    The duplicate detection/resolution group is examining how to improve HOLLIS' management of the recon records once they arrive back from the vendor. Recon of library collections will dramatically increase the rate that bibliographic records are added to the HU database. OSPR will need to redesign the current HU duplicate detection and resolution routines to be able to handle the increased volume and different characteristics of incoming recon records.

    HAAC recon workgroups will be reporting their findings in March and April. Open meetings will be scheduled thereafter to describe recon activities and to assist library units in their own planning.

    HOLLIS production of spine labels

    HOLLIS production of spine labels has become of primary importance to units using the LC books file for a healthy portion of their cataloging. The Development Division is still in the design stage and has formed a work group to draw up functional specifications for how a spine label function should work. From preliminary investigations, it appears that HOLLIS could produce spine labels using a mechanism similar to the record by e-mail function currently available in the Public Catalog. That is, an operator would store records in a set and send it to an electronic mailbox. The records, in MARC format, could then be downloaded into a PC package that would format and print the labels to a unit's own specifications. OSPR is also pursuing possibly writing a custom program to print spine labels, using the MARC data sent from HULPR. This project has no definite due date. A functional specification will be distributed when it is finalized by the work group.

    Networked CD-ROMs

    OSPR is investigating the possibility of offering CD-ROMs over a campus network. Currently individual libraries offer various CD-ROM products at single work stations only, but a networked CD-ROM would provide multiple-user access from many locations, including remote access. OSPR is working with staff at the Science Center to develop a preliminary plan -- but development is in too early a stage to be able to set a due date.

    Elsevier's TULIP project

    Elsevier Inc. is sponsoring the TULIP project, in which it makes available to academic institutions the full text, bitmapped images of 32 journals in the field of material science. TULIP participants must design a method for making this bitmapped full text available to their users. Harvard and MIT are considering a joint project in which MIT would store the bitmapped images on a server but both MIT and Harvard would develop separate mechanisms for delivering this data to users. MIT currently holds nearly 100 per cent of these titles while Harvard holds more than half. The impetus for Harvard to participate is not the subject area of material science, so much as the opportunity to implement a display and delivery system for images. Harvard and MIT plan to submit their TULIP proposal in mid-March but the actual results will not be seen until at least 1993.

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    Notes and Reminders
    Call for a discussion about the DERIVE command. At the March 1992 liaisons meeting, OSPR will ask liaisons to consider whether we should change the default ENCL assigned to records created with the DERIVE command. Currently, when you use the DERIVE command to create a new version of a record for ordering or cataloging, HOLLIS automatically assigns the encoding level value of 'h' (cataloged locally in HOLLIS) to the newly derived record. This is true if you DERIVE from one HU record to make another HU record or if you DERIVE a BF record for use in HU.

    This is how the command was designed and it works fine, with possibly one exception. Staff using the BF database report that a 'significant' percentage (we don't know how large) of BF records are low-level, encoding level '5' records (in process). When you DERIVE from this level of BF record, the resulting HU record is assigned an encoding level 'h' which implies a minimal level of cataloging has been performed on the item -- which may not be true if it is used as an acquisitions record. Further, level 'h' records will be exempt from the automatic standing search mechanism (meaning they will never be automatically machine-upgraded). The ENCL field can be changed by the operator, but this does add extra work to the process.

    Several options have been proposed to deal with this situation. We need liaisons to review the following options and bring their questions and comments to the March meeting.

    Option 1: Make no changes to DERIVE.

    This means that an HU record derived from a BF encoding level '5' record will have an encoding level of 'h' and will not be automatically eligible for standing search replacement -- not the greatest situation. Using DERIVE with higher level BF records is not a problem -- you would expect their encoding levels to translate into an 'h'. In this option, acquisitions staff must change the ENCL value from 'h' to '9' when appropriate.

    Option 2: Have DERIVE assign an ENCL value of '9' (provisional) by default, rather than an 'h'. This must be true for all derived records, regardless of the database from which the source record comes.

    OSPR does not consider this to be the most desirable option, since in many cases we want a derived record to have an encoding level of 'h' because the original record had an encoding level higher than '5'. Staff would have to change '9' back to 'h' after deriving the record.

    Option 3: Have DERIVE check the source record's ENCL value and translate it to '9' if the original value was '5'. DERIVE would perform this check no matter which database the source record comes from.

    This option works only if we can identify a finite set of ENCL values where a translation to '9' would always be appropriate.

    Note that this is an issue only with the DERIVE command. The other bibliographic maintenance commands (MIGR, MERG, ENHB, etc.) do not change the encoding level value -- what you see is what you get. Contact Julie Wetherill or Robin Wendler in OSPR if you have questions about this issue that cannot wait for the March liaisons meeting.

    Keyword file regeneration. As was announced at a HOLLIS Liaisons' meeting earlier this year, OSPR has installed new software for the public catalog keyword search facility. If you recall, we decided to install the online component (which is used when you actually perform a keyword search in any database available in catalog mode), and delay the installation of the keyword file regeneration component until we were satisfied that the new software performed satisfactorily. This meant that keyword searches were using the new software to search files that were still being generated using the old software.

    We will now begin using the new software to generate the keyword files. Throughout March, we will follow our normal KW regeneration schedule for all 6 keyword-capable databases (AI, HU, LG, LR, OW, and PA). The only significant change you should see is with the WS (within sentence) operator. We have modified the meaning of WS to search WITHIN A FULL MARC FIELD, rather than within a sentence (sentence being defined as a string of characters ending with a period). The WS operator is now known, therefore, as WF (within field), although WS will work as a synonym for WF. In practice, WF searches can usually be duplicated by simply AND'ing together the terms in a KW statement, although a more complicated search (such as KSH with a specific subdivision) may close in on the "correct hits" more efficiently.

    If you have any questions or encounter problems with keyword searching over the next few weeks, please call Daniel Bednarek at OSPR.

    Quarterly password change reminder. HOLLIS liaisons are reminded that, while passwords for ALL operators should be changed on an annual basis, passwords for CERTAIN operators should be changed more frequently. OSPR strongly encourages the practice of changing quarterly the passwords of:

    • 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 tests. Response time tests are scheduled for the first Tuesday of each month. Upcoming tests are scheduled for: 7 April, 5 May, 2 June, and 7 July. Volunteers should mark their calendars appropriately.

    The results of the February 4 test are encouraging after last month's record high times. Responses for this month are well within the normal range. Search times in the string indexes were even a little better than usual, as all of the results over two seconds were keyword searches. Keyword results were uneven - the average was quite good, but there were a number of very long searches (one over seven seconds) as well as some unusually short ones.

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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.

    What does the language (LANG) fixed field code represent? Have you always assumed that the code in the LANG fixed field position on bibliographic records always represents the language of the title of the work? If so, read on. The LANG code may indeed represent language of title if the record in question has not yet been cataloged. However, the USMARC formats require that the LANG value on cataloged records represent the predominant language of the item. In most instances, language of title and language of text will yield the same code. However, a work written in English with a Latin title would be an example of a discrepancy -- if the work is cataloged, the LANG code on its bibliographic record will be ENG for English. If it is uncataloged, the LANG code will probably be LAT for Latin.

    Why this disparity? On provisional bibliographic records (currently those containing 9xx tags), HOLLIS uses the LANG field value and a table of initial articles to set the default filing indicators for title fields. Using this filing indicator, HOLLIS automatically skips initial articles (in any language) before filing the title in the TI index. This works well for acquisitions staff who often do not have the item in hand when creating the bibliographic record (that is, they may not be able to predict what the language of the content of the item is or whether the first word is indeed an article). Currently, standard tagged bibliographic records do not automatically set the title filing indicator -- catalogers set it manually because they have the item in hand to determine the predominant language of the item. They also set the filing indicators manually.

    In our new standard-tagged world (coming in early April) all records will contain standard tags and HOLLIS will set the title filing indicator automatically based on the LANG field value. For records representing cataloged items, the LANG fixed field value should represent the predominant language of the item and catalogers should check to insure that the LANG value and filing indicator are correct. For provisional records representing uncataloged items, LANG will probably continue to represent the language of title.

    Once you digest all of the above, keep this moral in mind: staff who add language qualification to their HOLLIS searches should keep this in mind, and if they work with the public, they should stress searching both with and without qualification provides the most reliable results.

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    Network Notes
    Yet another Canon Bubblejet update. In my recent travels around the library system fixing blown Canon purge units, I have noticed that most HOLLIS printers have their green priming lever left in the down (middle) position. This is wrong, and will most likely cause you to have to prime your printer more often than usual. The green lever should be pulled UP after the priming sequence, and left that way, as demonstrated in the illustration.

    New procedure for calling in IBM service calls. From now on, when you report a defective IBM 3151/3163 terminal to me, or when I determine that the case is hopeless and a new part must be ordered from IBM Service, you will receive a call from someone in this office after the service call has been placed, confirming that such a deed took place. An IBM Service Engineer should be on site to replace the defective part within 24 hours. If you have not seen him within 48 hours, call me back (leave a message) and I will find out where he is and when he's coming. In addition, I am trying to get the Service Engineers to agree to leave a post-it note or some sort of notice on the screen of the terminal so that you can tell at a glance whether the repair has been done.

    I hope that these changes will improve our service to you and stop you from having terminals out of order for long stretches of time due to lack of attention. I welcome any comments you might have on the efficacy of these procedures (or any others, for that matter).

    New Ordering Procedures Beginning Soon. Now that the HOLLIS network is relatively stable, with most of the growth coming at a comparatively steady pace, a few terminals here, a printer there, and so forth, it seems like nothing but untrammelled bureaucracy to require that all equipment ordering go through me. Library units are perfectly capable of ordering their own pencils, furniture, PCs, telephones, books, etc., so why should the HOLLIS terminals be any different? All it does is create unnecessary paperwork for me and unnecessary delays for you. I propose to eliminate the middleman.

    You will shortly be receiving a document from me that has been designed to help you do this for yourself. It will tell you how to determine what sort of equipment you need and can afford, and also give you all the ordering information you need: model numbers and descriptions, addresses, fax numbers, and contact names. I will still be available for consultation, to go over the planning with you and to verify that you're doing the right thing; I just won't be processing the paper. When the equipment is delivered (to you not to me), you can give me another call and we can schedule an installation time. I will still of course be installing the equipment for you. This should speed up the ordering process, reducing delays and mistakes, and also free some of my time so that I can provide more and better service to you in more useful areas.

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