Agenda for HOLLIS Liaisons Meeting #75
1. Announcements: T. Robinson
2. Discussion of HOLLIS Liaison structure: HOLLIS Liaisons have been meeting faithfully since 1985 when
the first phase of HOLLIS was completed. The current structure of HOLLIS liaisons has been in place
since 1988 when the public system was introduced. As a result of recent changes, system growth, and
future directions, it now seems to be an appropriate time for us to review the structure of HOLLIS liaisons.
Our goal in initiating this discussion is to improve the methods of collecting and disseminating HOLLIS
information throughout the Harvard libraries. There has recently been a growing sense that the current
structure or assignment of liaisons and the use of monthly liaison meetings does not meet the needs of all
HOLLIS units. We are interested in your opinions on this topic. Please come prepared to offer your
comments criticisms, and suggestions.
1. Announcements: T. Robinson
2. Discussion of HOLLIS Liaison structure: HOLLIS Liaisons have been meeting faithfully since 1985 when the first phase of HOLLIS was completed. The current structure of HOLLIS liaisons has been in place since 1988 when the public system was introduced. As a result of recent changes, system growth, and future directions, it now seems to be an appropriate time for us to review the structure of HOLLIS liaisons.
Our goal in initiating this discussion is to improve the methods of collecting and disseminating HOLLIS information throughout the Harvard libraries. There has recently been a growing sense that the current structure or assignment of liaisons and the use of monthly liaison meetings does not meet the needs of all HOLLIS units. We are interested in your opinions on this topic. Please come prepared to offer your comments criticisms, and suggestions.
Notes from the March Meeting
OSPR needs feedback on HOLLIS/HULPR response time. Heather asked if staff had experienced problems with HULPR or HOLLIS response times in the last few weeks. OSPR has experienced slow downs in some of the other systems on the IBM mainframe, but was unsure whether HULPR or HOLLIS were effected. Several liaisons reported a perception that response time had been erratic in past weeks, while others did not notice any changes. OIT reports that they have fixed their system response time problems, but library staff should contact OSPR or the OIT Help Desk (5-3000) if response time seems to degenerate.
Update on the LIBINFO discussion list. LIBINFO, the newest Harvard electronic discussion list, has attracted a lot of subscribers. Most of the postings so far originate from OSPR list members who are reposting messages from national discussion lists. Some intrepid library staff from outside of OSPR have posted messages as well and OSPR hopes to see more of this. Starting in April, OSPR will post a full text (but no graphics) version of each monthly HOLLIS Newsletter to all LIBINFO subscribers. This is an experiment and it may take a few months before we can stabilize the process of sending the newsletter electronically -- so bear with us. Of course, we will continue to publish the newsletter in paper format. If you have suggestions for other information that should be posted to LIBINFO, please contact Heather Reid in OSPR.
Update on the encoding level conversion project. OSPR continues to make the programming changes needed for the demise of the 9xx tag set and the implementation of new encoding levels in bibliographic records. (For a description of the conversion, please see the article in the March HOLLIS Newsletter.) The conversion is tentatively scheduled for Sunday, 12 April. HULPR will go down at 10:00 p.m. on Saturday, 11 April, in order to begin the conversion. HOLLIS is scheduled to remain available until 1:00 a.m. on Saturday as usual. The conversion should be complete the next morning (Sunday, 12 April) and both HULPR and HOLLIS should be available at 10:00 a.m. as usual. In late March, OSPR will host a training session to familiarize staff with the standard tag set and the new encoding levels. Heather reminded liaisons that they should check for HULPR operator signons with 9xx-only security and notify OSPR by 27 March if these signons need upgrading to allow standard record editing. After the conversion, 9xx-only signons will be downgraded to location-only security.
Index redesign imminent. On Sunday, 22 March, OSPR plans to add enhancements that will improve the efficiency of HOLLIS string indexes and reduce the amount of file maintenance that they require. Hopefully, the effects of this project will be invisible to HOLLIS users, but this change is on such a large scale that OSPR is taking extra precautions during the index conversion on the weekend of 21 March. On Saturday, 21 March, the HULPR system will come down early at 9:00 p.m. OSPR has cleared this early downtime with all HOLLIS circulation units. If all goes smoothly, HOLLIS and HULPR will be available at their normal time on Sunday -- 10:00 a.m. If there are problems, OSPR will keep HULPR down until 12:00 noon on Sunday in order to back out the enhancements. Liaisons had no objections to the downtime scheduled for the weekend of 21 March. [In fact, the index conversion ran smoothly on April 12th -- HOLLIS and HULPR are running normally with no reports of problems. -the Editor.]
Form for requesting LC Accessions List. Daniel Bednarek passed out copies of a new form specifically designed for requesting an LC accessions list subscription. Accessions lists will contain new books added to the LC books file in HOLLIS (BF database); they are similar in content to the Library of Congress Accession Lists. Liaisons requesting these new reports should use these forms for the remainder of the 1991-1992 fiscal year. OSPR will revise the HOLLIS Reference Manual Appendix P to include a report request form that includes these accessions lists and starting in July, liaisons will use this form for requests. If you have any questions, please contact Daniel Bednarek in OSPR.
Liaisons approve small change to DERIVE command. Liaisons agreed that the DERIVE command should not uniformly assign an encoding level of 'c' to all newly derived records. Instead, OSPR will reprogram DERIVE to check the encoding level of the record it is deriving from and assign an appropriate encoding level, according to the table below.
The above table is based on encoding level values after the encoding level conversion project, scheduled for 12 April. For an explanation of this decision, please consult an article in the March newsletter. This change should go into production in the next few weeks -- OSPR will post a message in EMS when the change is made.
Proposed reporting from citation databases. Daniel Bednarek reported that OSPR is investigating whether to produce bibliographic reports off of HOLLIS citation databases (Academic Index, Legal Resource Index, PAIS). This subscription service could produce monthly reports containing article citations based on a unit's customized set of selection criteria (by subject, author, etc.). It is possible that a single report could contain citations from several databases. These citations would not contain library location or holdings information, only primary author, article title and host item information in a "brief-bib-like" format.
Liaisons, especially those from public services, thought that this service would definitely be of interest to library users. Daniel pointed out that these reports would not contain location data. Librarians who want location information included with a bibliographic report should use the HOLLIS records by e-mail function to download citation records. Tracey reminded liaisons that OSPR could offer this service only to libraries and it would be up to each library to decide how to advertise this service to its users.
There is no formal project plan for production of these reports. OSPR is simply trying to measure the interest in such a service. Please forward your expressions of interest to Daniel Bednarek at OSPR.
Arrangement of subject tags on utility-loaded records. John Hostage (Law School) remarked that the subject heading fields on Law's incoming utility records are being rearranged once the record is added to HU. He noted that when they claim the record, Law catalogers purposely arrange fields out of tag order within the subject heading block (6xx's) and they would prefer that HOLLIS not rearrange them numerically. In answer to John's query, Robin Wendler noted that HOLLIS has always reordered tags during the conversion of utility records from USMARC. to HOLLIS MARC. She suggested that John talk to Anne Sitkin and if they still have objections, they should take the issue to HAAC's subcommittee on Bibliographic Standards.
Update on OSPR Production Services projects. Heather Reid provided an overview of the projects currently under development in OSPR's Production Services Division (PSD). Some are very near implementation while others are only in the early planning stages.
The project to convert all 9xx-tagged records to standard level and change encoding level values is scheduled for implementation on Sunday, 12 April. For details, consult the Meeting Notes in this issue, or the larger article in the March Newsletter.
Following the completion of the encoding level conversion project (see above), OSPR will begin final preparations for phase two of the LC books file project. Phase two introduces an automatic system-wide standing search function, two new LOC subfields, and several new or redesigned reports. The debut of the standing search is scheduled for late May or early June. The new subfields (7 and 9) are already in production and all new reports will be available by 1 April (see the March Newsletter ).
Before the standing search is implemented, OSPR will perform a one-time comparison of all HU provisional book format records with the LC books file to catch provisional records created before the standing search goes into production. To be eligible for this one-time sweep, HU records must contain publication dates of 1988 and forward.
The standing search will select out "provisional" records that are created or updated in HU each night and accumulate them for a week. After a weekly update of new records to the LC books file, the file of HU provisional records will be compared to the LC books file on several key fields. If a match is found, the LC standard record will be merged with the HU provisional record and each library with a LOC on the resulting record would be notified so that authority control and national reporting can be done. HU provisional records will be eligible if they are in the books format and have encoding level values of 'a' (provisional, locally created) or '5' (partial or preliminary utility record). An LC record will be eligible to merge with an HU record if its publishing date falls within the last four years, if it matches the HU record on specific fields, and if it has an encoding level value of '8' (prepublication record) or blank (full bibliographic data).
There are two databases currently scheduled for addition to the HOLLIS public catalog: Anthropological Literature and Religion Index. Anthropological Literature, published by Tozzer Library, is a printed index to journal literature in the fields of anthropology and archaeology. OSPR will begin programming for this database in April, but there is as yet no firm due date. The Divinity School is sponsoring the addition of Religion Index to HOLLIS. Programming for Religion Index will be completed in time for its debut in September 1992.
Four libraries are scheduled to begin using HOLLIS online circulation during 1992. The Kennedy School of Government Library will go online on 20 April; Lamont and Hilles go online in June; and Countway begins in August. All four libraries will have the circulation status of their materials display in the HOLLIS public catalog.
OSPR plans to replace the printed HOLLIS Vendor Index with online indexes to the HOLLIS vendor file. Staff will be able to search for vendor information online without needing to know the vendor's exact code. This project is scheduled to begin before 1 July, with the new indexes debuting in early FY1993.
Our Newsletter readers probably remember discussions about 'business resumption' which appeared in 1991. Although the business resumption initiative is moving slowly, discussions in the area of alternative terminal network setups are gaining momentum. If the machine room at 1730 Cambridge Street is destroyed (!), all terminals in the HOLLIS network would be inoperable because the network is connected directly to 1730 Cambridge Street. OSPR is investigating how to build additional flexibility into the HOLLIS terminal network so that it would be possible to connect HOLLIS terminals to some destination other than 1730 Cambridge Street if necessary. Such a new terminal network is likely to also provide additional flexibility in the type of terminal devices that can be used to connect to HOLLIS and will most likely open up the way to using microcomputers as HOLLIS terminals. As investigations proceed, OSPR will report any progress in this newsletter.
The Working Group report on loading the LC books file in HULPR recommended that there be changes to improve the existing tape-out process. As libraries rely more on the LC books file as a source of cataloging records, they will be using the TAPE command more to report their holdings to their national utility of choice (OCLC, RLIN, or both). Where several units acquire a particular item, often only one unit may need to report holdings to a national utility in order to satisfy Harvard's reporting obligations. The presence of a tape-out destination in subfield 7 of the LOC clearly indicates that Harvard holdings have been reported, who reported them, and the destination.
The addition of subfield 7 has not changed the tape-out process. You must still set the destination using the SET TAP command and then enter the TAPE command for every record you plan to tape-out. The destination 'OCLC', 'RLIN', or 'OCLC RLIN' will display below the location field, after the modification date (MD), but before any holdings, item, and order linkages. The subfield delimiter () and number (7) do not appear in the display.
MD: 03/17/92 OCLC 1 ITEM RECORD ZN-001-01
If for some reason a location is taped out twice, HOLLIS will add a new subfield 7 after the first one, as in the following example:
If you use the MRGL command to merge locations that contain subfield 7's, the 7 from the target LOC is retained (7 from the source will be discarded). If you use the MLOX command to move locations, any subfield 7's will be retained on the LOC after it is moved to the target record. During the utility cataloging process, the subfield 7 on an HU record location will be preserved if an incoming utility record overlays the HU record.
OSPR offers a subscription service called a "new books" list which is a printed list of books acquired in particular LC classes or by a particular library in the preceding month. Currently, the lists are produced from monthly cataloging received from OCLC and RLIN. Records created directly in HOLLIS have never been included as input to these lists. As units rely more heavily on cataloging from the LC books file, the amount of utility cataloging decreases, thus reducing the usefulness of the current lists. (The new books lists for libraries that rely heavily on the LC books file often contain very few entries.) As part of phase two of the LC books file project, OSPR has redesigned the production of new books lists to include both utility cataloging data and cataloging created in HOLLIS.
The new LOC subfield 9 allows the reporting system to "catch" local cataloging for use in products such as new books lists. Subfield 9 contains the date that the second indicator of the LOC field is changed to 'c' (cataloged for this location). This subfield does not display on the record, but the reporting system can use it to produce reports on current cataloging. The subfield 9 date can be used along with other selection criteria such as the fixed field publication date, LC class, etc., to produce a variety of bibliographic or statistical reports.
In the MLOX and MRGL processes, the system treats subfield 9 in the same way as 7 (see above section). During utility cataloging processing, the subfield 9 on an HU record location will be preserved if an incoming utility record overlays the HU record. If the HU record does not contain 9 (that is, the LOC second indicator is not 'c'), one will be created when the incoming utility record overlays it.
Beginning 1 April, those units subscribing to the new books list service will receive lists that include records cataloged locally. For more information about this service, consult the March HOLLIS Newsletter or contact Daniel Bednarek in OSPR.
Notes and Reminders
American Theological Library Association records in HU. 18,683 bibliographic records for the microfiche titles of the American Theological Library Association's Preservation Program have recently been added to HU. Each year, the ATLA Program, headquartered in Evanston, IL, films and catalogs about 4000 brittle books published in the 19th and 20th centuries. Annual production phases have such subject themes as biblical studies, Near Eastern studies, missionaries, religious education, theology and church history. One current phase is focused on denominational titles including Roman Catholic, Baptist, Methodist, Presbyterian, Lutheran, Episcopalian, Congregational and Unitarian/Universalist. The Andover-Harvard Library at Harvard Divinity School is a full subscriber to the Program's titles.
The Divinity School Library purchased the catalog records on tape from Library Technologies, Inc., of Abington, PA. All records represent full level AACR2 Cataloging with LC subject headings. The Divinity Library further contracted with Library Technologies to make automated changes to the records so that they conform with the HUL bibliographic standard for microform monographs. If you have any questions about these records, call Russell Pollard at the Divinity Library.
Getting lost in HOLLIS. In the last few weeks, OSPR has received a large number of calls from library staff who have gotten lost when entering or leaving catalog mode in the HULPR or HOLLIS systems. This has been happening to staff at a variety of different locations, but OSPR is not sure whether there really is a problem. Since both systems provide access to catalog mode but the methods of access to these systems differ, staff are probably selecting HOLLIS when they want HULPR, or vice versa. The HOLLIS system provides access only to catalog mode (what the public sees); HULPR provides access to both catalog mode and technical services mode.
Note that to access HULPR, a signon name and password are required. Liaisons, please make an extra effort to insure that staff in your unit understand the difference between these systems. Appendix A of the HOLLIS Reference Manual contains the instructions for signing on to and off of these systems. If you have further questions, please contact Julie Wetherill in OSPR.
Response time tests. Response time tests are scheduled for the first Tuesday of each month. Upcoming tests are scheduled for: 5 May, 2 June, 7 July, and 4 August. Volunteers should mark their calendars appropriately. These results are excellent. More than 90 percent of non-keyword searches were completed in under on second, and the longest search was well under two seconds. Keyword results were less spectacular, but most keyword searches took between two and four seconds, which is a respectable result.
HOLLIS Hints by Julie Wetherill
can you explain why the 16th entry,
is filed before
The simple explanation is that alphabetically the entry "history of middle earth l" falls before "history of middle earth london england". HOLLIS is filing these index entries letter-for-letter. Entries 16 and 17 both represent records containing the full heading "history of middle earth london england" but entry 16 also contains another title. When building index entries, HOLLIS had to truncate the first title in entry 16 in order to accommodate the second title. The key is to remember that the index contains entries representing records, but not the records themselves.
Why does the index secondary text contain two titles? HOLLIS constructs its index entries based on the field searched and the other fields available in the record. In this case, "history of middle earth london england" is a series title coming from subfield t of an 800 field.
According to HOLLIS indexing rules, if an 800 t title is part of index secondary text, it will be followed by all or part of the title proper from field 245 in the same record. Why does HOLLIS do this? The series title from field 800 helps co-locate all volumes in the series, and the 245 title helps differentiate the index entry by individual volume title.
If you are ever stumped by the contents of an index entry, try consulting Appendix J of the HOLLIS Reference Manual. This appendix contains a detailed description of the contents of all HOLLIS string indexes (and keyword indexes too).