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HOLLIS Newsletter

Volume 7, Number 5 (May 1992)

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  • Agenda for Liaisons Meeting
  • Meeting Notes from April
  • Our 75th meeting!
  • Donor Dollar Reports
  • Encoding Level Conversion report
  • LCBF Project, Phase 2
  • Online vendor index
  • Two new item record fields
  • Changes needed to Liaisons?
  • Feature Articles
  • Encoding Level project wrap-up
  • Unconverted 905s
  • Default filing indicators
  • Duplicate index entries
  • Blank DATE fields
  • Information format
  • Notes and Reminders
  • Ghost in the machine?
  • Kennedy School joins Circulation
  • Widener turns on Circ. Status
  • Access control help
  • ICPSR data added to HU
  • Duplicated claim memos
  • Report request forms
  • Rare 816E ABEND
  • EBSCONET problems
  • Tapeout errors
  • Correction re: country codes
  • Response time tests
  • HOLLIS Hints
  • Indexing quiz answer
  • Order linkages
  • Report by Working Group on Subfield K

    Agenda for HOLLIS Liaisons Meeting #76

    • HOLLIS Liaisons User Group Meeting
    • Lamont Forum Room
    • May 13, 9:30 - 11:00 a.m.
    1. Announcements: T. Robinson
    2. Demise of "provisional" (9xx) tagset. A few cleanup issues need to be addressed. See "Post-conversion issues" article.
    3. HOLLIS Liaisons: where do we stand? A review of the April 8th discussion about HOLLIS Liaisons will include a list of proposed actions which we hope to pursue. One of the actions recommended is to examine the goals and roles of several committees and working groups particularly as those groups relate to and/or involve HOLLIS liaisons. We have invited SSHUSH and Circulation liaisons to come to the May meeting of HOLLIS Liaisons to give brief presentations on the history, goals, and recent activities of the groups. (We hope to invite several "technical services" groups to give similar presentations at the June meeting.)

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    Notes from the April Meeting
    Our 75th meeting. Tracey announced that this meeting was the 75th monthly gathering of HOLLIS liaisons since July 1985.

    HOLLIS "Donor Dollar" report now available. As recommended by the bibliographic/financial reporting work group, OSPR is now offering "Donor Dollar" reports that incorporate bibliographic information for items purchased accompanied by the amount of the purchase. This report is an enhanced version of the existing donor reports. (Note that the original donor report, without financial data, is still available.) Contact Daniel Bednarek in OSPR if you are interested in requesting these reports.

    Update on the Encoding Level Conversion Project. Tracey reported that the demise of the 9xx tags and encoding level conversion were on schedule for Sunday, 12 April. [In fact, the conversion was postponed until Sunday, 19 April, due to hardware problems encountered on Friday the 10th. The problems were corrected and the 19 April conversion went smoothly. -- The Editor.]

    OSPR sponsored a training session to prepare staff for this conversion. The handout from this session is still available from OSPR -- contact Eric Young for details. Tracey also reminded liaisons that HULPR operator sign-ons that only allow maintenance of 9xx-tagged records will be changed to allow only location field maintenance after the 19th of April. Consult the Notes and Reminders section for more on post-conversion activities.

    Update on the LC Books File Project, phase 2. OSPR will proceed with programming for Phase 2 (LC standing search) after the encoding level conversion project is completed on 19 April. (Please consult an article in the April HOLLIS Newsletter for details on this enhancement.) OSPR has tentatively scheduled implementation of Phase 2 for mid to late May and will keep everyone posted as development proceeds.

    Update on vendor indexes online. OSPR is starting a project to create online indexes for the HOLLIS vendor file. Harold Moren (Law), Jill Coelho (Widener), Ellen Cohen (Widener), and Jill Berson (Cabot) volunteered to sit on a workgroup to determine the specifications for how such indexes should work. Daniel Bednarek from OSPR chairs the group and will convene their first meeting in May.

    One liaison asked whether this project would also include a redesign of the vendor record. Tracey replied that vendor record structure will not change; the design of the new indexes will be based on information already supported in the vendor record.

    Proposal for new item record reporting fields. Kate Ellis presented an overview of the recommendations made by a working group on item record reporting. The group has endorsed the addition of two new fields to item records that could be used in the HOLLIS reporting system. One of these fields would be defined to cover preservation and remote storage reporting needs while the other would have no predetermined use and would be left to local libraries to define as needed. The working group, called together by the HD Transfer Committee, made this recommendation to address the problem of a lack of individual item record-level reporting. Currently, only the location field subfield k allows reporting but this is not sufficient for item-level reporting, especially when there are many item records attached to a single location. The working group is soliciting feedback on their report, a copy of which is attached to this newsletter. Barbara Mitchell noted that item records are a great inventory tool for all libraries, not just those using HOLLIS circulation. For this reason, all units should review these recommendations. If you have comments or questions, please contact Kate Ellis in OSPR.

    Revisiting the HOLLIS liaison structure. It has been almost seven years since liaisons began meeting monthly to discuss HOLLIS issues. Since their first meeting in July 1985, HOLLIS liaisons have witnessed many changes in HOLLIS. Indeed, HOLLIS liaisons have played a significant role in these changes. However, recently there has been a growing sense that the current structure of liaisons and monthly meetings do not meet the needs of all HOLLIS units. To insure that liaisons play as effective a role during the next seven years of HOLLIS, it seems to be an appropriate time to review the liaison structure.

    At this meeting, Tracey Robinson described the evolution of the liaisons structure, and then opened up the meeting to a discussion aimed at identifying possible problems in our current liaison structure and some possible improvements. What follows is a summary of Tracey's remarks regarding the history of HOLLIS liaisons, comments by other library staff at the meeting, and some suggestions for change.

    History of the HOLLIS Liaison

    The successful implementation of HOLLIS has always relied heavily on HOLLIS liaisons to solve daily problems related to HOLLIS, to provide local training and functional support for staff in HOLLIS libraries, to evaluate and prioritize enhancements to the system, to distribute documentation and disseminate information in a timely fashion, and to integrate HOLLIS into the operation and workflow of HOLLIS libraries. Initially due to the limited scope of HOLLIS functions, liaisons primarily came from the ranks of acquisitions and serial processing staff, with one primary and one (optional) secondary liaison per library.

    When the BMF (bibliographic master file) was integrated into HOLLIS in 1987, several catalogers assumed the liaison role for their unit or department. In 1988 the introduction of the HOLLIS online public catalog led to the expansion of HOLLIS liaisons to allow several liaisons for each library. Due to the diversity of staff in the 40 or more HOLLIS units, the structure of liaisons was flexible and the assignment of liaisons was left to each individual unit to allow each library or department to determine the type of representation that would best suit their needs. The maximum number of liaisons for each unit was determined based on the number of dedicated HOLLIS terminals in the library. OSPR strongly recommended that libraries represent both public and technical services in their liaison assignments.

    The introduction of the HOLLIS circulation subsystem in 1989 brought a new challenge. Since circulation functions are largely discrete and very different from most other HOLLIS functions and there were a small number of circulation participants initially, the decision was made to allow "circulation liaisons" to meet independently from the monthly HOLLIS liaisons -- although circulation liaisons were also encouraged to attend the general monthly meetings of HOLLIS Liaisons.

    History of the Monthly Meeting

    Liaisons meetings have always been intended to be working meetings for operational managers -- to review system functions, particularly as enhancements are implemented, to discuss problems and proposed enhancements, specifications for changes, and to have an open forum for discussing the implications of automating procedures using HOLLIS.

    After 1985, there emerged several committees and discussion groups dedicated to addressing specific functions within HOLLIS. HAAC (HOLLIS Administrative Advisory Committee) was formed in 1986 and serves primarily to review administrative issues, including the oversight and prioritization of major development projects, such as database unification, the online catalog, circulation, the introduction of "other databases" into HOLLIS, etc. There are three HAAC Standing Subcommittees: User Services (SSHUSH), Bibliographic Standards, and Serials, Series and Continuations (SSSSC). When the HOLLIS circulation subsystem became availablein 1989, participating libraries created a circulation liaisons group to discuss enhancements and problems. Recently, two new discussion groups, the Acquisitions Roundtable and Technical Services Managers group, have formed to cover technical services issues. Although these groups are not "dedicated" to reviewing HOLLIS functions, they occasionally do focus on HOLLIS issues. In addition, OSPR occasionally calls upon a certain library committee to act as an advisory body on particular HOLLIS developments. One example of this is the regular review of HOLLIS public documentation by members of the Committee on Instruction in Library Use (CILU).

    Discussion of the Problems

    The main question before us is whether there should be any changes made to the structure of liaisons to better accomplish the primary functions of HOLLIS user representation. The primary impetus for this meeting was a perception by library public services staff (circulation, reference, etc.) that they were under-represented at monthly liaisons meetings; that they were out of the information 'loop' in terms of understanding the issues discussed at liaisons; and that they feel their critical issues are not addressed in the liaison forum and thus are not properly prioritized on the HOLLIS enhancements list.

    One could ask the question of whether the HOLLIS liaison can fulfill the role originally assigned. Has the liaison's role changed? Some of those present observed that in their units the HOLLIS liaison is no longer the primary source of information about the system -- they rely on the expertise of many staff members. Some units do depend heavily on their liaison to answer HOLLIS technical questions, and sometimes this puts a lot of pressure on the liaison, who has regular job responsibilities as well. As HOLLIS functions grow more complex, HOLLIS liaisons are under pressure to answer questions about parts of the system with which they are not familiar.

    Those present generally agreed that the group of liaisons who attend the monthly meeting includes few public services representatives. The history of liaisons (summarized above) explains in part why this was so. Up until 1988, HOLLIS liaisons were composed of primarily technical services staff because HOLLIS was only a technical services system. Following the debut of the HOLLIS Public Catalog, OSPR asked that libraries assign public services staff as HOLLIS liaisons. However, in many units the idea of public services liaisons never caught on. Carrie Kent acknowledged that public services issues have always traveled through SSHUSH (Standing Subcommittee on User Services in HOLLIS) rather than liaisons, and these groups do not have formal arrangements for regularly sharing information.

    Many agreed that the structure of the monthly meetings has played a major role in influencing the composition of HOLLIS liaisons and effectiveness in serving HOLLIS user needs. Carrie Kent noted that some public services staff find it difficult to attend afternoon liaisons meetings; perhaps morning meetings would make attendance easier. Technical services-oriented discussions may deter public services staff from regularly attending. [Although one could argue the opposite -- if public services staff do not attend regularly, discussions will inevitably focus on technical services issues. -- The Editor.] One of the proposals put forward to alleviate this problem was to break liaisons meetings into functional areas, such as circulation issues, acquisitions issues, etc. Many present at this meeting feared that splitting the monthly meeting into separate subgroups would sacrifice the "cross-fertilization" effect of including staff from different departments in discussions of all HOLLIS activities. In smaller libraries, liaisons represent all functions and might need to attend all of these meetings in order to gather information. In fact, no one at the meeting strongly advocated these separate groups, but many agreed that restructuring the monthly meeting may be one method of drawing a larger representation of public services staff into discussions and thus addressing their issues more effectively.

    Some liaisons suggested that OSPR formalize the practice of creating Ad Hoc groups of liaisons and other interested parties to address particularly technical issues and report only general issues to the whole body. Ad Hoc groups have been used successfully in the past, but perhaps liaisons could free up discussion time by relying on these groups more often. Several of those present suggested that liaisons refer discussion of some topics to one of the HOLLIS-related committees or special interest groups, such as SSHUSH or the Acquisitions Roundtable. Perhaps a representative from each of these groups should serve as a 'liaison' at our monthly meetings and perhaps provide a summary of committee discussions.


    From this discussion the consensus appeared to be that some form of the monthly liaison meeting continue to meet. OSPR will take a number of steps (noted below) to improve coverage of all issues of interest to HOLLIS users. In addition, we will review liaison assignments for all units to insure representation of both technical and public services areas of libraries. Having read the proposals below, all liaisons must realize that we need a commitment from all interested parties to attend these meetings and participate in these discussions in order for these changes to make a difference. Furthermore, we should all inhale deeply and realize the following:

    • No matter what changes we enact, someone will feel unserved;
    • You get out of the process what you put into it (meaning, meeting attendance, as time consuming as it is, increases your chance of advancing your critical issues);
    • University Library-wide retrospective conversion will consume many of us for the next 5 or more years, effectively crowding out many other worthy enhancements.

    Proposals for Change

    OSPR plans to implement the following changes over the next several months:

    1. Experiment with changing the time of the monthly liaison meeting. The May meeting will run from 9:30 to 11:00 a.m. OSPR will send out a survey after this meeting to gauge whether the time change improved the attendance of liaisons from public services departments.
    2. Distribute a survey asking library units to confirm their primary liaison and assign additional liaisons, some of whom will hopefully represent public services areas.
    3. Schedule liaison meeting discussions about the role played by the various HOLLIS (and some HUL) committees and their relationship to liaisons. The first such discussion (scheduled for May) will cover the Standing Subcommittee of HAAC on User Services in HOLLIS (SSHUSH). Over the next several months, OSPR will schedule discussions about other committees.
    4. Develop an annual or semi-annual HOLLIS progress report for staff. This report will describe new HOLLIS developments, liaison activities, and OSPR activities in the preceding months.
    5. Host an annual or semi-annual open meeting for all interested library staff in which current HOLLIS developments and discussions of future directions takes place.
    6. Establish a new column in the HOLLIS Newsletter for the discussion of public services issues of interest to HOLLIS libraries. This column will cover circulation as well as reference issues.

    It is our hope that Liaisons and other interested parties will take the time to fill out the surveys, attend the meetings, and contribute anyway they can to our efforts at improving the HOLLIS liaison experience.

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    Feature Articles
    Encoding Level Conversion Clean-up. The long-planned encoding level conversion took place on Saturday night, 18 April. Sunday morning the 19th, all 9xx-tagged bibliographic records in the HU, OW, and TR databases were retagged with their standard equivalents. At the same time, encoding levels 9 and h were changed to a and c, and two new encoding levels (b and d) were added to the HOLLIS tag tables. This conversion was originally scheduled for the weekend of 12 April, but system problems forced a brief postponement.

    Post-conversion issues

    Although the conversion generally went smoothly, there are a few minor problems that need cleaning up. All together, these affect a very small percentage of bibliographic records and should not interfere with regular activities, but we should resolve them now. Please review these issues in preparation for a discussion at the May liaisons meeting. If you have questions, please contact Robin Wendler or MacKenzie Smith in OSPR.

    Unconverted 905 fields. After the 19 April conversion of all 9xx-tagged records to standard form, OSPR counted 31,682 HU bibliographic records that contain a 905 field (local control number) with first indicator of blank, 5, or 9. Most of these unconverted 905's contain data of undetermined origin and therefore have no equivalent in the standard format. If you display one of these records and attempt to edit it, the system will display an error message because 905's are now illegal. OSPR recommends that you delete the field unless your unit has some need for the number. If anyone has reason to believe that deleting these fields is a problem, please let us know at the May meeting (or contact OSPR).

    Default filing indicators. In our post-conversion world, HOLLIS automatically assigns a default filing indicator to the 130 and all 4 title fields (24x range), based on the LANG fixed field code. But, for title fields in the 4xx, 7xx, and 8xx ranges, the system assigns a fill character (`) to indicate that the filing indicator value is unknown. HOLLIS currently cannot assign an accurate filing indicator in the 4xx, 7xx, and 8xx ranges because of the way it processes these fields. The best it can do is assign the same value each time and OSPR has chosen the fill character as the default. The fill character is treated as a 0 (zero) for filing purposes but some cataloging staff are unfamiliar with the character, since before conversion filing indicators in standard tags defaulted to 0 (zero). The rationale for using a fill character is that this character is a visual reminder that the filing indicator value is unknown and the operator should add the appropriate value. As before, staff can update the filing indicator in these fields if it is not appropriate. OSPR has made changes to the programs that export HOLLIS bibliographic data to insure that this fill character is not exported outside of Harvard. If you have a question or concern about this situation, please contact Robin Wendler in OSPR.

    Duplicate index entries. During the conversion, OSPR took the opportunity to change the fixed field DATE1 and DATE2 values for some reproduction records that were in violation of current cataloging guidelines for recording reproduction dates. This fixed field change must be accompanied by the regeneration of HOLLIS string indexes; these regenerations will take place gradually over the next few months. In the meantime, if staff display and update one of these records, there is a potential for the creation of duplicate entries in HOLLIS indexes. This duplication is temporary and OSPR expects that it should not interfere with HOLLIS performance. Since a small number of records are involved, it is unlikely that staff or public HOLLIS users will notice this.

    Blank DATE1 and DATE2 fixed fields. During the process of correcting reproduction dates (described above) a program bug caused the DATE1 and DATE2 fixed fields to both be set to blanks in about 500 records. OSPR can easily recover the correct dates for these records and will correct them as soon as possible.

    Tags available in the information format. The information format is a locally created format used by staff primarily to handle memberships. Before conversion, records in this format had to contain 9xx provisional tags. After conversion, staff now use the standard equivalents of those deceased 9xx tags when creating an information record. However, other standard tags are not available in this format. For example, most standard note fields (5xx) and all subject headings are not available in the information format. OSPR assumes that this is not a hardship, since these records tend to be very simple. However, a discussion of the increasing scope of information format records has been long overdue and it may now be time for staff to revisit the issue.

    * * * * *

    Any conversion as large and complex as the one just performed in HOLLIS is bound to present a few special problems. OSPR appreciates everyone's patience.

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    Notes and Reminders
    Have we a ghost in our machine? You'd think so, given the number of hardware and software problems that have occurred in the last month or so. Following is a list of incidents which affected HOLLIS operations in April. Thursday, 9 April: the HU invoice file briefly encountered space problems from about 11:15 to 11:25 a.m. Friday, 10 April: a disk drive containing a portion of the HU bibliographic file failed, requiring OSPR to bring both HULPR and HOLLIS down in order to recover lost data and restore systems to proper operation. This failure caused OSPR to delay by one week the encoding level conversion. Sunday, 19 April: another disk drive failure caused the Academic Index (AI) and Legal Resource Index (LR) databases to be unavailable from 10:30 p.m. until 9:00 a.m. the next morning. Monday, 20 April: the holdings file had problems related to the encoding level conversion that was completed on 17 April. OSPR fixed the problem and staff were once again able to edit holdings records.

    OSPR and OIT are currently investigating solutions to this chronic problem of disk drive failures. As for the fallout from encoding level conversion, aside from a few problems encountered immediately following the conversion, all systems are functioning normally as of this writing. As always, OSPR appreciates your patience and perseverance.

    Kennedy School Library now using HOLLIS circulation. The Kennedy School of Government Library began using HOLLIS online circulation on Thursday, 23 April. This means that Kennedy is charging, renewing, discharging, recalling, and billing via the online system instead of manually. This also means that the circulation status of Kennedy Library materials is displaying in the HOLLIS Public Catalog. In the Catalog, records with Kennedy locations may now contain the message:


    Follow the directions and type DISPLAY Cn (where n is the number following the "C") to display the circulation information. Kennedy School Library joins Cabot Science Library and the Physics Research Library -- both are already displaying the circulation status of their materials in the Catalog. Contact Kate Ellis or Julie Wetherill in OSPR if you have any questions.

    Widener to "turn on" Public Catalog circulation display. Unlike Cabot, Physics Research, and the Kennedy School, Widener has been using HOLLIS circulation but until now had elected not to display the circulation status of its items in the Public Catalog. Effective Monday, 27 April, Widener Library will "turn on" the Public Catalog circulation display for its materials. This means that by using the DISPLAY Cn command, users will be able to tell the circulation status of much of Widener's collection. Jennifer Hanlin, Head of Widener Circulation Services, has circulated a memo describing this event to all HCL/HUL public services units and Widener department heads. In her memo, Ms. Hanlin asked that staff keep the following in mind:

    • Complete circulation information is not available on all Widener items at this time. Since not all of Widener's collection has been barcoded and linked to its bibliographic records, the circulation status does not display for everything.
    • Some of the information displayed may be misleading. Lack of circulation information in HOLLIS does not mean the item has not been checked out.
    • Complete circulation information is still available at the Widener Circulation Desk.

    Widener is anxious to receive community response to its use of the circulation display feature in HOLLIS. If you would care to comment, use the "Circulation Display Questionnaire" that is attached to this newsletter. Or, you can offer your comments directly by calling Jennifer Hanlin at Widener Circulation (495-2413).

    A reminder about HOLLIS access control. When a remote user of the HOLLIS Public Catalog selects a citation database such as Academic Index, the system prompts he/she to supply a Harvard ID number and name. Occasionally someone in this situation has a valid ID but for some reason HOLLIS denies him/her access. Last year, the Law School Library, Kennedy School Library, Widener, and Countway Library all volunteered to act as "access control" centers to serve users who have difficulty accessing the HOLLIS citation databases.

    Widener Library Privileges Desk495-4166
    Law School Library, Library Services495-3174
    Countway Library Privileges Desk432-2138
    Kennedy School Library Reference Desk495-1302

    A user who has questions about access can contact one of these libraries for assistance. If you are not in one of these libraries and you receive an access control question, refer the user to one of the libraries above. If you have further questions, please contact Julie Wetherill in OSPR.

    ICPSR data added to HOLLIS. Back in August 1991, OSPR loaded into the HU database 1739 records representing social science statistical data files produced by the Inter-university Consortium for Political and Social Research (ICPSR).

    The Inter-university Consortium for Political and Social Research (ICPSR) was formed in 1962 to cooperatively obtain and archive data relating to the social sciences. Centered at the University of Michigan, over 350 colleges and universities in 17 countries are now members. It includes almost 2,000 statistical data files with information relevant to political, economic, sociological, historical, organizational, and psychological concerns. Some examples are the United States Census, Election returns (1790 to present), International Financial Statistics, Panel Study of Income Dynamics, and National Health Interview Survey.

    The Harvard Data Center in Littauer is Harvard's representative to the consortium. It keeps many of the data files locally. In HOLLIS, the records from the ICPSR load contain a location "gdc" which displays in the Public Catalog as "Harvard Data Center." Harvard library patrons can obtain these data files on 9-track tape, diskette (if small enough) or sent over the Internet. Data files that are not held locally can be ordered at no cost to patrons.

    Claims memo duplication. Due to problems related to a power outage on the night of Tuesday, 21 April, the automatic claims memos printed on Wednesday, 22 April were produced in duplicate. This problem also caused duplicate memo statements on the associated order. There is nothing OSPR can do to eliminate these duplicate statements, but you can delete them if you wish. We apologize for any inconvenience this may cause. If you have any further questions, please call Linda Marean in OSPR.

    New report request form. In an effort to update OSPR's reporting service, the HOLLIS REPORT REQUEST form has been redesigned. The new version of the form is included with this newsletter. Though somewhat "busier" than its predecessor, the new form allows a requestor to more precisely specify design aspects of the final product. It will also allow us to more reliably record information regarding the production of the report, should there be discrepancies between what you thought you were requesting and what you actually received. In addition to the request form redesign, we plan to update the chapter on reporting in the HOLLIS Reference Manual, as well as APPENDIX P (sample request form and print format examples). These updates will be completed before the end of the current fiscal year. Please review this new form carefully and forward any comments or suggestions to Kate Mullen in OSPR.

    The rare 816E abend. If you use the MLOX command to move location fields from one bibliographic record to another, check that you use the correct record numbers when typing the command. If you accidentally type the wrong record number for the target record and that wrong number represents an authority record, HOLLIS will attempt to add locations to an authority record, leading to the 816 abend. Needless to say, the location field is not defined in authority records. Although OSPR has received only one report of such an occurrence, we thought it worth while to inform HOLLIS operators.

    Trouble with EBSCONET via the Internet. Those of our readers who use the EBSCONET service from the staff menu may have experienced problems accessing this service over the last month. As of Tuesday, 7 April, staff selecting "EBSCO" from the menu were connecting to EBSCONET via the Internet rather than a dedicated dial-up line. Soon after this switch (but not because of the switch), EBSCO experienced problems at their end, causing EBSCONET to be inaccessible via the Internet. As of 23 April, EBSCONET was once more available from the staff menu. If you do experience problems, please contact the Help Desk (495-3000).

    A reminder about the TAPE command. OSPR has noted a sharp increase in staff use of the HOLLIS tape export function. This is natural, given that units are cataloging a higher percentage of materials locally using the LC books file (BF database) and following the cataloging process with the TAPE command to report holdings to a national utility. However, OSPR also has detected a small increase in the number of TAPE commands that have been issued using the wrong library location.

    All staff authorized to create and update standard-tagged bibliographic records (which after 19 April means all records) are now authorized to use the TAPE command. For those who are using TAPE or plan to do so in the future, please read the HOLLIS Reference Manual description of this command to make sure you use it correctly. Be especially careful of which library location (LOC) you specify after the TAPE command. If you are authorized to export more than one location, be sure you specify the correct location number following TAPE.

    If you discover that you have issued the TAPE command for the wrong location and if it would pose a hardship for that information to be taped out to a utility, you can request that OSPR prevent the information from actually going out. Notify OSPR of the HOLLIS record number, the location field repeat number, and location name of the item taped incorrectly. OSPR will see to it that the tape out request is not processed and that you are not billed for the transaction. However, OSPR will not correct the tape out destination display on the location field unless there is a special request in an extreme situation.

    So the moral is -- TAPE carefully -- its a jungle out there! If you have any questions, please contact Kate Mullen in OSPR.

    April newsletter correction. In the April HOLLIS Newsletter an article on USMARC country code changes incorrectly states that OCLC and RLIN will be converting their databases by May 24th to accommodate changes in USMARC country codes. Neither has definitely scheduled such a conversion. The May 24 date is when the Library of Congress will begin distributing records with the new codes, and hence when the utilities will begin "accepting" records with the codes. While HOLLIS will accept the new codes any time, units should not use them in TAPE transactions until May 24th.

    Response time tests. Response time tests are scheduled for the first Tuesday of each month. Upcoming tests are scheduled for: 2 June, 7 July, 4 August, and 3 November. Volunteers should mark their calendars appropriately.

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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.

    The envelope please ... Quite a few staff members responded to my puzzler in last month's issue, but the gold statue (if I had one) goes to Ann Marie Breaux at Lamont, who responded first. The answer is: perform the title search


    which results in two cross references:


    1. [retrieves: TOLKIEN J R R (JOHN RONALD REUEL) 1892 1973 history of middle earth]
    2. [retrieves: TOLKIEN J R R (JOHN RONALD REUEL) 1892 1973 history of middle earth london england]

    If you enter "1" to select the first cross reference, the above index should display. "History of middle earth" is a uniform title that is accompanied by an author name. By selecting the cross reference, HOLLIS searches the author name accompanied by the uniform title, resulting in the author index above. Since "history of middle earth" is a uniform title, you also could have searched for it by author!

    All order linkages are not the same. One obstacle that many staff HOLLIS users face is the interpretation of the various types of location field order linkages. If you do not know the difference between a direct online order linkage, an indirect online order linkage, an offline CAPS linkage, and an offline weeded HOLLIS order linkage -- read on.

    BN-001-01 -- A direct online order linkage represents an order created online. The linkage has the format:

    [activity status][relative status]-[order number]-[division number]

    From the bibliographic record, you display this type of order by using the OPR command.

    BN-001ABC1234-01-- An indirect online order linkage represents an order that has been moved (along with its library location field) from another bibliographic record. This is a normal online order that has been moved as a result of using the MLOX (move locs) command. This online linkage has the format:

    [activity status][relative status]-[order number]-[division number]

    but the order number between the hyphens is the full 10-character HOLLIS order number. To display this order, you must use FIND followed by the record number between the hyphens (FIND 1ABC1234).

    ZN-F23357 (08/15/84) -- This offline order linkage represents an order from the old CAPS acquisitions system that was inactive and therefore weeded from the online file at the time HOLLIS came up in 1985. The format of this linkage is:

    [activity status][relative status]-[CAPS order number]-[CAPS receipt date]

    The CAPS offline linkage indicates that an order existed, but you will have to refer to a CAPS microfiche if you want to see the order.

    ZN-8912-5ABC1234-- This offline order linkage represents a direct or indirect online order that has been weeded from the online files. Once a year, OSPR weeds the order file of older records that are closed and have no action dates or unapproved payments. The format of this linkage is:

    [activity status][relative status]-[weed cycle date]-[full order number]

    For example, the linkage (ZN-8912-5ABC1234) represents order 5ABC1234 that had a ZN order status when it was weeded during the December 1989 (8912) order weed. All orders that met weeding criteria and were not updated since December 1989 were removed from the online files during this weed.
    Like the weeded CAPS order linkage above, this linkage does not represent an online record. A copy of the record is stored on microfiche that are arranged by weeding cycle date.

    The microfiche products for the two weeded order linkages described above should be available in technical services departments of most Harvard libraries. If you have further questions about these linkages, consult page 7.26 of the HOLLIS Reference Manual or contact Julie Wetherill in OSPR.

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    Report of the Working Group for Item Record/Subfield K Reporting (IRK)
    Karen Carlson
    Mollie Della Terza
    Kate Ellis
    Barbara Mitchell (chair)
    Carolyn Morrow
    Marian Taylor
    Elizabeth Vernon

    23 March 1992
    Rev. 1 April 1992

    This group was charged by the HD Transfer Committee and OSPR with recommending two new reporting fields in the item record, particularly for preservation and HD-related needs. Most libraries currently use LOC subfield k for HD and preservation reporting purposes, but it is less than ideal for a variety of reasons. Chief among these are inconsistent usage and the limitation of being able to report from the loc only as a single unit of measurement. The advantage of item records, and having reporting fields within them, is that they enable us to distinguish among many items attached to one loc (additional copies, serial volumes, and multi-volume sets, for example).

    The specific charge to the group, recommended as part of the OSPR Circulation Reporting Project, was as follows:

    Define two new fields, ITEM-CODE-1 and ITEM-CODE-2, as user-defined reporting fields. ITEM-CODE-1 should be defined for consistent use across the entire system for preservation and HD-related needs. ITEM-CODE-2 could be defined as desired by any participant.

    The group recommends that I-C-1 and I-C-2 each contain six bytes. In defining I-C-1 values, we decided to use the first two bytes for HD-related needs, the middle two for preservation needs, and the last two for recording the year in which data was encoded. Although four bytes would clearly offer abundant space, the group felt strongly about readability of the data, especially for the year (92, 97, 02, etc.). We expect that in the next several years, additional HD/preservation values may be necessary. For now, we recommend the following:


    A blank in any position should be taken to indicate "no information supplied".

    HD Data

    Byte 1 (location) H = at HD
    T = transferred back from HD
    Byte 2 (source) B = backlog
    C = current receipts
    N = NEDL
    S = transferred from stacks

    Preservation Data
    Desirable preservation data include actions/decisions and processes/sources.

    Byte 3 D = deacidified
    F = filmed
    U = used; from preservation backlog

    Byte 4 C = filmed by commercial agency
    H = filmed by Harvard
    L = filmed by another library
    ? = codes for various deacidification processes

    Date Data

    The year in which the piece was sent to HD is encoded in I-C-1, represented by the last two digits of the year.

    Bytes 5-6 92 [etc.]

    This item code would be used freely by local units for recording whatever data is desirable. Cabot Library might use it for reporting collection decisions. Widener would use this code for data on boxed materials stored in HD. Houghton might use it for condition descriptions (disbound, poor paper, e.g.).

    The group discussed whether to require libraries to use a unit code in the first two bytes of I-C-2, in order to avoid some of the problems associated with the free use of subfield k. Certainly Widener and possibly HCL will adopt standard unit-identification values for I-C-2 (another advantage of having six bytes).

    This discussion led to the problem of how I-C-1 standards will be enforced in the absence of umbrella standards for item records. The group feels that standards for both preservation and HD reporting in item records can reasonably fall within the purview of the HUL Preservation Office, supported by appropriate HOLLIS documentation. It will not be necessary for HOLLIS to validate the data in I-C-1, as these fields are intended primarily for reporting purposes.

    These fields should be available for both live file and circ history reporting. Twelve bytes have been reserved by OSPR in the circulation history record format for prospectively recording I-C-1 and I-C-2.

    It is possible that some of the I-C-1 values can be assigned by program retrospectively for some item records for materials at HD. These values would then be available for live file reporting. However, there will be no way to get them recorded retrospectively for prior charges in the circulation history file.


    The group further recommends that a preservation flag be added to the item record, along with the catalog and circulation flags, and recommends that this be implemented in HOLLIS with a relatively high priority. That way, when materials are retrieved from HD that require preservation review, they can be routed upon discharge.

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