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HOLLIS Newsletter

Volume 7, Number 6 (June 1992)

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  • Agenda for Liaisons Meeting
  • Meeting Notes from May
  • Survey of Liaisons Structure
  • Preparations for end of fiscal year
  • Update on Reporting
  • Quality control in 'other' databases
  • Update on HULPR security
  • Circulation status display
  • Clean-up items from Encoding level project
  • OSPR to move
  • Liaisons issues, Pt. II
  • Feature Article
  • Standing Search description
  • Notes and Reminders
  • Purchase Order 'bug'
  • Widener ends subject verification
  • DUC 3rd supplement is out
  • Newbooks subscription rates
  • HOLLIS hours
  • ACU reports produced weekly
  • Steve's office hours
  • Password change reminder
  • Response time tests

    Agenda for HOLLIS Liaisons Meeting #77
    June 10, 1992
    Lamont Forum Room, 2:30 - 4:00 p.m.

    1. Announcements: T. Robinson
    2. LC Standing Search - an update: M. Smith
    3. Committee presentations: In a continuing effort to inform HOLLIS liaisons and facilitate communication between the many Harvard groups discussing HOLLIS enhancements, policies, and implementation issues, representatives of several technical services groups have been invited to "introduce" themselves to HOLLIS liaisons. The history, membership, goals/charge, and recent activities of each group will be presented.

    • HAAC Standing Subcommittee on Bibliographic Standards and Policy - Michael Fitzgerald
    • HAAC Standing Subcommittee on Serials, Series, and Continuations - Ruth Haas
    • Acquisitions Round Table - Anne Marie Breaux
    • Technical Services Round Table - Beata Panagopoulos

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    Notes from the May Meeting
    OSPR to survey liaison assignments and meeting times. HOLLIS managers will be receiving a survey in early June asking them to review their unit's liaison assignments and record their preferences for liaison meeting times. This survey is one of the improvements suggested at the April HOLLIS Liaisons meeting discussion of liaison effectiveness. The survey asks managers to identify their primary HOLLIS liaison and select additional liaisons if needed. The goal is to provide adequate representation for both technical services and public services areas. This survey also asks managers to express preferences for the meeting time of monthly liaison meetings. It was suggested at the April meeting that liaisons from public services departments had difficulty attending the monthly afternoon meetings.

    HOLLIS Managers are asked to complete this survey and return it to OSPR (88 Widener Library) by 15 June. Contact Tracey Robinson in OSPR if you have any questions.

    Time for end of fiscal year preparations. As July 1st draws ever closer, library units should make final preparations for the end of the 1992 fiscal year. Units should stop recording invoice payments in advance of Wednesday, July 1st in order to allow all payments to clear Holyoke Accounts Payable. OSPR will distribute to HOLLIS managers a memo describing end of fiscal year procedures. A copy of this memo is also appended to this newsletter. Your financial officer should be contacting you soon about any preparations. In addition, OSPR asks that units submit all final fiscal 1992 report requests by 15 June.

    Update on HOLLIS reporting. Kate Mullen is now responsible for fulfilling HOLLIS report requests. To request reports, units should still fill out the form in the HOLLIS Reference Manual Appendix P, addressing requests to:

    Report Requests
    88 Widener Library

    Quality control of the "Other" databases. Tracey reiterated OSPR's policy against accepting requests for corrections to records in the Academic Index, Legal Resource Index, or PAIS databases. This policy has been in place since the debut of these "other" databases in HOLLIS (February 1991). For AI and LR, staff can contact Information Access Company at 1-800-227-8431 and request that changes be made to designated records. For PAIS, staff can try the Public Affairs Information Service at 1-212-736-6629. Several staff members have reported success when reporting errors directly to the database producer, although you may have to explain the problem to several people before being connected to the right extension.

    Tracey noted that the procedure for correcting errors depends upon who produces the data. For example, Tozzer Library's Anthropological Literature will become a database in HOLLIS this fall and staff who spot errors could report them directly to Tozzer. However, Religion Index, also scheduled for the fall, is another commercially- produced database for which OSPR does not provide quality control. If you have questions, contact Tracey Robinson in OSPR.

    Update on security changes. Almost a year ago, OSPR warned liaisons of OIT's plan for changes to the way HULPR signons are maintained. This OIT project, designed to tighten security for all systems including HULPR, will probably not resume until later this summer. In the meantime, OSPR still strongly recommends that individual operators have their own HULPR signons, in accordance with recommendations of University auditors. OSPR will notify library staff when the security project is ready to proceed.

    Circulation display -- four libraries and counting. As of May, users of the HOLLIS Public Catalog can now check the circulation status of materials held in four Harvard libraries: Widener, Cabot, Physics Research, and the Kennedy School Library. Lamont and Hilles will begin participation in circulation this June; Countway will begin in August. Stephen Stillwell and Carrie Kent noted that circulation status in the Public Catalog is one of the most important enhancements from the student and faculty perspectives. In fact, patrons who discover the marvels of online circulation status quickly begin to lobby for all libraries to get their circulation status online. For the future, the Law Library is actively considering participation; other libraries may consider joining when planning time and funding are available.

    Encoding level conversion clean-up issues. Robin Wendler and Julie Wetherill reviewed all of the changes that affected bibliographic records during the encoding level conversion on the weekend of 19 April.

    The Absolutely Final List of Changes

    Julie reviewed all changes from the April 19th conversion using a handout that described the complete conversion specifications. Below is a recap of this list.

    Changes to fixed fields

    • Convert all ENCL '9' bibliographic records to ENCL 'a'.
    • Convert all ENCL 'h' bibliographic records to ENCL 'c'.
    • Add ENCL values 'b' and 'd' to tag tables for all bibliographic formats.
    • For all reproductions described in book and music format records, that also have a PDTYP code 'r' and PDT1 is later than PDT2, replace PDT1 date with date from PDT2 and blank out PDT2.
    • Change the SRCH value to blank.

    Variable Field

    • In bibliographic records containing 9xx tags, convert these tags to their standard equivalents.
    • except fields 929, 959, 979 -- leave as is, 9xx form is still legal
    • except 905 fields with first indicator of blank, 5, or 9 -- 905 is illegal, but value cannot be converted; leave as is and have operators erase them when necessary.
    • If a standard bibliographic record (pre-conversion ENCL value other than 9) contains any non-repeatable 9xx tags (903, 907, 910-13, 923-26, 930), record is not converted.
    • If a provisional bibliographic record (pre-conversion ENCL value is '9') contains any standard non-repeatable tags, record is not converted.
    • If a provisional bibliographic record (pre-conversion ENCL value is '9') contains a 905 field with an indicator other than blank, 5, or 9, convert to 035 and assign a sequence number of 1 (one).
    • Sort fields in converted records.

    Variable field indicators

    • For existing standard-tagged bibliographic records, if a 1xx field with a second indicator value of '0' (zero) is present, change this indicator value to blank.
    • Tag table change to make the filing indicator of the 130 field and 24x title fields default according to the LANG value in the fixed field.
    • Tag table change to make the filing indicator of the 440, 7xx, and 8xx title fields default to a fill character (`) -- filing indicator unknown.
    • During conversion, set first indicator of newly converted 78x fields to 0 (zero).

    Clean-up Issues

    Robin reviewed a few outstanding clean-up issues from the conversion. Most of these affect a very small number of bibliographic records.

    Problems that will be fixed in the next few months:

    • The default filing indicator for authority format 130 fields will be changed back to 0 (zero) instead of a fill character.
    • The correct publication dates will be added to approximately 500 reproduction records; their dates were blanked out accidentally during the conversion.
    • The duplicate index entries created when an operator edits some reproduction records will be eliminated as OSPR regenerates HOLLIS indexes over the next several months; the regeneration schedule has not yet been finalized -- we will keep you posted via HOLLIS electronic mail.
    • Manual conversion of bibliographic records containing both standard and provisional versions of non-repeatable tags.

    Problems requiring analysis:

    • HOLLIS cannot assign correct default filing indicators for titles in the 4xx, 7xx, and 8xx tag ranges. It currently assigns a fill character by default, although some users would prefer that a 0 (zero) be the default. Naomi Ronen, John Hostage, and Karen Carlson have volunteered to review the issues and recommend whether OSPR should change the way these fields are handled to allow correct indicator assignment, or keep a 0 or fill default for title fields in these ranges.

    Things to be aware of:

    • OSPR did not convert 905 fields with indicator values of blank, 5, or 9. Attempting to edit one of these records will produce an error message, since the 905 is now invalid. Liaisons agreed that operators should delete these fields as they encounter them, since they contain obsolete information.
    • The information format has a limited number of tags defined for it. Liaisons responded favorably to Robin's suggestion that we increase the number of tags available. OSPR plans to increase the scope of the format in the next few months -- details will be reported in this newsletter.


    If you have any questions or comments about the issues described above, please contact Robin Wendler or Julie Wetherill in OSPR.

    OSPR on the move. Tracey confirmed that OSPR has tentative plans to move out of Widener to another location near Harvard Yard -- probably late this summer. OSPR does not anticipate any permanent changes in service or operations, but there may be a brief period when only basic services are available while the office relocates. We will keep everyone posted via this newsletter as moving day approaches.

    Revisiting the HOLLIS liaison structure, part II. In the second installment of the discussions on the role and effectiveness of HOLLIS liaisons, OSPR invited representatives of the HAAC Standing Subcommittee on User Services in HOLLIS (SSHUSH) and Circulation Liaisons to describe their activities and relationship to liaisons.

    Tracey Robinson began by reviewing some of the actions that OSPR will take as a result of discussions at the April meeting. These actions were summarized in the May Newsletter. Actions taken so far include:

    • Presentations by representatives of SSHUSH and Circulation Liaisons at the May liaisons meeting.
    • Presentations by representatives of Technical Services Interest Group, Acquisitions Roundtable, and the HAAC subcommittees on Bibliographic Standards and Serials, Series, and Continuations (SSSSC), scheduled for the June meeting.
    • Schedule the May meeting for the morning and then survey HOLLIS units about future meeting times.
    • In June, OSPR will be asking HOLLIS Managers to review current liaison assignments and assign additional liaisons if departments within their units are under-represented.

    To assist units in reviewing liaison assignments, Tracey outlined OSPR's understanding of the liaison's role. Liaisons serve two primary functions: as an information officer for their library unit, and a contributor to the development of HOLLIS. As an information officer, a liaison is responsible for attending the monthly meeting, communicating HOLLIS information to staff, and reading the HOLLIS Newsletter. In the other role of contributor to HOLLIS development, a liaison contributes his/her technical expertise and sometimes the knowledge of fellow staff members to the planning and prioritization of HOLLIS enhancements.

    In addition to establishing effective liaison representation, units are also concerned about which forum to choose when a HOLLIS-related issue needs discussion. Most units traditionally turn to HOLLIS liaisons when they have a question or problem, but there are other groups within and outside of the library system that also contribute to HOLLIS, and it has never been clear where liaisons fit into the scheme. The May meeting focuses on public services groups. What follows are summaries of the presentations given by representatives of the HAAC subcommittee on user services (SSHUSH) and Circulation Liaisons.

    Standing Subcommittee of HAAC on User Services in HOLLIS

    Carrie Kent, Chair of SSHUSH, summarized the Subcommittee's origins, charge, and current activities. Three years ago, the HOLLIS Administrative Advisory Committee (HAAC) established SSHUSH to provide ongoing advice, review, and assistance to OSPR and HAAC on developments in the HOLLIS Public Catalog. SSHUSH members have developed specifications for Public Catalog developments such as the records by e-mail function and changes to existing features. They have also reviewed specifications brought by other groups, such as the circulation screen displays developed by the PHOCSI (Public HOLLIS Online Circulation Status Information) working group. At various times, they may review Catalog screen design, help screens, and public documentation.

    This year, SSHUSH has focussed its efforts in two areas: redesigning the options area of the Public Catalog screen display and prioritizing a list of Catalog enhancements. Also, three SSHUSH members (Ellen Eisenstein, Naomi Ronen, Ed Tallent) have formed a 'Help Screen Subgroup' to remove the burden of help screen review from the full body. Carrie noted that SSHUSH has addressed issues that may otherwise have gone to HOLLIS liaisons for review. Liaisons and SSHUSH have never had a formal relationship. In addition, public services staff traditionally have submitted their requests to SSHUSH rather than liaisons because of the Group's direct relationship with HAAC. Carrie acknowledged that there have been issues that probably were more appropriate for liaison discussion, and she anticipates that SSHUSH members will be on the look out for future issues that should be reviewed by both groups.

    Circulation Liaisons

    Online circulation became available in HOLLIS in 1989 with Widener Library as the sole initial participant. Circulation liaisons, established in the summer of 1989, is a group of circulation staff gathering informally to discuss the many changes needed to 'fine-tune' circulation, which is very much a work-in-progress. At the helm, then and now, has been Kate Ellis, systems librarian in OSPR and HOLLIS circulation system expert.

    Kate noted that the initial group of eight people (four from Widener and four from Lamont/Hilles) has more than doubled its size now that seven libraries are using online circulation or plan to do so in the very near future. [The libraries: Widener, Cabot, Physics Research, Kennedy School, Lamont (June 1992), Hilles (June 1992), and Countway (August 1992]. Although the group has no formal charge, they have served in a role similar to the larger liaisons group -- reviewing functional questions and enhancements, reporting bugs, etc. They tend to spend much of their time with very detailed technical issues, since circulation is a very complex subsystem. One unique aspect of their work is the review of a unit's circulation policies in preparation for joining online circulation. Although the group has had limited contact with the larger liaisons body, Kate also mentioned that the group assumed that they would reach some "critical mass" as the number of participating libraries grew and at that time it would be appropriate for circulation liaisons to in some way merge with the larger group. With seven libraries online as of August, perhaps now is the time to officially transfer some activities to the main liaisons group. Kate suggested that circulation enhancements are issues that the whole liaison body should be aware of. However, it is likely that circulation liaisons will continue to exist as a special interest group.

    Cliff Wunderlich asked if the minutes from circulation liaison meetings could be distributed more widely to benefit all units, especially those thinking about participation. Kate agreed and suggested that posting the minutes to LIBINFO might be one method of wider distribution.


    In June representatives from several technical services interest groups will continue this discussion as they describe their evolution, relationship with HOLLIS liaisons, and activities related to HOLLIS. Hopefully, this review of library committees and special interest groups will assist you in choosing the appropriate channel for addressing a particular issue.? Tracey reminded everyone that liaisons is the right place to air all HOLLIS-related questions, regardless of which group actually takes responsibility for it.

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    Feature Article
    A Description of the LC Standing Search. OSPR is developing a "standing search" mechanism that will automatically enrich HU records containing provisional bibliographic data with cataloging data from the LC books file (BF database). OSPR tentatively has scheduled the debut of this LC standing search for the end of June 1992. The specifications describing how this process works were distributed in the fall of 1991. But, since the standing search is imminent, staff might benefit from another summary of how this process works.

    Standing search process

    Step 1. On a nightly basis, the system selects new or updated eligible HU provisional records. To be eligible, HU records must meet the following criteria:

    • FMT code is 'B' (book format)
    • Date in PDT1 field must be 1988 or later (within last four years)
    • ENCL value of record must be 'a', '2', or '5'

    In addition, eligible records must contain all of the following:

    • A LCCN (010) or ISBN (020)
    • A title (245)
    • An imprint statement (260)

    Records not meeting the above criteria are dropped from consideration.

    Step 2. Once a week (after the latest BF database update) the system compares the pool of eligible HU records (from Step 1) against LC records in the BF database, looking for matches on either LCCN or ISBN.

    OSPR will weed both the BF database and this search pool by publication date (PDT1) once each year to insure that only records with publication dates within the last four years are retained.

    Step 3. For each HU record and all of its potential matches from BF (found in Step 2 above), the system performs all of the following tests. If any of these tests fail, the system rejects the BF record.

    • ENCL value of BF record must be blank, 1, or 8
    • Date in PDT1 of the HU record must be within one year of the PDT1 date in the BF record
    • LCCNs (if present) must match exactly

    Title (245 subfields a, b, n, and p) in both records must meet one of the following conditions:

    • Exact match on all subfields;
    • The longer field contains the shorter; or
    • The last 10 characters match exactly.

    Imprint (260) subfield b in both records must meet one of the following conditions:

    • Exact match;
    • Longer field contains shorter; or

    If there is an edition statement (250) in subfield a in one or both records, one of the following conditions must be met:

    • If both contain non-numeric data, they must match exactly;
    • If both contain numeric data, the number portion must match; or
    • If only one record has a 250 a and it contains a '1' or 'first', consider the two records a match.

    Step 4. After all possible matching records from BF have been evaluated (Step 3 above), the system performs one of three actions depending on how many matches remain:

    • If no matches remain, return the HU record to the standing search pool, to be searched again next week;
    • If more than one match remains, print the numbers of these records for review; or
    • * If exactly one BF record matches the HU record, the system will overlay the HU record with the bibliographic data from BF, change the update date (UDATE) of the HU record to the current date, delete the BF record, and print a report to all locations on the HU record notifying them of this standing search replacement.

    * Note: the system performs an additional test just before HU records get overlayed by BF data to insure that an HU record that has been upgraded in the interim (that is, it no longer has an ENCL value of 'a', '2', or '5') will not be replaced by the standing search process. In addition, the system deletes the BF record.

    HOLLIS performs the set of tests described in Steps 3 and 4 for each HU record in the pool and all of its possible matches from BF. When BF data overlays HU data, the system follows the existing rules regarding retention of unique fields from the HU record. (Consult Appendix U of the HOLLIS Reference Manual for more information.)

    Staff should note that this standing search process affects bibliographic data but not location data. For example, a location field on an HU record with a second indicator of 'p' (provisional, not cataloged for this location) will still be provisional after the standing search process overlays the bibliographic data. The item is not considered to be cataloged for that location and will not be picked up on the new books report until an operator changes the location second indicator to 'c' (cataloged for this location).

    Library Reports

    After each standing search cycle, all units with locations on the resulting overlayed record will be sent notification of the event on a new weekly report. This new report will look like the current cataloging notification reports, but with the heading STANDING SEARCH CATALOG NOTIFICATION REPORT. As with the current report, it is organized by LOC code, and subdivided by language, LOC c, and record number. Units should use this report to trigger any additional cataloging activity, classification, authority work, and national reporting (using the TAPE command).

    Preliminary pass of the HU database

    During the month of June OSPR will implement the new LC standing search. As a first stage of implementation we will do a retrospective pass over the whole HU bibliographic database to look for matches in the BF file. Preliminary tests lead us to expect about 16,000 HU records to be upgraded to standard cataloging as a result of this retrospective pass. When a record in HU is updated by standing search, all LOCs on the resulting record are notified of the fact via a new cataloging notification report (described above). If any record on which your unit has a LOC is updated by the retrospective pass you will get a report indicating this event. Staff in your unit should then look at the record online, perform any necessary authority control, and TAPE the record to OCLC or RLIN as your library's policy dictates. OSPR will send out e-mail notification when the retrospective pass is scheduled.

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    Notes and Reminders
    Purchase order print bug. There is a known bug in the printing of HOLLIS purchase orders which has to do with the printing of text from the order-statement area and from the NV field. Apparently, if you put a note in the order statement area that has a dash in it (e.g., "v.2-"), AND if you put a note in the NV field that also has a dash in it (e.g., Account # 123-456), then the order-statement note will print, but the NV note will not. There may be other circumstances in which the NV note does not print. If you can provide us with further evidence of such problems, we would appreciate it. This bug has been added to the "bug" list.

    Widener discontinues subject heading verification. The Subject Heading Verification operation (which has been carried on in Widener since 1977) has been discontinued in the light of plans to have authority control and quality control work performed by a vendor, commencing later this year. Formerly, this project systematically evaluated new subject headings in the DUC and then in HOLLIS. Until the vendor authority control begins, requests to have subject authority records created or corrected should be sent to Peter Lisbon, Widener 191. Now and in the future, subject headings on bibliographic records may be updated as needed.(Peter Lisbon)

    New DUC Supplement. The third supplement to the final cumulation of the Distributable Union Catalog (DUC) is now ready for distribution. This supplement, entitled "Feb 1989 - Jan 1992", is to be used in addition to the final DUC cumulation, which is entitled "January 1989". Because this supplement is cumulative, it replaces the existing supplement that is headed "Feb 1989 - Jan 1991".

    Included in this supplement are bibliographic records created in or added to the HU file in HOLLIS/HULPR from February 1989 through January 1992. Details on which records are included appear in the March 1990 HOLLIS Newsletter (v.5, no.3). If you have any questions about the content of the supplement, please contact Robin Wendler in OSPR.

    The DUC has three sections:

    SectionFiche header colorNo. of fiche in 3rd suppl.
    LC Subjectred364
    Medical subject MeSHblue8

    Billing for the FY92 DUC subscription appeared on the August 1991 HOLLIS billing reports.

    "New Books" subscription rate. The FY1993 annual subscription rate for "New Books" will be $120.00. These Books File (BF) database in the technical services mode of HULPR. If you would like more information on these reports or would like to set up a subscription contact Kate Mullen in OSPR.

    Holiday Schedule 1992 - 93. The confirmed 1992 - 1993 holiday schedule for HOLLIS and HULPR operations is as follows. Both HOLLIS and HULPR will be available during "normal" hours of operations for all holidays except:

    • Independence Day --- Friday, July 3
    • Labor Day --- Monday, September 7
    • Thanksgiving Day --- Thursday, November 26
    • Christmas Eve --- Thursday, December 24 (after 12 noon)
    • Christmas Day --- Friday, December 25
    • New Year's Eve --- Thursday, December 31 (after 5 pm)
    • New Year's Day --- Friday, January 1

    Both systems will be down for the dates and times listed above. If you have any problems with this schedule please call Tracey Robinson at 495-3724. This holiday schedule is also posted in EMS Common Messages under the title "Holiday Schedule 1992-92".

    ACU reports to appear weekly in May and June. AS the close of the fiscal year draws near OSPR will be producing the ACU reports ("HOLLIS Accounting Unit Status report") every Friday for Monday distribution during May and June. After 1 July , we will go back to producing the report just twice a month -- the 15th and the 31st.

    Steve Thornton's office hours. Steve Thornton would like to reestablish the practice of holding office hours from 9:00 - 10:00 am Monday through Friday. He will make a continuing effort to actually be in the office at those times, and promises to promptly return phone calls made during that time. Really!

    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 July, 4 August, and 3 November. Volunteers should mark their calendars appropriately.

    Regular, non-keyword searching response times continue to be excellent - no search in the test took longer than 1.5 seconds. Keyword response was higher than normal, but within acceptable limits.

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