Agenda for HOLLIS Liaisons Meeting #77
1. Announcements: T. Robinson
1. Announcements: T. Robinson
Notes from the May Meeting
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:
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.
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
Variable field indicators
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:
Problems requiring analysis:
Things to be aware of:
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:
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.
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.
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.
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:
In addition, eligible records must contain all of the following:
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.
Title (245 subfields a, b, n, and p) in both records must meet one of the following conditions:
Imprint (260) subfield b in both records must meet one of the following conditions:
If there is an edition statement (250) in subfield a in one or both records, one of the following conditions must be met:
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:
* 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).
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).
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.
Notes and Reminders
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:
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:
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:
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.