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HOLLIS Newsletter

Volume 7, Number 11 (November 1992)


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TABLE OF CONTENTS

  • Agenda for HOLLIS Liaisons
  • Meeting notes from October
  • Who to call for technical support
  • Update on the DUC
  • ISDN dial problems
  • Update the Library Guide
  • New network staff
  • Future of the terminal network
  • RECON update
  • Panel discussion with HOLLIS users
  • Feature Articles
  • Overview of HAAC Task Groups
  • Notes and Reminders
  • Open house at OIS
  • VINE service demonstrations
  • Program on Electronic Texts
  • Traffic jams OCLC-link
  • Y and Z Tag Tables
  • Problem with IAC records
  • LUCK software discontinued
  • OCLC tape glitch
  • ISDN dial-in problems
  • CRL records added to HU
  • Response time tests
  • Public Services Issues
  • Circ. status 'on' for microforms and gov.docs.
  • Preparing for online circulation
  • RECON authority work, Part II
  • HOLLIS Hints
  • Reformat command and the 810b ABEND
  • Network Notes
  • Problems printing from 3151 terminals

    Agenda for HOLLIS Liaisons Meeting #81
    Thursday, November 12, 1992
    Please note change of date
    Lamont Forum Room, 2:30 - 4:00 p.m.

    Announcements: Tracey Robinson
    Update on electronic transfer of payments: Daniel Bednarek
    Circulation panel discussion:

    • Electronic distribution of circulation notices: Elaine Alligood (Countway)
    • Circulation statistics and collection development: Allen Bourque (Cabot)
    • Circulation and Harvard Depository requests; circulation and in-process control of materials: Jennifer Hanlin (Widener)

    OIS HOLIDAY OPEN HOUSE.
    1280 Massachusetts Avenue, Suite 404
    Tuesday, 24 November from 4:00 to 6:00 p.m.
    Come help us inaugurate our new space and celebrate the upcoming holidays!

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    Notes from the October Meeting
    Who do you call for HOLLIS technical assistance? Tracey Robinson reviewed the types of assistance available to library staff who suffer HOLLIS hardware or software problems. For HOLLIS technical problems (terminal inoperative, HOLLIS/HULPR not available, etc.), staff should contact the OIT Help Desk (495-3000). Depending on circumstances, Help Desk staff should respond to a staff problem report within two hours of receiving a complaint. If you do not receive assistance within this time frame, you should contact OIS. The Help Desk (495-3000) is also the first contact when problems strike four of the other services available from the HOLLIS staff menu (FAXON, EBSCO, RLIN, CMS). The one exception is the TELNET facility; for problems using TELNET, contact the HOLLIS Technical Assistance Line (495-9388). Those who use HOLLIS staff terminals to connect with OCLC should report any problems to the OIT Help Desk (495-3000).

    In all of the above cases, please consider OIS to be a backup resource in case the Help Desk or Technical Assistance services cannot provide assistance. If you have questions, contact Tracey Robinson in OIS.

    Update on 1993 Distributable Union Catalog (DUC) Supplement. OIS has recently mailed out subscription renewal surveys for the 1993 DUC Supplement. OIS has asked that library units specify the number of DUC copies they need and return the survey by 31 October. OIS plans on distributing this new Supplement in January 1993.

    Tracey Robinson remarked on how the increased volume of records added to the HU database has led to a corresponding increase in the size and cost of each annual DUC Supplement. A single 1993 subscription costs $550.00 and OIS estimates that a single subscription for the 1994 annual Supplement will approach $1,000.00. As University Library Recon activity continues, the size and cost of each DUC Supplement will grow precipitously -- leading many units to reconsider their subscriptions. The HAAC Standing Subcommittee on User Services in HOLLIS (SSHUSH) has agreed to examine the issue of the DUC and its role as a backup to HOLLIS. OIS will keep everyone posted as investigations proceed.

    ISDN dial access problems. On 13 October, dial-up access to HOLLIS via ISDN telephone lines was temporarily out of service. Tracey reported that until the problem was resolved, users could contact the HOLLIS Technical Assistance Line for instructions on using an alternate connection method. [Editor: the ISDN phone problem has since been fixed and services are back to normal.] Consult the Notes and Reminders section for a related article on ISDN dial-up access.

    Reminder about updating LG records. Fall 1992 has come and libraries should update their Library Guide records with any new information about their hours of operation or services. Each library is responsible for its own record - - OIS does not make changes. Please contact Tim Hanke in the University Library Publications Office (495-7793) for more information.

    Ciata Victor joins OIS. Tracey Robinson introduced Ciata Victor, the new OIS Network Specialist. Since starting in September, Ciata has led an aggressive assault on the list of outstanding network repair and installation issues. Contact Ciata in OIS if you have network-related questions.

    The future of the HOLLIS terminal network. OIS is actively working on a project to update the HOLLIS terminal network to provide more flexibility and functionality. Currently, all dedicated HOLLIS public and staff terminals are connected by telephone lines (called LAD circuits) to the machine room at 1730 Cambridge Street, site of the IBM mainframe and home of HOLLIS. The proposed new network would use Harvard's High Speed Data Network (HSDN) to connect HOLLIS terminals to the IBM mainframe.

    HSDN connectivity represents a bright future for the HOLLIS terminal network. However, the future will come gradually, since OIS is committed to supporting the existing network configuration while gradually adding this new technology. OIS will keep everyone posted as developments proceed.

    Recon updates. Karen Carlson Young, Recon Project Manager, reported on the progress of Recon planning.

    CONVERSION QUEUES ARE ESTABLISHED

    The University Library has established the order in which libraries will participate in retrospective conversion. As currently devised, the plan has a single conversion "queue" for Widener holdings starting now and continuing over the six year life of the Recon Project. In addition, there will be up to four more queue's each year for other College and Faculty libraries. For the first two years, there will be an emphasis on Faculty libraries while most College Library units will be converted starting in the third year of Recon. In the first year, participants will be the Loeb Design Library, Law Library, and Gutman Library as well as several of the smaller College Library units.

    RECORD CONVERSION STARTS

    The first batch of 30,000 catalog cards from Widener Library is on its way to OCLC for conversion. It is anticipated that approximately 1500 converted records will be added to HOLLIS when the October OCLC tape is processed.

    OIS STREAMLINES UTILITY DATA LOADING PROCESS

    OIS plans on streamlining the process of loading utility cataloged records into the HU database. Currently, OIS receives the monthly tape of OCLC catalog records, runs them through conversion and duplicate resolution programs, and then adds them to a "queue" (Tracey used the analogy of a bucket) which slowly adds the records to the HU database. The volume of data has always been low enough that OIS can wait until the bucket empties before putting out a message on the EMS bulletin board announcing that records have been added. As Recon gears up, the volume of data flowing into HOLLIS will increase dramatically meaning that this "bucket" always will be full of records and always will be adding records to HU.

    When the loading process is streamlined, OIS will put out a message at the point when utility records are added to the "bucket," although it may take several more days before the records are actually available for display and update in the HU database. Units which rely on the EMS message about utility tape processing will have to assume there may be a two or three day lagtime between the message and availability of records. If a record does not show up in HU after three days, units will have to contact OIS. OIS will keep everyone posted as development proceeds.

    Panel discussion: HOLLIS from another point of view. OIS sought out HOLLIS users from outside the library system to share with liaisons their experiences using the HOLLIS Public Catalog and other online resources in the Harvard libraries. Panelists in this discussion included three Harvard graduate students and one faculty member. Each offered different and interesting observations on the benefits of HOLLIS and possible enhancements for the future.

    Lee Baker--DuBois Institute

    Lee Baker, a visiting scholar affiliated with the DuBois Institute for African American Research, began his presentation by noting that HOLLIS played an important role in his graduate research even before he came to Harvard. His research into the changing concepts of race in the field of anthropology has taken Lee to Temple University, Washington University, and the Library of Congress -- and all the while he regularly consulted HOLLIS via a dial-up connection from his microcomputer. In a strange twist, he has even used the LC classification numbers from HOLLIS records to request materials from the Library of Congress. Generally, Lee has found HOLLIS a very useful tool, especially when constructing bibliographies.

    Craig Thomas--Graduate Student, FAS

    Craig Thomas, FAS graduate student in English literature of the Renaissance and Senior Tutor at Cabot House, described himself as one suffering from PCCSS (post-card catalog stress syndrome) in that he regretted the demise of card catalogs in favor of the online variety. Using HOLLIS required that Craig "change his thought patterns" but after a few years, he grew accustomed to an online catalog. Craig now finds HOLLIS easy to use, especially when building bibliographies -- he usually expects and gets a 90 percent success rate when searching, except in the cases of certain materials held by Houghton Library. Subject and keyword searching are his tools, although he believes himself to be a very unsophisticated searcher. He specifically asked for more formal HOLLIS instruction. Several liaisons asked how Harvard libraries could improve HOLLIS instruction; Craig wants to see more "short sessions" on specific topics to help him use HOLLIS more efficiently. Kate Ellis asked Craig if he had seen advertisements for existing library instruction -- he does not read any university publication regularly enough to guarantee seeing such advertisements.

    Although HOLLIS is very useful, Craig's main resources for research are the MLA Bibliography and footnotes or bibliographies in books. One service HOLLIS (and other online catalogs) cannot provide is selectivity when retrieving search results. Frequently 50 percent of the results of an index search are items of no use to him but he only finds this out after a trip to the stacks. Bibliographies in books, on the other hand, have a "pre-selected" quality since the author presumably chose the books for a reason. When he does use HOLLIS, he is frustrated by the inconsistency in series tracings, such as when volumes in the New Historicism series are not always accessible by a FIND TI NEW HISTORICISM search or a similar keyword search. Craig also noted that using keyword to find volumes in this series leads to a list of index results that has no perceivable order. [Editor's note: keyword search results are arranged chronologically (most recently published first) and within each publication year, they are arranged by HOLLIS record number. It is easy to see why Craig complains, since there is no alphabetical sorting and the record number sorting is not obvious.]

    Lastly, Craig noted that although he regularly screen prints his HOLLIS search results using a local printer at a library terminal, he would prefer to specify the parts of the screen to be printed instead of getting the whole screen.

    Mark Van Baalen-- FAS graduate student and Manager of Consulting and Planning at OIT

    Besides working at the Office for Information Technology (OIT), Mark Van Baalen is a FAS doctoral candidate in the field of geology. For research, he spends most of his time in Kummel Library, Cabot Library, Gordon McKay Library, and occasionally Countway Library. And, although the Center for Research Libraries is in Chicago, he has access to its holdings through HOLLIS and has had great success with interlibrary loan of CRL materials. Mark agreed with Lee Baker's observation that its availability via the Internet elevates HOLLIS to the role of a national resource. On the other hand, he admits to not using other HOLLIS databases, such as Academic Index, but does make heavy use of CD-ROM products, such as GeoRef at Kummel Library. He hopes that the Library will make CD-ROM data available through HOLLIS with the same ability to use the LOCATION command to find the article at Harvard. And, to top it off, Mark would like to see the full text of journal articles online or the implementation of some form of electronic document delivery system.

    Mark uses HOLLIS heavily, especially when looking for maps. He wants more descriptive information about maps included in the HU bibliographic record; this would allow more effective "browsing" of maps online. He also made a plug for Recon (retrospective conversion) by noting that many of the historical writings in the geological sciences held at Harvard are not yet online. When his research involves serial publications, Mark would prefer that any title changes for the serial display in the index. Also, he finds that discerning between author names and titles in government publications and conference proceedings is sometimes difficult.

    Virginia Wise-- Lecturer, Law School

    Virginia Wise lectures on legal research in the Law School. Since she incorporates HOLLIS so thoroughly into her curriculum, Virginia likens herself to a HOLLIS instructor. She has been at Harvard since the debut of HOLLIS and can appreciate the great difference an online catalog makes to research at Harvard. Most impressive is the "one stop shopping" provided by the availability of the Legal Resource Index (LR database) and the LOCATION command's link to information in the HU database. She also uses PAIS International (PA database) extensively -- although the LOCATION command is not as successful in PA. [Editor's note: LOCATION is not as successful because PA indexes whole publications as well as journal articles. The LOCATION command needs an ISSN (international standard serial number) in order to make the link with HU and such information is not available in many of the PAIS records.] The hours of operation information available in Library Guide records (LG database) is also very useful.

    Virginia suggested that the value of acquisitions information in HOLLIS could be increased by instructing the user on how to request materials with HU records containing the message "ordered--received." As an extension of this, she echoed Mark Van Baalen's request for some type of document delivery service. There is room for improvement of HOLLIS searching, including: the ability to combine keyword and non-keyword searches, an increase in the number of indexes for searching, and public catalog access to Library of Congress subject headings information as a means of improving subject access to HOLLIS records. In terms of access, Virginia reported some chronic connection problems suffered by her ISDN link to HOLLIS. [Editor's note: please see an article about this ISDN dial-up problem in the Notes and Reminders section of this issue.] She would also like to see more education and support for internet access to remote resources.

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    Feature Articles
    Overview of HAAC task groups. There are three working groups established over the last few months whose activities may be of interest to members of the library community.

    Large Index Searching in HOLLIS--(LISH)

    LISH is a special HAAC (HOLLIS Administrative Advisory Committee) task force charged with recommending HOLLIS system enhancements to improve the effectiveness of index searches in the HOLLIS databases. LISH will focus on the solutions to search and retrieval problems posed by the addition of approximately five million bibliographic records from the University Library retrospective conversion project (Recon). Members of LISH include: Michael Fitzgerald (Chair), Kathleen Anderson, Jennifer Hanlin, Ellen Isenstein, Naomi Ronen, Marion Schoon, MacKenzie Smith, Malcolm White, and Hinda Sklar. The Task Group has already started meeting and is scheduled to produce a preliminary report at the end of 1992. HAAC and OIS plan to review their recommendations and begin development in the spring of 1993, with the goal of moving enhancements into HOLLIS for summer or fall of 1993. For more information about LISH and its activities, contact Michael Fitzgerald.

    Gateway to Information Resources and Library Systems--(GIRLS)

    GIRLS, another special HAAC task force, will address issues related to providing access for the Harvard community to information resources other than HOLLIS. Many valuable resources of potential interest are now or will soon be accessible over Harvard's high speed data network (HSDN) and at remote sites via the Internet. The University Library plans to make at least some of these other resources available via a gateway from some HOLLIS public terminals. Initially, the gateway choices will be limited to HOLLIS and Harvard's new campus wide information system called VINE (Veritas Information NEtwork), but more choices will be added in the future. The GIRLS task group (Michael Fitzgerald, Rodney Goins, Melanie Zibit Goldman (OIT), Carrie Kent (Chair), Terry Martin, Jon Rothman, Ed Tallent, Julie Wetherill, and Elizabeth Wu) must address three issues:

    1. Design the initial menu for those HOLLIS terminals that will offer the gateway to HOLLIS and a choice of other resources;
    2. Recommend who should be responsible for end-user support, both for the gateway itself and for the resources offered through the gateway; and
    3. Recommend what information resources in addition to HOLLIS and VINE should be offered through the gateway.

    GIRLS, also referred to as the "Gateway Group," is scheduled to deliver a preliminary report at the end of 1992 and a final report in the early spring of 1993. Implementation of the gateway will occur gradually -- a simple HOLLIS and VINE gateway menu is scheduled to debut at the end of 1992. Other changes will appear in the spring of 1993. This gateway project is still in the early stages of investigation and there are many issues related to access, choice of resources, and functionality that have probably come to mind as you read this article. If you have specific questions, please contact the Task Group's Chair, Carrie Kent. OIS will keep everyone posted as gateway developments proceed.

    FETCHERRS

    HAAC has recently formed the Task Group on a Facility to Enter Through the CAtalog in HOLLIS End-user Requests for Retrieval from Storage. This tortuous name yields the acronym FETCHERRS, in which, it is hoped, the final five-letter sequence is not portentous. Increasing use of the Harvard Depository makes it imperative to find efficient ways to handle requests for retrieval of materials from storage. FETCHERRS is charged to devise an operation which a HOLLIS catalog user can perform to effect such a request on the spot, without need for intermediation by library staff. A concomitant responsibility is to determine how eligible items will be identified in the database.

    The charge to FETCHERRS specifies certain limiting assumptions about the proposed facility to simplify its implementation, at least initially. First, anything that can be retrieved without staff intervention must be represented in HOLLIS by a linked item record. Second, the material will be delivered only to the library identified byu the LOC subfield i as its owner. The task group has been invited, nonetheless, to consider its task in the context of a potentially larger set of unmediated service requests.

    FETCHERRS is scheduled to deliver its report in mid-January 1993 for consideration at that month's meeting of HAAC. The work group is chaired by Dorothy Solbrig. The membership includes Barbara Halporn, Charles Husbands, Curtis Kendrick, Barbara Mitchell, Sue Parker, and Connie Wick.

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    Notes and Reminders
    OIS holiday open house. The Office for Information Systems (formerly OSPR) invites library staff to an open house at its new location -- 1280 Massachusetts Avenue, suite 404 -- on Tuesday, 24 November from 4 to 6 p.m. Come help us inaugurate our new space and celebrate the upcoming holidays! Tasty foods and liquid libations will be plentiful (contact Julie Wetherill in OIS if you would like to contribute). Attention liaisons -- the OIS open house will also be our annual liaisons holiday party. The regular liaison monthly meeting on Wednesday, 9 December, from 9:30 to 11:00 a.m., will take place as scheduled. Hope to see you all at the party.

    VINE demonstrations scheduled for November. The University Library and the Office for Information Technology are working together to establish a campus-wide information system, called VINE (Veritas Information NEtwork) this academic year. VINE will provide online access to University information such as academic calendars and Harvard Gazette event listings. VINE will be available via network and dial-up connections. In addition, VINE will be available from some HOLLIS public terminals, requiring the library community to make decisions about how many of its public terminals will have a new menu with VINE and HOLLIS as options.

    OIS is sponsoring a series of demonstrations of VINE to introduce this new service to the library community and prepare libraries to make decisions about access from public HOLLIS terminals. Demonstrations will be held November 12 from 10 a.m. to 12 noon; November 13 from 2 to 4 p.m.; November 16 from 10 a.m. to 12 noon; and November 17 from 1 to 3 p.m. All demonstrations will be held in the OIS conference room, 1280 Massachusetts Avenue, suite 404. It is very important that a representative from each library attends one of these demonstrations, as it will help in the decision process. Space is limited, so reserve your space early by contacting Amy Lozano at 495-1821.

    HUL Professional Development: November program on electronic texts. The HUL Professional Development Committee presents a program entitled: "Electronic texts: What are they? Why do we need them? How can we make them better?," with special guest Susan Hockey, director of the Center for Electronic Texts in the Humanities. This program is scheduled for 3:00 p.m. on Tuesday, November 17 in the Houghton Exhibition Room. Ms. Hockey will examine the implications of electronic collections for librarians and scholars, and will consider those issues which need to be addressed for the long term development and enhancement of these collections. A reception will follow the program. All interested library staff are invited.

    Heavy traffic on HOLLIS-OCLC Link. This note is for HCL units which pay for access to the HOLLIS-OCLC Link. The College Library has recently noticed a sharp increase in the times when heavy traffic has blocked access to the HOLLIS-OCLC Link. It is true that three weeks ago HCL reduced the number of lines on the Link, but up until now there had been no problems with access. Is someone out in the library community working on a project that would tie up one or more Link lines for an entire day? Please contact Michael Kaplan, who needs this information to effectively plan a solution to the problem. Also, if any regular user of the Link is experiencing problems getting in, please record the date and time of your problem and send this information to Michael (5-2409).

    Tag tables Y and Z again. By mistake HOLLIS Reference Manual Appendices Y and Z were sent out to those units that requested replacement copies of Tag Tables Y and Z (which all units were mistakenly instructed to throw away with the last Tag Tables update). It will be necessary to call Eric Young at OIS to re-request copies of the tag tables. Sorry for the inconvenience.

    Garbled IAC records in AI and LR databases. Due to a bug in Information Access Company's output programs, a small number of Academic Index and Legal Resource Index records recently added to HOLLIS have problems with the citation information in the 773 field. There are approximately 12 records in AI and 6 records in LR affected by this problem. The symptom is that the catalog mode short display of these records contains the journal title in the PUBLISHED IN field, but no citation information for the issue involved. The full citation information does appear in the LONG DISPLAY. However, the LOCATION command will not work with these records even though there is an HU record for the journal. In a few severe cases, other fields in the record will contain garbled data.

    Since OIS can count the number of affected records but cannot locate the individual records to make repairs, we are relying on staff who come across one of these records to please make note of the record number and contact Robin Wendler in OIS. Robin will fix those records reported to her. OIS will update the HELP NEWS screen in the Public Catalog to alert users to contact a librarian if they come across such a record. At some unknown future date, IAC will send us corrected copies of these records so that this problem can be resolved. Contact Robin in OIS if you have questions.

    LUCK package status. OIS has decided to cease further production and distribution of LUCK packages (Library User Communication Kits) to the Harvard community. LUCK, designed to work with Procomm Plus for PC's or White Knight software for the MacIntosh, included communications settings and scripts to provide easier access to the HOLLIS Public Catalog. This decision was prompted by several events. OIS recently discovered that the Technology Product Center was no longer distributing copies of LUCK. In addition, staff at the OIT-HOLLIS Technical Assistance Line (495-9388) reported that most HOLLIS dial-up users were no longer using LUCK to connect with HOLLIS. And lastly, the difficulty in keeping LUCK current with the frequent upgrades to communication software convinced OIS to end LUCK and rely on the pink information sheet entitled "HOLLIS Dial-up Access", which provides basic instructions on setting up communications software packages for HOLLIS use.

    OIS would like to stress that HOLLIS users do not need LUCK to access HOLLIS -- just the communications settings from the pink information sheet. The HOLLIS Technical Assistance Line still provides telephone support to any HOLLIS dial-up user. Additionally, Technical Assistance can distribute to Macintosh users TERM communications software to connect to HOLLIS. If there are still LUCK users out there, Technical Assistance will help them also. As soon as possible, OIS will update the pink information sheet and HOLLIS online help describing HOLLIS dial-up access. We would appreciate it if library staff would pass the word along to dial-up users.

    10/03 OCLC tape glitch. Due to a glitch in processing the most recent (10/02) OCLC tape, records which contained 590 fields have two identical LOC subfield n's. Please remove one of the duplicate subfields when you encounter them, or contact the appropriate library if you are not authorized to edit a given LOC. We apologize for the inconvenience and thank you for your help. Please feel free to call Robin Wendler in OIS with any questions about this problem.

    ISDN dial-up problems. Several HOLLIS users at the Law School recently reported problems when using the HOLLIS Public Catalog via an ISDN dial-up connection. OIS has discovered that the problem is not the ISDN connection, but rather the settings for the ProComm Plus software used to connect with HOLLIS. If you are dialing HOLLIS via an ISDN telephone line and have been suffering connection problems, try this solution:

    1. While in ProComm Plus, press alt s to display the setup menu.
    2. Select "terminal options."
    3. Select "general options."
    4. Type "H" for the "BS" (backspace) translation.
    5. Press the space bar to toggle from "destructive" to "non-destructive."
    6. Press ENTER.
    7. Press Esc 2 or 3 times to exit out of the setup menu.
    8. Save your changes.

    This change to ProComm's settings will affect all other connections, not just HOLLIS. It may be necessary to change the settings again to connect to another resource. If you have questions, contact the HOLLIS Technical Assistance Line at 495-9388.

    1992 CRL data loaded into HU. OIS recently added to the HU database approximately 75,000 records representing books and serials processed by the Center for Research Libraries from July 1991 to June 1992. This latest CRL data load is relatively large because of several major microform sets processed by CRL over the past year. Please contact Robin Wendler if you have questions.

    Response time tests. Response time tests are scheduled for the first Tuesday of each month. Upcoming tests are scheduled for: 1 December, 5 January, 1993, and 2 February, 1993. Volunteers should mark their calendars appropriately.

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    Public Services Issues
    Circulation status "on" for MIC and DOC locations. The circulation status for materials loaned out of the Government Documents (DOC) and Microforms (MIC) division of Widener is now available in the HOLLIS Public Catalog. Contact Kate Ellis in OIS if you have questions.

    Preparing Your Library for HOLLIS Circulation. HOLLIS automated circulation has been available since 1989. Seven libraries (Widener, Lamont, Hilles, Cabot, Countway, Kennedy School, and Physics Research) are already participating and many more will join up over the next few years. Participating in online circulation requires a great deal of preparation by the library and OIS. Below is a brief description of what the project of implementing HOLLIS circulation looks like, for those libraries that might be thinking about it.

    The basic idea behind automating the process of circulating your materials is to move from whatever manual system you may have to one where checking a book out involves scanning two barcodes with a light pen attached to a terminal: the barcode on the book, and the barcode on the patron's ID card. These barcodes are keys to the records in HOLLIS which describe the book and the patron.

    This raises the obvious first step in HOLLIS circulation: getting barcodes on your books and creating item records. There are two basic methods for doing this: 1) buying a quantity of generic, or what we call dumb, barcodes, creating item records by hand, and entering the barcode you place on a book in its item record; 2) for libraries whose collection is represented in HOLLIS, there are programs we run which automatically create item records for a given set of LOCs. These item records have as part of them the barcode numbers. The labels produced by this process have bibliographic data on them, and are called smart labels. So, for some libraries, automating circulation also means a RECON project. Once you have barcoded your collection, you need to include barcoding and item record creation as part of your processing of new material.

    Other considerations that are important to include in your first stage of planning are: giving OIS plenty of notice that you intend to use circulation, purchasing the necessary equipment, planning for any necessary staffing changes, budgeting, and training. Once your library is sure you want to pursue HOLLIS circulation and you've looked into budgeting, OIS staff meet with your library staff to develop a sort of master plan that details what needs to be done, and when it needs to be done by. This checklist then serves as the basis for regular progress report/working meetings. These meetings serve as a two way conduit for information. OIS shows you how HOLLIS circulation works, and you show OIS what your library circulation policies and procedures are.

    Unlike the rest of HOLLIS, where every terminal in the system responds the same way to a command, within circulation each library's specific policies dictate how HOLLIS works. Part of the purpose of these meetings, then, is to plan the programming changes that will make HOLLIS circulation function according to your library's policies. Since these two things don't always match (HOLLIS functions and your policies), flexibility is very helpful!

    Typical policy questions include: what groups of patrons have borrowing privileges at your library, what loan periods, fines, fees etc. do patrons get, what hours is your library open, can patrons request that items be recalled, and so on. HOLLIS circulation can provide your library with notices to send to your patrons (overdues, for instance), and can automatically send fine information to the Term Bill and Accounts Receivable office, and this process is also worked out in these meetings. If you have any further questions, please don't hesitate to contact Kate Ellis in OIS.

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    Recon Authority Control, Part II: HOLLIS authority processing.
    This is a continuation of an article from the October Recon Update column, summarizing remarks from the University Library's Recon authority control open meeting held in September. Part I provided an overview of the Recon project and a timeline for Recon activities. Part II below covers HOLLIS processing of incoming authority records. In the December Newsletter there will be a third and final summary covering Recon-related changes to HOLLIS bibliographic and authority records. [Editor's note: yes I lied -- there are three parts instead of two -- so sue me!]

    HOLLIS processing of authority records from OCLC. Somewhere between nine and twelve months into the Recon process, OCLC will begin sending authority records back to Harvard for headings from retrospectively converted and current cataloging records. This will be the first time that Harvard loads into HOLLIS authority records created outside of HOLLIS. Specifically, OCLC will send Library of Congress authority records for first-time use headings, records with different heading use codes, and records previously used by Harvard for which LC has changed the heading use code (including deletes). OCLC will send authority records only if they contain one of the following fields:

    053 (LC Name Authorities only)/ 260/ 360/ 4xx/ 5xx/ 664/ 663/ 665/ 666/ 678/ 680/ 682/ 688.

    implemented (within the next two years). Note that if an old heading has split into more than two headings, OCLC will send printed reports to Harvard and Recon staff will resolve the heading changes.

    When the authority records arrive at Harvard, HOLLIS searches on the 010 (LC authority record control number) and 1xx (established heading) to match incoming records with existing authority records in the HU database. If a match is found, the incoming authority record will overlay the HU record, preserving fields marked as local (using subfield 5). [Editor's note: consult the Local Handling section below for more information on use of subfield 5 to protect local data.] If no match is found, the incoming authority record is added to HU as new.

    The action of loading authority records into HU does not cause automatic updating of bibliographic data. Therefore, once incoming authority records are processed into HU, HOLLIS will search on all 4xx fields (see from tracing) from new and updated authority records. If a match is found on a bibliographic heading or an authority 1xx, HOLLIS produces a printed report which Recon staff will use to correct HU.

    Guidelines for local handling of bibliographic and authority records

    Throughout the Recon project, OCLC will be providing the majority of authority control services for Recon and current cataloging. Consequently, there will be a reduction in the amount of authority control activities performed locally. Library staff should review the following new guidelines before undertaking any form of local authority control.

    When to make authority records in HOLLIS. OCLC will send Harvard the matching LC authority records as a product of the Recon heading correction process. OCLC will also send individual heading corrections as part of this process. Prospectively, catalogers will need to make an authority record in HOLLIS only when:

    a. the heading falls into the categories excluded from the OCLC process (conference names, uniform titles, and for a while, series and medical subject headings);
    b. it is the cataloger's considered judgement that LC will not establish the heading (this is tricky so when in doubt, create the heading);
    c. the Library needs references immediately; or
    d. references are needed that will not be provided by an LC authority record (these are "local" references).

    Requesting that a record go through the OCLC headings correction process. During Recon, OIS will send to OCLC all current cataloging from HU twice a month. In the summer of 1993, OIS will also develop a mechanism to enable catalogers to manually designate bibliographic records that should be sent through OCLC's headings correction process. With this new mechanism, catalogers will be able to resubmit records to OCLC when:

    a. they have added new LC headings not previously used at Harvard to an existing record;
    b. they have added new headings established without LC authority to an existing record; or
    c. they have modified existing headings and want their work verified by the corrections process.

    The OCLC corrections process will send back to HU an authority record for the new or modified heading(s).

    How to protect local data in authority and bibliographic records. Incoming LC authority records will overlay matching authority records in the HU database. Since LC authority headings will replace HU headings whenever possible, catalogers no longer have an option about whether to follow LC's authority decisions. In addition, catalogers should not spend time editing an LC reference structure, for example, to eliminate references from foreign language forms of a personal name, because the LC record will overlay the HU record. Catalogers can protect and preserve all authority variable fields with tags higher than 1xx by using subfield 5 (institution that created cross- reference or note). Subfield 5 insures that HOLLIS will retain the local fields. Subfield 5 may also inadvertently lead to duplicate references, when an incoming LC cross-reference happens to be identical to a local reference. Catalogers should delete duplicate references on authority records when they come across them. Note that locally created authority records that are not duplicated by LC authorities will be kept. Also, local authority 9xx fields (950 [information/history reference], 959 [change note], and 969 [local data field]) are retained.

    In HU bibliographic records, catalogers will be concerned with protecting subject headings, series, and local name headings. For subject headings, the new OCLC heading correction process will take over for our local centralized LC subject heading authority process. Subject headings tagged as local (69x, 653) will not go through OCLC's correction process. Within the next two years, OCLC is obligated to incorporate medical subject headings (MeSH) into its headings correction process. For series, catalogers should continue their current practice for the present. They should keep in mind that OCLC intends to follow LC's tracing decisions in the series correction process (to be developed within the next two years) and will convert untraced series to traced if LC has traced the series. For local name added entries, catalogers can protect them by using subfield i. Note that local data is marked with a subfield 5 in authorities but a subfield i in bibliographic records in HOLLIS. Catalogers should use a subfield 5 in utility bibliographic records and HOLLIS will change it to a subfield i.

    Heading maintenance.

    Since we are only in the introductory phase of Recon, it is not possible to say when a unit can most effectively undertake heading file maintenance because the OCLC corrections process and its timing are complex. Units can report heading problems to the Recon Project central staff in OIS (496-4011).

    Agreement with LC form of heading.

    Because OCLC uses the Library of Congress as its authority for forms of entry as well as series treatment, library staff will find it most efficient to follow LC strictly.

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    HOLLIS Hints
    HOLLIS hints is an occasional Newsletter feature that presents helpful hints about HOLLIS system features. OIS is eager to collect suggestions for topics in this section. Please contact Julie Wetherill at OIS (495-3724) if you have a suggestion.

    RFMT command and ABEND 810B. OIS has noticed a slight increase in the number of times staff issue the RFMT command incorrectly. Unfortunately, the system's response to an incorrect RFMT can be an ABEND 810B rather than a much more polite error message. A description of how RFMT works and how ABEND 810B occurs follows.

    Library technical services staff use the RFMT (reformat) command to change the format of an existing bibliographic record, for example, from a book format to a serial format record. The correct syntax of the command is: RFMT [record number] [format code]

    ex. LTHU rfmt abc1234 s reformats record ABC1234 to a serial

    If the record to be reformatted is displaying, you can issue the RFMT command using a hyphen in place of the record's number: ex. LTHU rfmt - s.

    RFMT takes a single character code representing the format. Valid format codes include: b (book), s (serial), m (musical score), r (sound recording), p (map), d (computer file), u (manuscripts), and v (visual material). An 810B ABEND occurs when the operator types an invalid format code (that is, not b, s, m, r, p, d, u, or v). In many of these cases, the incorrect value is a number. OIS suspects that operators are confusing RFMT with the TAPE or SLCD commands, which take a location sequence number as a parameter. If you suffer an 810B ABEND, simply clear your screen and reissue the command, checking to make sure the format code is valid. ABEND 810B has been placed on the OIS "bug" list and eventually, an error message will replace the ABEND. Until then, please take care when using this command.

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    Network Notes
    Problem printing at IBM 3151 terminals. Several libraries have reported problems when printing screens on Canon Bubblejet printers attached to the new IBM 3151 terminals. The symptoms are that during printing, some lines of text print in strange positions on the paper, while others do not print at all. It appears the problem is related to trying to print a diacritic/character combination that is not listed in the IBM manual which accompanies the 3151 ALA cartridge. Once the printer encounters this combination, all subsequent lines are jumbled. There is as yet no solution to this problem, but OIS will be testing to determine whether the problem is with the cartridge or with the terminal's ALA Canon printer. Contact Linda Marean in OIS if you have questions.

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