Agenda for HOLLIS Liaisons Meeting #82
1. Announcements: Tracey Robinson
1. Announcements: Tracey Robinson
Notes from the November Meeting
OIS open house. Kate Ellis reminded liaisons that OIS would host an open house on 24 November at its new location, 1280 Massachusetts Avenue, Suite 404. All liaisons and other library staff are invited to attend.
LUCK package demise. OIS has discontinued production of the Library User Communications Kit. LUCK, designed to work with Procomm Plus for PC's or White Knight for the Macintosh, included communication settings and scripts to provide easier dial-up access to the HOLLIS Public Catalog. [For a full description of the issues behind this decision, consult an article in the November 1992 HOLLIS Newsletter.] Those interested in dialing HOLLIS can consult the pink information sheet, entitled "HOLLIS Dial-up Access" for assistance, or call the HOLLIS Technical Assistance Line (495-9388).
Update on VINE developments. OIS has scheduled several demonstrations of the VINE -- Harvard's campus-wide information system -- for library staff who must decide about availability of VINE from HOLLIS public terminals in libraries. In addition, Amy Lozano (VINE Project Manager) is willing to provide demonstrations on request.
VINE is scheduled to become a menu choice on staff HOLLIS terminals, and available via dial-up (maybe) and network (definitely) connection in late December. VINE will officially become available on some HOLLIS public terminals at the beginning of second semester. For more information about the VINE, consult and article on page six of the October 1992 HOLLIS Newsletter. Contact Amy Lozano in OIS (495-1821) if you have questions.
Update on payment weeding. During the week of 16 November, OIS completed flagging of 29,370 eligible O/P/R payment statements last updated between 6/30/90 and 12/31/91. The cumulative microfiche covering weedable payment statements from 7/1/89 to 12/31/91 has been distributed. Unfortunately, OIS did discover shortly afterwards that at least some eligible payment statements last updated between 6/30/90 and 7/1/91 may not have been successfully flagged. For example, any payment statement marked "PW" or "PX" with a modification date no later than 12/31/91 is a statement that should have been flagged but was not.
OIS will run another payment flagging cycle before the end of 1992 for the statements missed originally. OIS will also distribute a new version of the pay weed fiche for payments between 7/1/89 and 12/31/91. In the interim, staff should weed flagged payment statements when they encounter them. As a reminder, a weedable pay statement can be identified by the "PY" or "PZ" indicators. To "weed" an eligible pay statement, either position your cursor at the beginning of the statement's line number and press ERASE EOF (erase end of field) or on the command line, enter the command DSTM n where n is the number of the statement to be weeded. You can also use the command DSTM to delete a range of statements, as in DSTM 2 5 (delete statements 2 through 5). Contact Linda Marean in OIS if you have questions.
HUL Professional Development program. "Technology in the library today: catching up to the future" is the theme of a year-long series of programs that will be sponsored by the HUL Professional Development Committee. Kate Ellis noted an upcoming program: "Electronic Texts: What are They? Why do we need them? How can we make them better?" to be held in the Houghton Exhibition Room the afternoon of 17 November. The guest speaker would be Susan Hockey, Director of the Center for Electronic Texts in the Humanities (CETH).
The Professional Development Committee plans to publish a monthly calendar of local events and presentations which will focus on the issues of technology. Announcements of future programs will also appear in this newsletter. Anyone in the Harvard library community who is interested in contributing events to the calendar should contact Tracey Robinson in OIS (495-3724, via e-mail: robin@harvarda).
HOLLIS Managers' meeting in December. The next HOLLIS Managers' Meeting is scheduled for 3:30 pm on 2 December in Land Hall, Belford Building, Kennedy School of Government. An agenda will be distributed to Managers before the meeting.
RECON Update. Karen Carlson Young summarized recent Recon activities.
First recon records into HOLLIS. The first 2,500 bibliographic records claimed by OCLC via the Retrospective Conversion Project were added to the HU database in early November. The records represent titles in the Widener and Houghton collections and can be readily identified in HOLLIS technical services mode by the 948 field. (The 948 does not display in the public catalog version of the record.) The 948 field contains coded information that indicates the record as having been either claimed (orc) or keyed (ork) and also identifies the source library. OCLC and HOLLIS processing dates are included in the 948 subfields b and c. The following are record numbers of some sample Recon records:
There are of course many more to look at besides these, and many more to come!
A visit to OCLC's Recon operations. Karen recently paid a visit to Dublin, Ohio to view first-hand the OCLC retrospective conversion operations. She was impressed by their operations, especially the care they took when handling library catalog cards and in following conversion instructions. OCLC is still "gearing up" and has not yet reached the 20,000 records a month quota expected by contract. Recon record claiming activities continue 24 hours a day at OCLC and the record keying operation had just began in early November.
Update on electronic transfer of payments. The electronic transfer of payments (ETP) process is now available in HULPR. ETP allows the electronic transfer of corporate payment information from HOLLIS to OFS (Office for Financial Systems) Accounts Payable rather than by green paper vendor invoice coding form. As part of this new process, all newly created invoice records contain two new fields, ETP BATCH and RD. Both fields are protected against operator input and will only contain information if the invoice becomes part of the ETP process. After a brief test period, Widener and Law began using ETP in mid-November. Eventually, OIS envisions electronic transfer being used by all library departments as the normal method of transfer, with paper vouchers used only in exceptional cases. If your unit is interested in participating in ETP, contact Daniel Bednarek in OIS.
Consult the Feature Article section of this newsletter for an article describing the ETP process in detail.
Circulation panel discussion. Alan Bourque (Cabot), Jennifer Hanlin (Widener), and Elaine Alligood (Countway) described for liaisons some recent developments in their unit's implementation of HOLLIS online circulation.
One of Cabot's primary collection development goals is to buy books in support of science instruction at the undergraduate and graduate levels. If books are not used, Cabot does not want to keep them. One major reason that Cabot joined online circulation was the possibility of using circulation statistics as a tool for collection development.
The collection development data Allen speaks of comes from the item record representing the publication that has circulated. The item record counts charges, browses, recalls, and other transactions that can help a library determine the level of use of an item. Cabot began online circulation in 1990 and waited 1-1/2 to 2 years before the item counters accumulated useful statistics.
As a start, Cabot requested a basic report in the area of Western language monographs published after 1985. The report indicated all charges and charges year-to-date, and included call number and title for each item. The report easily identified the density of use of materials in some areas, and the lack of use in others. Since that time, Cabot has arranged to receive report data electronically, which is then loaded into Paradox (database management software). Paradox "massages" the data to produce reports to Cabot's own specifications. In a response to a question by Kathy Anderson, Allen noted that these reports were approximately 80 pages long and the Paradox software had no problem managing a report that size. Suzanne Kemple asked if Cabot included statistics from their reserve collection -- Allen replied that they never intended to exclude reserve counts. Kate Ellis mentioned that it would be possible to exclude reserves circulation activity if desired.
As an aside, Allen mentioned his use of the Library of Congress Books File (BF database) in conjunction with circulation activities as another tool for collection development. Materials needing repair are intercepted at discharge and placed on a special shelf. Allen periodically browses this shelf for older materials that appear heavily used. He searches by subject in the HU database to find materials published later and if none, he searches in BF and often finds more current materials in the same subject.
Traditionally, circulation has been used to track library materials that are charged out of the library building. For Widener, there has also been an emphasis on keeping closer track of materials used within the library. When Widener first "turned on" the Public Catalog circulation display for its materials, the same message "Checked out" displayed in every case where an item was checked out to an internal department. There was no way to determine the actual location of an item from its circulation display.
Widener now uses an existing feature of the HOLLIS patron record to provide more detailed messages about the location of these in-house materials. Each department or other location within Widener to which materials can be checked out has a "pseudo" patron record established. This record contains a catalog message field to which Widener adds a specific message about the status of materials checked out to that "pseudo-patron." In the following sample catalog display of circulation status, all of the volumes mentioned are still in Widener:
The status messages provide detailed descriptions of location or instructions for requesting more information. Jennifer noted that providing this detailed information has precipitated an increase in patron requests to recall the materials, and an expectation that in the future, HOLLIS might provide an interactive request/document delivery feature. Such a feature would be especially useful as more libraries store more of their collections at the Harvard Depository. In fact, the HAAC special task group FETCHERRS (Facility to Enter Through the CAtalog in HOLLIS End-user Requests for Retrieval from Storage) is charged with devising an operation which a HOLLIS catalog user can perform to request materials from storage. FETCHERRS' report is due in early 1993.
The Countway Library of Medicine joined HOLLIS circulation in September 1992. At the very earliest planning stage for circulation, Countway knew that an electronic delivery mechanism would be necessary to transfer their circulation bills and notices from OIS to 10 Shattuck Street in a timely manner. Other circulation units receive their circulation products by campus mail or by picking products up at OIS. But Countway -- 3.4 miles from Harvard Square as the crow flies -- cannot rely on timely deliveries by regular mail or pick-up. The solution, devised by Kate Ellis (OIS), Norm Alex (Countway), and Elizabeth Wu (Countway), was for OIS to make an electronic version of Countway's circulation products available via file transfer protocol (FTP) over the Internet. From a PC connected to a local area network (LAN), Countway staff use FTP to "grab" the data from the mainframe computer at 1730 Cambridge Street and deposit it at their PC. They then use WordPerfect to format the data into notices with the Countway letterhead and the text of their choice. Countway has written several WordPerfect macros to streamline the process of grabbing the data and printing the notices.
For the future, Countway plans on redesigning this process for the UNIX environment in order to improve efficiency. Several liaisons asked whether OIS was prepared to provide electronic circulation products to other service units.
Kate Ellis replied that OIS is interested, but units must have the necessary hardware, software, and support in order to participate.
Two new voucher type codes, "E" and "R", and two new fields, ETP BATCH and RD, began appearing on newly created invoice records in mid-November:
The new voucher type "E" defines an invoice as being part of the ETP process. The operator must overtype any existing code in the VFRM field with the "E" to request that the invoice be part of ETP. Only invoices for a corporate vendor (VFRM of "C") which contain a valid, 5-digit ACCOUNTS PAYABLE PAYEE ID value are eligible for this process. The new voucher type "R" represents an "ETP-approved" invoice that has been removed from the ETP batch process for some reason. The value "R" is supplied automatically when an operator issues the RINV command (described later in this article).
The ETP BATCH field displays the number of the ETP batch file to which the invoice belongs. This number is derived from the 2-digit approving department code and the date on which the invoice was approved. Therefore, all invoices originating from a single department (58 for example) that are approved for ETP on the same day will have the same batch number. Invoices that are individually removed from the ETP batch process for whatever reason still retain the ETP batch file number.
The RD (Release Date) field displays the date on which a given ETP batch of invoices was converted into the machine-readable file that is processed by Accounts Payable. Normally, this is the date of the next business day after an ETP batch has been released. In the above example, the invoice was approved for ETP on 11/17/92 and an operator authorized the release of that batch to Accounts Payable on the same day. The actual machine-readable file was created on 11/18/92 -- the next business day.
The following is a summary of the steps an operator takes to approve an invoice for ETP. Note that in order for ETP to work, the invoice must represent payment(s) to a corporate vendor (VFRM=C) and it must carry a valid 5- digit ACCOUNTS PAYABLE PAYEE ID number. For details about ETP commands and printed products referred to in these steps, see the Commands and Printed Products sections below.
Step 1-- Create or modify any corporate (VFRM=C) invoice as usual. Change the VFRM value from "C" to "E". Check that there is an ACCOUNTS PAYABLE PAYEE ID number and that there is nothing in the NV (note on voucher) field. File the record.
Step 2-- Once an invoice is considered complete and exact, an authorized operator enters the APRV command as usual to approve the invoice for payment. The system detects an ETP invoice by the presence of the "E" in the VFRM field.
HOLLIS prints an ETP review v.i.c. the next day, to be reviewed by the approving unit.
Step 3-- Operator reviews the ETP review v.i.c. and determines that the invoice(s) are valid. The operator then enters the RELB command to trigger the creation of the machine-readable file of invoice data.
If a review indicates that an invoice is invalid for some reason, the operator can enter the RINV command to remove the invoice from ETP batch. The operator will also have to create a "backout" invoice to correct the HOLLIS fund balance affected by the original ETP invoice.
Step 4-- The unit receives a Batch Control Form for the ETP batch that was released with the RELB command the previous day (step 3). This form provides, among other things, a summary listing of all invoices in a given ETP batch. The form has three parts and a unit will receive two copies of the three-part form.
An operator will sign the Authorization Sheet and return one copy of the three-part form to Accounts Payable and keep the other copy for library records. AP will not process ETP batches until they have received these Batch Control Forms.
Step 5-- Once AP receives the signed authorization form, it begins processing an ETP batch of invoices. Turn- around time for processing of ETP batches by AP is from 1 to 7 days.
Shortly after AP processing is complete, the approving unit will receive a final AP report of all invoices processed in a batch.
APRV is the same command used currently. However, if the invoice to be approved contains a VFRM code of "E", the system will check that the operator is authorized to approve an ETP invoice. If the invoice contains a VFRM value other than "E", the approval process proceeds normally, bypassing the ETP process.
RINV (remove invoice from ETP batch) operates only on a currently displayed invoice that has been approved (APRV) for ETP but has not yet been released (RELB). The format of this command is: RINV from a displaying invoice record.
If you approve an invoice for ETP and issue the RELB command for that batch the same day, that invoice can still be removed because the ETP batch file is not created until HULPR comes down at the end of the work day. If one or more invoices in a batch are determined to be invalid and you have already issued the RELB command and the physical ETP file has already been created, RINV cannot help you. In this case, contact OIS and be prepared to provide the ETP batch number of the invalid invoice(s).
RELB (release batch) command triggers the creation of the machine-readable ETP batch file that will be processed by AP. The format of this command is: RELB [ETP batch number] where the batch number is the value in the ETP BATCH field on the invoice record. For example:
releases for ETP the invoice from the example above and all other ETP-approved invoices created by that department on that same day. The actual machine-readable file will be created on the next business day after RELB is issued. You can tell that a physical ETP batch file has been created by the presence of a date in the RD field of the invoice record. A RELB command cannot be rescinded and multiple issuances of it for the same batch on the same day will not result in the creation of multiple machine-readable files. Attempting to release an ETP batch that has already been released on some previous day will not result in the creation of a second ETP batch file, although there is no online indication of this duplicate use of the RELB command.
The ETP Review V.I.C. is a "proof-list" form that is distributed the day following approval of an ETP invoice. A separate review v.i.c. is produced for each invoice in a given ETP batch. It looks much like a white photocopy of a green (corporate) voucher. The NO field (internal note) from the invoice record will appear on the review v.i.c. A unit checks the review v.i.c. for errors before entering the RELB command to actually create the machine-readable ETP batch file. A unit may also decide to file review v.i.c.'s for later reference.
The Batch Control Form (BCF) is printed the next working day following release of the ETP batch (RELB command). This three-part form contains a summary listing and totals for all batch invoices, a separate summary/authorization sheet, and a completion report indicating various counts and errors that may have occurred during creation of the ETP batch file. The unit will keep one copy of this three-part form and sign the authorization form in the other copy and forward to Accounts Payable. AP will not process ETP invoice data until they have received the signed Batch Control Form.
An ETP Action Report will be produced on a regular basis for each ETP-authorized department, listing logical batches in the HOLLIS invoice file that have not yet been released to AP.
A final Accounts Payable report will be distributed back to approving units after an ETP batch has been processed by A.P. This report will be similar to the Batch Control Form described above, but now also contains the A.P. voucher number assigned to each invoice in a batch. This number may be useful when troubleshooting payment problems with A.P.
Currently Widener and Law are using ETP, and the Kennedy School Library will begin in early December. Other library units interested in using ETP for their HOLLIS corporate payments should contact Daniel Bednarek in OIS. There are HULPR security implications when using ETP, so units must contact OIS if they plan to participate in this new process.
Notes and Reminders
Change in filing indicator defaults. On Tuesday, 17 November, OIS made a small change to the way default filing indicators are supplied on bibliographic records. When a staff member does not supply a filing indicator, the system supplies one based on the language code in the LANG fixed field and the first word of the affected title field. Staff members can always override these system-supplied indicators. Today, if the coded language does not use articles, HOLLIS fails to find the language in its table and returns a filing indicator of '`' (fill character). This value is not valid in the USMARC format, and records sent to the utilities which containing a fill character as a filing indicator generate errors.
As of 17 November, when HOLLIS does not find the coded language in its table (that is, when the language does not use articles), it will supply a filing indicator of '0' for 1xx and 24x fields only. A fill character will still be supplied for 4xx, 6xx, 7xx, and 8xx fields. These tag ranges are currently treated as 'generic' in HOLLIS, which allows fields within a hundreds-block to occur out of tag number order. As a result, HOLLIS does not know which tags in the block have filing indicators, and cannot set them. HOLLIS liaisons approved in principle 'ungenericizing' these blocks, which would force fields within them to file in tag-order and would make it possible for HOLLIS to provide default filing indicators. OIS is examining the technical feasibility of this change and will keep you informed.
As always, we urge you to review all system-supplied values for accuracy. Please contact Robin Wendler in OIS if you have any questions.
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. OIS 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 OIS Security Administrator, Kate Mullen, at 495-3724.
Vendor file change requests. Patti Fucci has taken on responsibility for maintaining the HOLLIS vendor file. Please address all requests for additions or changes to that file to her at OIS (1280 Mass Ave, Suite 404). As always, please try to include documentation of the change you are requesting, such as an invoice or letter from the publisher.
Response time tests. Response time tests are scheduled for the first Tuesday of each month. Upcoming tests are scheduled for: 5 January, 1993, 2 February, 2 March, and 6 April. Volunteers should mark their calendars appropriately.
Public Services Issues
LOC/1:8c: i wid c Harvard Depository b Heb 6804.710 k juf rd j AMU3420
The resulting catalog message follows.
Widener: Harvard Depository Heb 6804.710
Bibliographic record AMU3420 contains all item records corresponding to the individual items sent as a collection to HD. This record therefore also contains the circulation status for all of the items.
The LOC subfield j is a time saving method of pointing to the bibliographic record containing circulation information. Judaica's previous method of adding a LOC subfield n (public note) took up more space, more keying time, and was an unwanted addition to bibliographic reports. Subfield j was originally designed to direct users from the individual records for volumes in a monograph series to the serial record which contained item records for each circulating volume. Some units also use this subfield as a pointer when different books are bound together and share a single item record for circulation but have separate bibliographic records in HOLLIS.
Recon bibliographic records in HOLLIS. This is the third and final installment summarizing an open meeting on the authority control process in Recon. The first two installments appeared in the October and November 1992 issues of the HOLLIS Newsletter.
Robin Wendler's presentation on Recon bibliographic records in HOLLIS answered the questions: how will HOLLIS identify and process incoming Recon records and how will library staff be able to identify Recon records that are already in the HU database? Robin reviewed the Recon-related changes to the HOLLIS MARC bibliographic format and duplicate detection and resolution routines.
New bibliographic fields. A description of the new bibliographic fixed field element, VENDOR, appeared in the September 1992 HOLLIS Newsletter. VENDOR will contain a three-character code identifying the external source of the record. If the record is a product of one or more overlays (that is, an original HU record has since been overlayed by an incoming current cataloging or Recon record), then VENDOR will represent the latest preferred record. The VENDOR field cannot be updated online; all applicable codes appear in the HOLLIS Tag Tables.
The new variable field 948 (Recon coded note) tells who claimed a Recon record, when, and for what library. It is used primarily for reporting and tracking for reimbursement of Recon costs. This field will be present on all Recon records added to HOLLIS. It is repeatable, so if more than one unit claims the same record, separate 948 fields will be produced. It is also possible that units performing in-house Recon may choose to add a 948 field manually as part of their conversion workflow. Units considering in-house Recon should consult with Karen Carlson (Recon Project Coordinator) for more information. During duplicate detection and resolution activities, the system will keep all 948 fields when records are merged. However, operators performing manual record merges must make sure the 948 data is kept in the final record. Operators using the MLOX command to move locations from one record to another should add the 948 data to the new record.
Changes to duplicate detection and resolution. The current HOLLIS duplicate detection and resolution routines process only the latest version of a bibliographic record from an incoming utility tape. All other copies (if any) are discarded. Duplicate detection and resolution of Recon records involves the processing of all copies of a Recon record. This means that during Recon, a record should not be reclaimed to correct errors, but rather set aside for correction once the record has been added to HU. Libraries which intend to perform any kind of in-house retrospective conversion project should confer with the Recon Project Coordinator, who will supply details on how to code a utility record for this special processing. The actual Recon duplicate detection and resolution routines include several new features:
This marks the end of the Recon authority control summary. However, look for more Recon-related information in this column during the Recon Project. Contact Karen Carlson Young, Recon Project Manager (496-4011), if you have any questions.
PC software assists technical services staff. Library staff who use an IBM PC or PC-clone to perform work in HOLLIS may be interested in a software package being evaluated by Michael Kaplan and staff in the HCL Cataloging Services Department. This shareware package, called NewKey, allows the operator to cut and paste between records in HOLLIS and to record macros that will perform simple or very sophisticated tasks. NewKey can be used when you access HOLLIS via a dial-up or network connection. NewKey costs $43.00 if paid by check; $50.00 if an invoice or purchase order is required. It is a TSR (terminate and stay resident) program that comes with a decent users manual.
Michael Kaplan reports that Cataloging Services Staff have been using NewKey with great success. Aside from its copy and paste feature, NewKey allows Michael to create some long and fairly sophisticated macros. (A macro is a collection of recorded keystrokes that can be "played back" at any point to perform one or more tasks.) For example, Michael has created a macro that updates provisional records that have been overlaid by BF records. The macro cuts and pastes the call number into the library LOC field, sets the LOC indicators, adds a subfield c for Harvard Depository, a k for HDI, and an n that reads "Consult Circ. Desk for". It then pauses and waits for the barcode to be wanded into n and then files the bibliographic record. It then creates an item record, tabs down to the ITEM ID field, pauses again for the barcode to be wanded, and files the item record. Finally, the macro tapes out the record to OCLC. For the operator, this process requires one keystroke, marking the length of the call number, and holding the barcode reader over the barcode twice!
A PC software package like NewKey clearly could have many applications in the HOLLIS technical services environment. If anyone is interested in more information or would like an order form, contact Michael Kaplan in CSS (5-2409) or send him e-mail (mkaplan@harvard).