Agenda for HOLLIS Liaisons Meeting #84
March 10, 1993
Lamont Forum Room, 2:30 - 4:00 p.m.
Notes from the February Meeting
Phone chain? What phone chain? This is just a reminder to liaisons that all library staff in their units should be aware of the HOLLIS phone chain and know how to respond when a phone chain call comes in. OIS attempted to use the phone chain to announce the cancellation of the January HOLLIS liaisons meeting, but the chain 'broke' in several places because staff were not aware of phone chain procedures.
The HOLLIS emergency phone chain was established in 1989 to facilitate the distribution of HOLLIS system problem messages amongst Harvard libraries. The phone chain has proven successful in quickly spreading the word about system status. OIS maintains the phone chain and distributes a new version via the HOLLIS Newsletter whenever there are changes. The latest version, along with instructions, is appended to this issue.
OIS urges HOLLIS liaisons to post copies of the phone chain in prominent locations and remind staff of the procedures. If you have questions contact Eric Young in OIS.
Quarterly security reminder. Tracey reminded liaisons of the need to change passwords for the following types of operators:
OIS expects that the passwords for most operators need be changed on an annual basis, but the passwords of operators with the above authorization(s) should be changed more frequently. To request a password change, complete the "Change to Operator Profile" form, copies of which can be made from the master form in Appendix L of the HOLLIS Reference Manual. Tracey also warned liaisons that in the relatively near future, new security procedures will prevent staff members from sharing single HULPR signons (that is, two or more staff members will not be able to logon to HULPR simultaneously with the same signon). She encouraged units to establish separate HULPR signons for all operators now in advance of these security changes. (See article below for more information.) If you have questions about security, contact Kate Mullen in OIS.
Change to Library Guide format. OIS has recently changed the Library Guide format (format Z) to allow the suppression of 382 field (library hours) catalog display by use of a first indicator value '0' (zero). Hilles Library had suggested that allowing the suppression of field 382 would allow them to store all hours in the LG record and selectively display them when appropriate, rather than repeatedly change the contents of these fields as the academic year progresses. The following excerpt from Hilles' technical services LG record demonstrates the use of 382 first indicator:
The highlighted 382 fields contain a first indicators of 0 (zero) and will not display in the Public Catalog. An operator can easily remove this indicator (or add it) to change the display status of individual 382 fields. If you have questions about this practice, contact Tracey Robinson in OIS.
Medical subject headings in SH database. OIS added medical subject heading authority records (MeSH) to the SH database in the late evening of 10 February. MeSH headings join Library of Congress subject headings that have been available since March 1991. A full description of MeSH appears on page four of the February HOLLIS Newsletter. Contact Robin Wendler in OIS if you have questions about this change.
Spine labels from HOLLIS coming soon. The ability to print spine labels from HOLLIS MARC records is coming in April. OIS has developed a 'Spine Label Kit' that is in beta testing with Lamont Library. This Kit includes software and instructions that staff use in conjunction with the Vernon Spine Label Program to print spine labels. Consult article below for details about the procedure and ordering the Kit.
Update on end user reporting project. OIS is investigating the production of machine-readable statistical data that libraries could import and manipulate with spreadsheet or database software to produce customized HOLLIS reports. Currently, all HOLLIS reports are designed and produced centrally. However, the need for statistical and bibliographic reports has grown and individual units are yearning for the power to manipulate reporting data locally. OIS is consulting with a group of report users and is developing some prototypes of "end-user" reporting methods. Since a wide range of people are interested in such a function, it has proven difficult to address all needs. OIS encourages librarians to volunteer in this development effort. Contact Heather Reid in OIS if you are interested in providing input.
Recon update. Karen Carlson Young reported on several Recon-related events. Since Recon began in the September, OCLC has searched 94,000 Harvard records -- although not all of these have been added to the HU database. The Design Library has joined Widener and Houghton in the Recon process. Design Recon is expected to last through September 1993. Karen is currently working with OCLC to write the project instructions for the Law, Education, and Kummel Libraries. These libraries are expected to begin in March.
After closely monitoring the results of the redesigned HOLLIS duplicate detection and resolution process, Recon Project staff have decided to make further changes to detection algorithms to reduce the number of record merges. Originally, OCLC would require an exact match on publication date for imprints published earlier than 1821. However, early measurements indicated that record merges were much more numerous than project calculations estimated. Now, OCLC will require an exact match on date for imprints published on or before 1900. This modification may lead to more duplicate records added to HU. Karen asked that staff notify Robin Wendler or herself if they have questions about the duplicates they find, but they are welcome to merge duplicates when appropriate. The conversion plan for serials has been approved by the Recon Operations Advisory Committee. Karen will distribute this plan and expects to be setting up visits to discuss this plan with library units. (See a related article in the Recon Roundup section of this issue.)
OCLC data now received via file transfer. Robin Wendler noted that with Recon, Harvard can expect to be loading upwards of 75,000 records a month into the HU database. To automate and streamline this process, Harvard now receives Recon and current cataloging data via file transfer protocol (FTP) from OCLC. Instead of OCLC sending Harvard records on magnetic tape once a month, OCLC transfers this data electronically on a daily basis. OIS batches these daily transfers and process them weekly. Cataloging produced up to the 20 February cutoff will be delivered via FTP and magnetic tape. OIS will compare the data from these two delivery formats to insure accuracy before processing the FTP data. If all goes well, the March OCLC tape will be the last tape.
Cataloging processing and department workflow. Since OIS will be receiving cataloging data on a daily basis, Robin asked liaisons to consider whether daily processing of these records would be desirable. Have some units planned their cataloging workflow around longer cutoff periods such that daily processing would be a hardship? Most liaisons found daily processing desirable, although Suzanne Kemple (Hilles) pointed out that speedier processing of cataloging into HU would pressure staff to move new items to the shelves more quickly. Elise Calvi from the University Library Preservation Office noted that daily processing could pose problems for the export of preservation reproduction records to utilities. Rapid processing means that some preservation records could be overlayed before the tape out process occurs, with many records losing their fixed field reproduction code. Robin Wendler suggested that OIS might be able to design a solution for Preservation's records. Others asked if the "Records Replaced" report generated as part of cycle processing would appear more frequently. Robin indicated that this report could appear more frequently if units were interested. It was also suggested that this report might be made available in electronic form for easier and timelier distribution. Marion Schoon asked how all this processing would affect the OW database. Robin responded that OIS has been comparing incoming OCLC Recon records against the OW database and logically deleting OW records when appropriate. OIS is about to establish a regularly occurring process to remove these deleted records from OW. In short, OW will shrink in size with every cataloging cycle as a result of Recon.
Presentation: Microcomputer users and HULPR. The number of library staff members using microcomputers continues to grow at a lively pace. Microcomputers on Local Area Networks (LANs) with access to the university High Speed Data Network (HSDN) are now able to access HULPR via the network connection. The following is a summary of presentations focussing on how the microcomputer-network-HULPR connection is made, what the early experiences with this connection have been like, how network transactions will be billed, and whether we should establish a special interest group for library microcomputer users.
Tracey Robinson began the discussion by reviewing the various pathways that one can use to access HOLLIS and HULPR. From 1985 when HOLLIS began until 1988, the only way to connect to HOLLIS was using a "dumb" terminal connected to a dedicated telephone line called a LAD circuit. This pathway is still the predominant connection method to HULPR and HOLLIS for most libraries today. When the HOLLIS Public Catalog became available in mid-1988, microcomputer dial-up connections provided the first alternate pathway to the HOLLIS and HULPR systems. In 1990, Harvard's High Speed Data Network (HSDN) offered the next alternate pathway -- network access to the HOLLIS Public Catalog from microcomputers. Last year, this network access via the HSDN expanded to include HULPR, and both terminals and microcomputers can connect in this way. Some libraries have chosen to connect their existing IBM terminals via a "terminal server" to the HSDN and eventually to HULPR. Finally, there is also a network option for microcomputers using the HSDN to connect to HULPR.
1. You must have:
2. Have your LAN Administrator contact Ciata Victor in OIS to obtain the HOLLIS data entry form.
3. The LAN Administrator should fill out this form, including the microcomputer's IP address, and return it to Ciata Victor in OIS (1280 Mass Ave., Suite 404, Cambridge MA). Once the data entry form is returned, it will be approximately two weeks before the network connection to HULPR for your microcomputer(s) becomes available.
Network HULPR billing. Traditionally, staff work in HULPR from a dedicated IBM terminal and billing for this activity is in the form of a steady monthly rate. Some units, especially those with lower levels of monthly HULPR activity, choose to access HULPR via dial-up connection from a microcomputer. Dial-up billing is transaction-based instead of a fixed monthly fee.
Billing for network HULPR activity may be analogous to the dial-up scenario or the dedicated terminal scenario, depending on the level of activity. OIS is investigating a permanent billing policy for network connections, but will offer a short term solution for the remainder of fiscal year 1993. Effective from 1 March to the end of fiscal 1993, there will be two billing options for network attached microcomputers using HULPR. Most microcomputers will be charged the same monthly rate as dedicated terminals and MPG/network terminals ($108.00/month). The alternative billing rate being offered is a transaction rate; the same rate incurred for dial-up HULPR activity ($0.25/transaction). Network attached microcomputer users who expect to have a low level of HULPR use may want to consider choosing the transaction rate. Those units performing an average of 400 or more HULPR transactions a month will prefer the flat monthly rate. A transaction is roughly measured as the number of keystrokes it takes to display a record, edit it, and file it away using the DONE command. Units that can supply the USERID for a "typical" HULPR operator can get some monthly transaction statistics by contacting Tracey Robinson in OIS. Some units may opt for transaction billing and later decide to switch to the monthly flat rate. For new connections, OIS is willing to accept a reasonable amount of switching by units adjusting to this service, but is not prepared to repeatedly switch billing methods back and forth.
The logon procedure may be slightly different for transaction-billed workstations. Staff opting for transaction based billing will receive special logon instructions when they register for the network connection.
Microcomputer user special interest group. Microcomputers are showing up on desktops and are replacing dedicated IBM HOLLIS terminals at an ever increasing rate. For many library staff members, these "smart" machines are a new experience, and for some time people will be challenged by this new technology. Many will quickly amass a great body of knowledge and experience setting up and using microcomputers. Tracey Robinson asked liaisons about the feasibility of setting up a special interest group that could be a forum for sharing microcomputer knowledge and experience for the benefit of everyone in the library community. Those present agreed that such a group would be useful. OIS will take responsibility for getting this group off the ground, with a target of April 1993 for the first meeting. More details are forthcoming but in the meantime, staff wanting to suggest topics should contact Tracey Robinson in OIS.
HOLLIS SPINE Label function.
How to "Spine." The HOLLIS spine label function is made up of several components: you collect a set of HOLLIS MARC records, send this set to an electronic mail account, and download this set to your microcomputer. Once the records have been transferred to a microcomputer, you will use the OIS PC program called "MARC.EXE" to massage the HOLLIS call number data into a form acceptable to the Vernon Spine Label Program, and then use Vernon to format and print spine labels.
The workflow for spine label production includes activity in HOLLIS, e-mail, downloading, and work on a microcomputer. Access to an electronic mail account and the capability of downloading records to a microcomputer are the responsibility of operators. Below are the instructions for the HOLLIS component of the spine label function. The instructions for the MARC.EXE and Vernon components do not appear here but will be available in a Spine Label Kit to be distributed by OIS (see "How to Order..." section below).
HOLLIS instructions. The online portion of the HOLLIS Spine Label function is very similar to the Records by E- mail function available in the HOLLIS Public Catalog.
1. [Optional] Before selecting records, do you want to erase your set which may contain records accumulated in a previous session?
2. [Optional] Before selecting records, do you want piece level and copy information from the item record to be included on the spine label?
If yes, enter the command SET SPI I(TEM) to request that piece level information be included. A separate download record, including piece level and copy information, will be stored for each linked item record on a location. For a single terminal session, you need to set this parameter only once before accumulating records. The SET SPI defaults back to NOITEM when you end your session (that is, sign off).
If no, proceed without using the SET SPI command. The default setting when you first sign on to HULPR is always SET SPI NOITEM.
The two valid forms of this command are:
3. Use the SPINE command to store up to 200 MARC records in
a single set. The general format of this
where aaannnn is the record number and N is the location number. The format of the SPINE command can vary depending on where you are when issuing the command. The table below summarizes.
Note that if SET SPI is NOITEM, you can still get item record piece level and copy information by issuing the SPINE command from a displaying item record.
3. When your set is complete, use the SEND command to send the set of MARC records to an electronic mail account. The format of SEND will be:
The system's response will be the message:
The HOLLIS portion of this process ends when you enter the SEND SPINE command. Remember that HOLLIS cannot indicate if you entered an e-mail address that is in the correct format but is not valid. Sets that are mistakenly sent to an invalid address end up in central e-mail account monitored by OIS (the same account used to handle lost sets from the Public Catalog records by e-mail function).
What you need. In order to print spine labels using HOLLIS, you need the following:
If you have questions about this new function please contact Julie Wetherill in OIS. There will be a demonstration of the spine label function at the March HOLLIS liaisons meeting.
Notes and Reminders
One of the results of this project will be that staff will no longer be able to use the same HULPR LOGON ID at two different terminals at once. Thus, common-use logons will be affected.
LOGON IDs used simultaneously by more than one staff member at separate terminals will no longer be possible under the new system. If your unit makes use of common-use logons which are used simultaneously at different terminals, you will need to switch over to using individual logons. It is preferable that this be done in advance of our changes to the security system. HOLLIS liaisons use the security forms found in Appendix L of the HOLLIS Reference Manual to request any new logons that may be needed. OIS encourages you to send these forms in as soon as possible, to allow us to change you over, and to allow staff members to begin using unique logons as soon as possible.
More information concerning this project will be available at the next HOLLIS liaisons meeting. If you have any questions, please contact Kate Mullen at OIS or mullen@harvarda.
New keyword stopword. OIS has added the preposition 'of' to the list of stopwords (already including 'a', 'an', 'the') in HOLLIS keyword searching. This means that if you include 'of' in your keyword search, HOLLIS will eliminate it. The error message that follows the elimination of a stopword from a keyword search also now indicates 'of' as a stopword. This change went into production on 18 February. If you have questions, contact Julie Wetherill in OIS.
Response time tests. Response time tests are scheduled for the first Tuesday of each month. Upcoming tests are scheduled for: 6 April, 4 May, 1 June, and 6 July. Volunteers should mark their calendars appropriately.
The system prints out a message for review when more than one duplicate is found, but the OW record will be logically deleted as long as at least one duplicate is found.
OIS has already removed 21,853 OW records from the file, leaving 1,111,700 OW bibliographic records online. OIS is about to set up a schedule to regularly physically weed these deleted OW records from the file. If you have questions about this process, contact Linda Marean in OIS.
RECON Records in HOLLIS. One of the essential functions of the central RECON Project staff is to monitor the quality of the data resulting from the retrospective conversion process, which requires routine sampling and analysis of the RECON records added to the HU database. Initial review of the data loaded into HOLLIS indicated that while OCLC was claiming/keying according to the prescribed specifications, the duplicate detection algorithms used in HOLLIS record processing needed to be further refined in order to accommodate the special characteristics of the RECON records. The errors in the duplicate detection methodology seemed to be split fairly evenly between duplicates which did not merge but should have and records which were not duplicates and did merge. The latter category are more problematic because they represent cases where data was being lost. As a result of the review process the following changes to the algorithms have been implemented:
1. Change in date qualification.
A parallel change in OCLC's matching guidelines has been implemented, which means that a Harvard bibliographic record containing a publication date of 1900 or earlier must match exactly to the publication date in the record in the OLUC. If the date does not match, the Harvard record will be keyed into the OCLC keyed records database.
2. Change in the evaluation of the 260 subfield $b.
Currently, for RECON records, if both records have a 260 subfield $b and they differ, the records are flagged "do not combine" and printed for review. The "do not combine" flag will now be added to records in which the 260 $b is present in one record but missing in the other. These flagged records will be printed for review.
The following change has been proposed but not yet implemented:
3. Change in merging criteria based on multiple, different call numbers.
If a RECON record is identified as a duplicate of a HOLLIS record containing a LOC with the same subfield $i code and the same subfield $c code, do not merge the records if the call numbers differ. The incoming record will be added as new.
The changes have the potential to impact both the RECON central staff and the OCLC hit rates. More duplicate records will be added to HOLLIS as a result, and technical services staff should merge records which they can identify as such. RECON Project staff will continue to closely monitor RECON records added to HOLLIS and to recommend changes to the duplicate detection algorithms as necessary. Questions regarding particular problems related to duplicate detection routines should be reported to Karen Carlson Young/RECON Project Manager.
Recon serial conversion. The serial conversion processing plan has been reviewed and approved by the RECON Operations Advisory Committee. A document describing the plan has been sent to all Heads of Libraries, RECON liaisons and Heads of Technical Services/Cataloging units. To summarize briefly: the conversion of the HUL serial records will be handled as a project separate from that of the monographs with its own timeframe, scheduling, workflow and instructions and will run concurrently with the monograph project. It is scheduled to begin July 1, 1993 and be completed within three years. The plan consists of four parts:
1. The library identifies and prepares its source file of bibliographic and summary holdings information.
2. The source file is sent to a Recon central processing unit where the titles are searched in HOLLIS, locations and holdings added to matching records, and bibliographic data is edited to match the paper record. Serials matched at this point are considered converted.
3. For titles not found in HOLLIS, each library must choose one of two options:
4. The source records are returned to the central processing unit for problem resolution.
A separate queue for the conversion of serials will be established based on priorities within and among the libraries, readiness of their source records, and the logistics of project management. During the month of March visits will be made to each library to discuss: the particular needs and requirements related to the timing of each library's serial project; the several options presented in the plan to determine the most viable one for each library, and the specific procedures for preparing the serial source records.
Please contact Karen Carlson Young (496-4011) if you have further questions or comments regarding the plan.
The discrepancy between the number of Recon records procured by OCLC and the number added to HU reflects a slight lag-time between processing and loading. As the Project proceeds and we begin to load Recon data weekly (and perhaps daily), this discrepancy will likely shrink.
Canon printer update.
Though we cannot apparently put an end to the need for these repairs, we can affect the pace somewhat by using the priming lever correctly. Please follow the instructions for priming which appear on the inside of the plastic cover. The green priming lever has three positions. To prime the ink pump, push the lever to the lowest position. When done with the priming the lever must be pulled back to the top position, not left in the middle setting. Leaving the lever in position number two will cause it to break more quickly, and also cause you to have to prime more often. If the lever seems to be stuck in the middle position, take the printer offline, and push the lever back down to the priming position, then pull it back up.