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HOLLIS Newsletter

Volume 8, Number 3 (March 1993)

Subscription Info | OIS Contacts

  • Agenda for Liaisons meeting
  • Notes from February's meeting
  • VINE debuts
  • Chain, chain, chain...
  • Security reminder
  • Library guide format change
  • MeSH headings
  • SPINE labels coming
  • End user reporting project
  • Report from the RECON manager
  • OCLC records via FTP
  • Microcomputers and HOLLIS--Presentation
  • SPINE label procedures
  • Notes and Reminders
  • New security system for HULPR
  • "Of" added to stopwords
  • Response time testing
  • RECON Roundup
  • OW cleanup process
  • Serials RECON project
  • Canon printer update
    Agenda for HOLLIS Liaisons Meeting #84
    March 10, 1993
    Lamont Forum Room, 2:30 - 4:00 p.m.
    1. Announcements: Tracey Robinson
    2. Harvard - Yale - MIT cooperative serials project: Allen Bourque
    3. Spine Labels demonstration: Julie Wetherill

    Notes from the February Meeting
    VINE campus information system debuts. VINE, the Veritas Information NEtwork, offers a wide variety of campus information of interest to the Harvard community. On 10 February, VINE became a choice from a new menu available at many library HOLLIS terminals. The debut of VINE as a network and dial-up resource occurred in December. To accompany this official debut, VINE Project Manager Amy Lozano has distributed help sheets and terminal signs to identify the HOLLIS terminals that now offer VINE. Amy encouraged staff to contact her in OIS (495-1821) if they have other instructional or signage needs. For detailed information on access to and use of the VINE, consult an article in the February HOLLIS Newsletter.

    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:

    • authorized to approve invoices for payment,
    • authorized to create and update ACU records,
    • authorized to display patron records, and
    • authorized to use the (circulation) HAS command.

    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.

    Pathways to HOLLIS and HULPR.

    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.

    How to make the HULPR-microcomputer connection.

    1. You must have:

    • a local area network (LAN) installed in your library that is connected to Harvard's High Speed Data Network (HSDN);
    • a microcomputer and the IP address for it on your local network;
    • and network software enabling the microcomputer to access HULPR over the network. OIS recommends two options: PC/TCP software (FTP Software, Inc.) or Cornell PCIP software.
    If you are not sure about any of the above, contact your LAN Administrator.

    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.

    Advantages / Disadvantages.
    Advantages. Why would a library opt for microcomputer access to HULPR? Some of the most compelling reasons are:
    1. improved performance due to high speed data transmission;
    2. single desktop microcomputer for HULPR work and microcomputer applications (word processing, spreadsheets, etc.);
    3. ease of recovery during business resumption (a.k.a., disaster recovery).
    Although this list seems short, there are many potential benefits to having a single device on your desktop that offers HULPR as well as microcomputer applications. Depending on your hardware and software configuration, there may also be access to electronic mail, FTP, TELNET, and other such services available over the Internet. A networked microcomputer can be a powerful tool.


    1. Using a network attached microcomputer for HULPR work adds a level of complexity which cannot be justified for some functions. In most libraries, some level of local staff support will be required (e.g., LAN administration).
    2. Software limitations. There are 2 telnet software options recommended by OIS. (This is the software which provides the facility for connecting to HULPR over a network connection.) The options are: Cornell PCIP or PC/TCP. Cornell PCIP supports the extended character set but does not support simultaneous telnet sessions, that is, the ability to maintain connections to HULPR and one or more other telnet sessions such as mainframe email (e.g., HUBS) or another library catalog. PC/TCP does support multiple simultaneous sessions but does not support the extended character set.
    3. Printing diacritics in HOLLIS records from a networked microcomputer. It is not currently possible to produce "screen prints" which include diacritics and special characters when using HULPR from a networked microcomputer. The result will be "garbage" characters printed in place of diacritics, or no characters may print following the first occurrence of a diacritic -- the type of outcome depends on your printer.
    4. Programming function keys. Both PCIP and PC/TCP lack a facility allowing you to program functions keys that is analogous to the way you program keys F13 through F23 on IBM terminal keyboards. However, function keys F1 through F11 will work normally, that is, the HOLLIS commands corresponding to those keys should be available. There is software available that provides a macro programming facility that works in conjunction with a PCIP or PC/TCP session, but individual units would be responsible for acquiring and installing it. Consult the summary of Michael Kaplan's comments (below) for more information.
    5. Limited HULPR use. Initially, OIS is recommending that network attached PCs be used only for library staff use of HULPR.
    6. Public catalog. Network access to the public catalog (HOLLIS) is currently available, but a workstation cannot maintain a constant connection to HOLLIS. A timeout feature will cause the machine to disconnect after 10 minutes of inactivity. Clearly this would be a disadvantage for dedicated public terminals in libraries.
    7. Circulation. It is not currently technically feasible to use a network attached microcomputer to perform circulation functions. Technical solutions to this problem are currently under investigation.

    Michael Kaplan - CSS (Widener)
    Michael currently connects to HULPR from his PC using PCIP network software. As a former dedicated (IBM 3163) and dial-up HULPR user, he is very happy with the increased speed and versatility of his HULPR network connection. While connected to HULPR (with the character set) he can also access his PC's word processor and/or spreadsheet software. Michael has installed a keyboard enhancer program on his PC called Newkey that provides a cut and paste function and a macro recording/playback function. He also has used Newkey to produce 'pop-up' tables of Library of Congress country, language, and geographic area codes. Michael commented that having a Local Area Network (LAN) Administrator is a definite advantage when setting up such a network configuration.

    Janet Rutan -- Countway
    Janet, like Michael, is excited by the availability of HULPR, along with electronic mail, word processing, and spreadsheet software all from a single workstation. She does not consider herself a technical expert and has relied on local network support in her library to insure that her workstation runs smoothly. She eagerly awaits availability of OCLC services over the Internet -- another useful tool available from her workstation.

    Jill Thomas -- Botany Libraries
    Botany collections are maintained by a relatively small number of staff so efficiency is a necessity. Two years ago Jill was connecting to HULPR using YTERM software from a microcomputer. Jill knew from experience that consolidating micro applications and HULPR access on a single workstation was a key to improved work performance. Last fall, anxious for network access to HULPR, a Botany Department staff member installed the Cornell PCIP software on their local area network. OIS staff made the necessary changes to the HOLLIS system software and Botany was up and running with HULPR network access. Jill echoed the sentiments of Michael Kaplan and Janet Rutan in saying how satisfied Botany has been with the single workstation concept. In addition, Botany has taken advantage of network connectivity to explore the Internet using the Gopher technology. Jill agreed that implementing a network-based workstation requires a great deal of technical support, and she complimented the LAN technical support staff in the Botany Department for providing excellent service to the library.

    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.
    The new HOLLIS spine label function is scheduled to debut in early April 1993. The actual printing of spine labels takes place at your local microcomputer and printer, so participating units need to make some preparations before using this function. What follows is a description of the spine label function, a list of what you need to use it, and instructions on how to request a Spine Label Kit from OIS.

    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?

    • If yes, enter the command ERASE SPI(NE).
    • If no, continue to next step.
    Note that a set of spine records is linked to your HULPR operator signon; when you signoff and sign on again, the set is still intact until you erase it, send it, or until the system comes down that day. You could also signoff one terminal and sign on to another terminal and the set should be intact.

    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:

    • SET SPI I(TEM) to include piece level/copy information
    • and SET SPI N(OITEM) to exclude piece level/copy information
    Within a single set of records, it is possible that some will include piece level and copy information and some will not, depending on whether there is such information and depending on whether you have issued the SET SPI command.

    3. Use the SPINE command to store up to 200 MARC records in a single set. The general format of this command is:

    SPINE [aaannnn] [N]

    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:

    LTHU send spine name@node
    ex. LTHU send spine name@harvarda
    Be sure to use the @ sign, not the word 'at,' between the name and node of the electronic mail address.

    The system's response will be the message:

    Please take note of the set number. This number will be included with the e-mailed set that ends up in your electronic mail account. This number will help you recover your set of records if for some reason they do not reach their destination.

    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).

    Content of e-mailed MARC records.
    The SEND command causes the system to format MARC records in the set for e-mailing. As currently designed, only a small amount of bibliographic data accompanies HOLLIS call number information in the e-mailed record. E-mailed records include: HOLLIS record number, 1xx (author), 245 (title), 7xx (1st added author in record, only if 1xx not present), and LOC subfields i, c, a, b, d (library holding code and call number subfields). In addition, piece level 1, piece level 2, and copy number information from an associated item record are included if the operator specifies SET SPINE ITEM before saving records.

    Billing and security issues.
    There will be charges associated with online spine label activity in HOLLIS. Details about spine label billing will be discussed at the March liaisons meeting and will appear as part of the instructions in the HOLLIS Spine Label Kit. The HULPR security requirements for spine label activity will also be discussed at the March meeting.

    How to participate

    What you need. In order to print spine labels using HOLLIS, you need the following:

    • access to HULPR technical services mode
    • an electronic mail account (such as HUBS or HUSC)
    • download/file transfer capability (such as Kermit or FTP)
    • a DOS microcomputer with at least 230 K of RAM available
    • HOLLIS Spine Label Kit (spine software and instructions)
    • the Vernon Spine Label Program
    • an attached printer
    • spine label stock
    How to order HOLLIS Spine Label Kit. Each library will need to order the HOLLIS Spine Label Kit to begin participation. This free Kit includes:
    • a diskette with two files: SPINE.BAT and MARC.EXE;
    • information on how to order the Vernon Spine Label Program;
    • instructions for using SPINE.BAT and MARC.EXE; and
    • instructions for using Vernon to format and print spine labels.
    Units can request this Kit by filling out the request form that is attached to this newsletter. This Kit will be released as part of the HOLLIS spine label function debut in early April.

    Vernon Spine Label Program.
    The Vernon Spine Label Program is a commercial product that formats and prints spine labels. One copy of this Program costs approximately $300.00. The HOLLIS Spine Label function is designed specifically to work with the Vernon program. The HOLLIS Spine Label Kit will contain instructions on how toacquire the Vernon Program. Libraries should not order the Vernon Program until they receive the Spine Label Kit.

    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.

    | Table of Contents | OIS Contacts |

    Notes and Reminders
    Forthcoming changes to the HULPR security system. OIS has in the past mentioned that there is an upcoming project to change the way security works in HULPR, such that users will be responsible for changing their own passwords at required intervals. This project is expected to be completed within the next few months. Liaisons will be given plenty of warning and details as to how they and all staff who use HULPR will be affected.

    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.

    | Table of Contents | OIS Contacts |

    Recon Roundup
    Recon and OW database cleanup. The other side of Recon, the "cleanup" project for the OW database (Catalog of Older Widener materials), has been in operation since late fall. Incoming Recon records (those processed by OCLC and sent back to Harvard) with a LOC subfield i of "wid" or "doc" and LOC first indicator of "8" (Widener class) are matched against the CW call number index in the OW database. For the first (or only) duplicate record found, the OW location will be combined with the HU location as follows:

    • copy all OW LOC n and x to the HU LOC in addition to any existing HU LOC n and x, and
    • copy any OW LOC h to the HU LOC replacing any existing HU LOC h.

    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.
    This is the most noticeable change and will have the greatest impact in terms of adding duplicate records to the HU database. Currently, for all cataloging, the date in the fixed field PDATE1 on the incoming record must match exactly the PDATE1 on the HU record for works published prior to 1821. For RECON records only, extend the exact date matching qualification through 1900.

    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:

    • a. Submit all records to OCLC for searching, claiming, and keying of the no-hits, or,
    • b. Submit all records for direct keying into the OCLC keyed records database. Within the OCLC processing segment of the project, each unit will be able to determine several minor processing 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.

    OCLC Recon Record Processing

    Total Recon records added to HU: 58,732 (through January 1993)

    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.

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    Canon printer update.
    The winter months have brought a sharp increase in the number of calls to OIS about broken priming levers on the Canon printers, requiring replacement of the entire purge unit. Judging from the number of repeat calls it is clear that the problem affects not only the older printers, but the newer ones, as well as the replacement parts being shipped by Canon. Because of the number of repairs, we are having trouble keeping up with the demand, and have run out of the purge unit parts twice in recent months. We are keeping a backlist of calls placed, and will get to them in the order they were placed.

    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.

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