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HOLLIS Newsletter

Volume 8, Number 6 (June 1993)


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TABLE OF CONTENTS

  • Agenda for June meeting
  • Feature Articles
  • Training revisited
  • LIBINFO update
  • Notes and Reminders
  • Payments weeded
  • Summer School Catalog online
  • Coding for reproductions
  • Password reminder
  • OCLC formats
  • End-of-fiscal-year reports
  • Reporting goes on vacation
  • Memos on the laser printer
  • Latest on the DUC
  • Response time testing
  • RECON headings corrections
  • HOLLIS enhancements
  • Nulls and blanks fixes
  • Listserv commands--attachment
    Agenda for HOLLIS Liaisons Meeting #86
    June 9, 1993
    Lamont Forum Room, 9:30 - 11:00 a.m.

    1. Announcements: Tracey Robinson
    2. Spine label update: Julie Wetherill
    3. HOLLIS Training brainstorming: Julie Wetherill ( See article below for details.)

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    Feature Articles
    HOLLIS Training Revisited. In the spirit of reorganization (of which we have seen so much lately) it is time, five years after centralized HOLLIS training began, to reevaluate the current methods and levels of training that OIS provides for library staff. The new Library Services Group (LSG) within OIS will coordinate this effort, with the input and assistance of library staff. We would like HOLLIS liaisons to spend part of the June meeting brainstorming about HOLLIS training issues. Specifically,

    • what changes (if any) would you like to see in the content of HOLLIS-related training?
    • what are your opinions concerning alternatives to classroom training, such as self-paced workbooks and video presentations?
    • would you be interested in participating in a HOLLIS training planning group?
    • would you be willing to devote some time to train your staff colleagues?
    • are there automation topics beyond HOLLIS for which you would like to have training?

    LSG is looking for creative and effective ways of delivering the types of training most needed by library staff. From the questions above, it may be obvious that we are considering integrating into the training program alternatives to the HOLLIS Training Coordinator in the classroom, such as self-paced exercises, video, and recruiting library staff to assist in the training of their colleagues. Please come to the June liaisons meeting with your ideas and comments. Contact Julie Wetherill in OIS if you have questions.

    LIBINFO Update LIBINFO, the electronic discussion list covering topics of interest to Harvard library staff, has recently changed ownership and will in the near future undergo a change in structure. The purpose of this article is to keep LIBINFO subscribers and other interested staff members up to date on LIBINFO happenings.

    New LIBINFO listowner

    Julie Wetherill, HOLLIS Training Coordinator in OIS, is the new LIBINFO listowner, following in the footsteps of LIBINFO's founder, Heather Reid. Daniel Bednarek and Jon Rothman (both in OIS), will be co-owners of this list, acting as backups for Julie. The listowner is responsible for overseeing subscriptions to the list, troubleshooting problems, and helping subscribers use LIBINFO effectively. If you have questions about LIBINFO, contact Julie by e-mail (hdoc1@harvarda.harvard.edu) or in OIS (495-3724).

    LIBINFO: public or private?

    For practical reasons, LIBINFO's founders decided that this discussion group would be "public" -- one that anyone inside or outside Harvard can subscribe to. Currently, approximately 15 percent of LIBINFO subscribers do not have ".harvard.edu" as part of their e-mail addresses and are classified as subscribers outside of the Harvard community. Over the last few months, some library staff have expressed concern that committees and other groups have been urged to post their minutes to LIBINFO while the list remained public. Furthermore, some staff have expressed concerns about LIBINFO traffic growing heavy with "noise" (non-relevant postings). HOLLIS liaisons discussed this issue in the spring of 1993 and suggested that LIBINFO be split into two lists: one restricted to Harvard subscribers where official minutes and other administrative information is posted; and a list with open subscription that distributes reposted messages and other "FYI" information of less interest to some subscribers. This solution may to some extent relieve both concerns noted above.

    This split of LIBINFO into public and private discussion lists will take place this summer. The LIBINFO listowner is still working out the details and will notify all subscribers before the split occurs.

    Listserv commands

    There are a number of commands a listserv subscriber can use to change subscription options. A summary list of the most common commands is appended to this newsletter. This list also has instructions for requesting more detailed information. Note that these commands are not specific to LIBINFO; they should be valid with other electronic discussion lists operating from listserv software.

    You send these commands to a listserv by sending a message or by sending an interactive command. Since the availability of the interactive method is limited, these instructions stress the mail message method of sending commands to a listserv.

    To issue listserv commands, send mail to listserv@harvarda. Leave the name and subject fields of the message header blank. Include the listserv command as the only text in the message.

    The listserv command above will temporarily stop delivery of LIBINFO mail to the e-mail address appearing after From: in the mail header. Subscribers commonly use this to stop listserv mail when they go on vacation.

    * * *

    Please contact Julie Wetherill in OIS if you have any questions.

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    Notes and Reminders
    Update on payment weeding. During the week of 1 June, OIS will flag as weedable 53,854 o/p/r payment statements not updated since 06/30/92. The cumulative microfiche covering weedable payment statements from 07/01/89 to 06/30/92 has been distributed. Staff should weed flagged payment statements when they encounter them.

    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 any questions.

    Harvard University Summer School Course Catalog available via Gopher. On June 1 the Summer School catalog became the first Harvard University course catalog to be made available via Gopher. The overall effort, which will include course catalogs from all of the Faculties, is expected to be a reality this fall.

    A joint effort of the Faculty of Arts and Sciences, Harvard University Library, and the Office for Information Technology, the on-line course catalog project is sponsored by Provost Jerry Green. In addition to providing on-line access to basic course information, the goal of the project is to facilitate the searching of information across Faculties and to provide wider access for people at Harvard as well as outside.

    A copy of the course catalog information sheet that has been distributed across campus is appended to this newsletter. For general information about the On-Line Course Catalog Project, please call Amy Lozano, Project Manager, at 495- 1821 (email lozan@harvard.harvard.edu). For assistance using the system, please call 495-2001, Monday through Friday, 9:00 am - 5:00 pm.

    Coding for reproductions in HOLLIS records. Units cataloging reproductions in HOLLIS should be aware that the rules for coding reproduction fixed fields have changed. All the elements in the HOLLIS bibliographic record fixed fields should be coded for the original publication. Specifically, use the date type, dates, form of item, and country of publication of the original publication. Fixed fields for the reproduction should be coded in the holdings record, as subfield 7 of field 843. When these values are coded, they should be coded as if the reproduction itself were an original publication. This means, for example, that the Date Type of a reproduction, as coded in the 843 subfield 7, should almost always be 's', rather than 'r'.

    Also, be aware that although fill characters are valid MARC values for most positions in the subfield 7, OCLC cannot process fill characters in a variable field. For this reason, you should make every effort to fill in the entire string with valid values. The HUL Preservation Office has been using the 843 subfield 7 for microform master records, and below is an example of a correctly coded reproduction:

    Please contact Robin Wendler in OIS with any questions about how to code reproductions in HOLLIS.

    Quarterly password reminder. Just a reminder to 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. Liaisons should also be warned 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). Units are encouraged to establish separate HULPR signons for all operators now in advance of these security changes. If you have questions about security, contact Kate Mullen in OIS.

    Addendum: The project to upgrade the HULPR security system - one of the results of which is that staff members will be required to change their own passwords at prescribed intervals -has been delayed because of the recent re- organization of OIS. We hope to have more information for you on this project in the near future. In the meantime, we encourage you to submit requests for regular quarterly password changes.

    Format integration and OCLC documentation. Anne-Marie Breaux of Lamont recently posted this message to the LIBINFO electronic discussion list. The Editor thought newsletter readers would be interested in her observations also.

    We have not received any updates to OCLC MARC formats recently (the looseleaf documentation for books, sound recordings, scores, audiovisual media, etc.). I called OCLC and spoke with a member of the documentation department and she said that there will be no more updates or new editions of the individual formats published. Instead, OCLC will issue a combined MARC format/input guidelines for all formats. (Robin Wendler mentioned this also at a recent Discussion Group meeting.) It will run around 650 pages and is due out this summer.(A-M Breaux)

    End of Fiscal Year report requests. As the end of the fiscal year draws near, we would like to encourage HOLLIS library staff to submit any EOFY-related custom report requests as soon as you can. We will be making a concerted effort to produce all such reports in a timely fashion after the close of the fiscal year.

    We also encourage you to contact us now with any specific questions you may have regarding EOFY reports, so that we may assist you in determining how best to meet your needs. When considering those needs, please keep in mind that your library will automatically receive the standard "HOLLIS Acquisitions Statistics" reports that are generated at the end of each fiscal year.

    As usual, copies of the report request form may be made from the master in Appendix P of the HOLLIS Reference Manual.

    Reporting takes a vacation. Like all of the rest of us, Kate Mullen needs a vacation from time to time. In this case the time is coming up soon: 05/28/93 through 06/18/93. While HOLLIS reporting will continue to be available during that time, Kate's absence will naturally increase the turnaround time for reports. Please note the following guidelines:

    For requests received after 05/19/93, we will try to accommodate your needs but ask for your understanding that we will not be able to turn requests around in the usual timeframe.
    From 05/28/93 to 06/18/93 please continue to address your report request forms as usual to: Reporting / HUL-OIS, 1280 Mass. Ave., #404.

    During this period you may contact me (JER) with questions or concerns about reporting. Thanks for your cooperation.

    Memos on laser printer. As of Tuesday, 25 May, the memos produced as part of the HOLLIS batch products are now printed on a laser printer. The format and content will be unaffected by this change, but the print quality is substantially better. If you have any questions, please call Linda Marean in OIS.

    New DUC supplement available. The new supplement to the Distributable Union Catalog (DUC) is now being distributed.

    NOTE: THIS IS NOT A REPLACEMENT. DO NOT DISCARD ANY PORTION OF THE DUC THAT YOU ALREADY HAVE. THIS IS A 2nd SUPPLEMENT.

    As a result of a recommendation by SSHUSH (the Standing Subcommittee of HAAC on User Services in HOLLIS), which was approved the HAAC (the HOLLIS Administrative Advisory Committee), the scope of this DUC has been significantly reduced. (Please see the memo of 01/13/93 from Tracey Robinson or call OIS.) In accordance with that recommendation, this year's DUC is not a continuation of the cumulating supplement issued in previous years, but rather a new, 2nd supplement -- covering only those bibliographic records created in, or added to, the HU file in HOLLIS/HULPR during the period 01/01/92 - 12/31/92. Also as a result of that recommendation, this year's DUC contains no subject fiche.

    This 2nd supplement, which is headed "Jan 1992 - Dec 1992", is to be used IN ADDITION TO the final DUC cumulation AND its (previously issued) cumulation supplement. Thus, a full set of the DUC now consists of:

    Contents of DUC
    DescriptionFiche HeaderSections
    Base DUCJanuary 1989Au/Ti, Subj, Med Subj
    1st supplementFeb 1989-Jan 1992Au/Ti, Subj, Med Subj
    2nd supplementJan 1992-Dec 1992Au/Ti only

    This DUC has only ONE section (as opposed to the THREE in all previous DUCs). This "Author/Title" section consists of 241 fiche cards with yellow headers.

    To reflect the fact that the scope of this DUC has been significantly reduced, the original cost of an FY93 DUC subscription ($550.00) has been reduced to $100.00. Billing for the FY93 DUC subscription appears on the "May 1993" HOLLIS bills. OIS expects that some units who originally canceled their subscriptions may decide to get the 2nd DUC supplement because of its dramatically lower cost. OIS can extend the cutoff for ordering the 2nd supplement UNTIL FRIDAY, JUNE 18th. Please contact Jon Rothman in OIS if you are interested in resubscribing. The cost of each copy will still be $100.00.

    Response time tests. Response time tests are scheduled for the first Tuesday of each month. Upcoming tests are scheduled for: 6 July, 3 August, and 7 September. Volunteers should mark their calendars appropriately.

    Recon headings corrections loaded. On Thursday, May 27 OIS processed 140,000 corrections to corporate headings in HOLLIS records. These corrections came from OCLC as part of their new authority control service. The next batch of corrections are expected in July and will be for personal name headings.

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    HOLLIS Enhancements

    Recently Completed Changes to HOLLIS
    Changes completed since 4/1/93
    1. Changes were made to prevent 884X ABENDS when creating ETP invoices with a vendor code of 'x' or with the code for a disabled vendor.
    2. A bug that resulted in improper formatting of holdings enumeration and chronology (field 863) data on printed reports was fixed. Subfield $z notes are now associated with the appropriate $a enumeration.
    3. An indexing bug that resulted in intermittent ASRA abends during patron searches was fixed.
    4. HOLLIS was validating the first subfield in an 020 whether it was a subfield $a or a subfield $z (and was not validating a subsequent subfield $a). We no longer validate subfield $z (which will fail almost by definition) in any position in the 020 field.
    5. A bug which caused LCCN prefixes to be ignored in automatic duplicate detection was resulting in some inappropriate matches on LCCN. This has been fixed.
    6. Index entries which are not retrievable online were being built when the initial subfield of the field to be indexed didn't contain any letters or numbers. This has been fixed.
    7. Changes to an existing invoice ID (INVID) on an invoice that already carries payment statements linked to o/p/r's are now copied to the appropriate payment lines in all of the o/p/r's.
    8. MLOX now moves 948 fields from the source record to the target record along with LOC fields.
    9. Changes were made to allow processing of term bills for more than ten circulation service units.
    10. HULPR was allowing a LOC field with indicators '8c' (indicating a Widener type call number) but which didn't contain any call number subfields to be filed. This has been fixed.
    11. Changes were made to allow printing of memos on a higher quality printer.
    12. A new program is available which formats O/P/R data to resemble the online O/P/R screen and combines it with brief bibliographic data for printed reports.
    In addition to the changes listed above, 11 additional small changes which affect the HOLLIS infrastructure were completed recently. "Infrastructure changes" are enhancements and bug fixes that are needed to ensure reliable and efficient operation of HOLLIS but which do not have directly visible or readily describable functional effects.

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    Network Notes
    Nulls and blanks and microcomputers that connect to HULPR. Some of you may remember the "nulls and blanks" problem we encountered when the IBM 3163 terminals were first introduced. This caused superfluous blanks to be stored in HOLLIS records after they had been edited online.

    For IBM3163's the problem has been fixed by programming a particular key sequence onto the PF24 key. Once this key sequence was issued, the superfluous blanks in records would get stripped when an edited HOLLIS record was filed. Unfortunately, this problem has re-surfaced for those people using network-connected microcomputers to do HULPR editing. There is a parameter in the configuration file of your network software (PC/TCP or PCIP) that controls the processing of blanks. What follows are the instructions on how to change this parameter to correct the problem of superfluous blanks appearing in documents that are being modified in HULPR.

    Changing the PCIP Parameters

    To change the parameters of your PCIP configuration file, please follow the procedures below:

    1. Change to the directory on your hard disk that contains your PCIP files .

    Example: CD\PCIP

    2. Type TN and press ENTER/RETURN to access the Cornell TCP/IP Telnet screen.

    3. Press Alt-Q, theTelnet Command Screen will appear.

    4. Press Alt-E to toggle the nulls processing switch from on to off.

    5. Press Alt-S to save the settings and exit the command screen.

    Changing PC/TCP Parameters

    There are several ways you can edit your PCTCP.INI configuration file. The directions included in this document explain how to accomplish this using your DOS version 5.0 editor. You should have a copy of PCTCP and DOS version 5 (or above) already installed on your PC. If you do not have a copy of this program, contact your LAN Administrator or a Network Services staff person (495-2001).

    The contents of the PCTCP configuration file are grouped under several section headings.

    1. Go to the directory on your hard drive that contains the PCTCP files.

    Example: CD\PCTCP

    2. Type edit pctcp.ini

    The pctcp.ini file will appear on the screen. PCTCP.INI contains many sub-sections labeled with headings in square brackets. Locate the section heading [pctcp 3270]. You will change the ";yale" setting in this section to "off" -- this will turn Yale Null processing off. Yale Null processing is set to "on" by default, causing null characters in a modified field to be replaced with blanks. Turning it off corrects the problem of gaps of blank spaces appearing in the file you are modifying.

    3. Move your cursor down to the line with ;yale = %(boolean opt)

    Delete the semi-colon ; Type in = off after yale

    Delete = %(boolean)

    4. Save and exit the PCTCP.ini file.

    Contact Ciata Victor in OIS if you have questions about this procedure.

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    LIBINFO/LISTERV commands

    To issue listserv commands, send mail to listserv@harvarda. Leave the name and subject fields of the message header blank. Include the listserv command as the only text in the message.

    Portions of commands in upper case indicate shortest form of the command.

    For task:....... listserv command:..........does this:........................................

    Subscribe .. .. . SUBscribe (listname) (your name)
    Example: SUB LIBINFO JOHN SMITH

    Signoff . .. .. . SIGNOFF (listname)
    Example: SIGNOFF LIBINFO

    *SET commands -- to change your subscription options

    SET (listname) (option)

    Temporarily stop mail SET (...) NOMail. .. .. . .mail receipt turned off .

    SET (...) Mail.. .. . .mail receipt turned on.

    Example: SET LIBINFO NOM

    Acknowledge postings SET (...) ACK. . .. .. . .listserv will acknowledge postings.

    SET (...) NOACK. .. . .listserv will not acknowledge postings.

    SET (...) MSGack .. . .listserv will acknowledge postings with a mail message.

    Example: SET LIBINFO NOACK

    Get copies of postings SET (...) REPro .. .. . .. . .. . .to receive copies of your postings.

    SET (...) NOREPro.. . .to not receive copies of your postings.

    Example: SET LIBINFO NOREP

    Summary of settings Query (listname). . .. .. . .sends a list of "distribution options" for your subscription.

    Example: Query LIBINFO

    *Commands to request information:

    Quick list of commands Help .. .. . .. .. . .. . .sends a list of the most commonly used commands.

    Detailed instructions Info . .. .. . .. .sends a list of information guides.

    Info (guide name)

    Example: Info REFcard. .. . .. .. . .will cause the listserv to send the Command reference card to you.

    * Listserv archive/file server options

    LIBINFO stores all posted messages in monthly log files (called NOTEBOOK ARCHIVES). You can also store files in the LIBINFO archive on request, rather than posting a message to LIBINFO (and thereby having that message archived). This option allows you to store larger files and make them available centrally without having to send them to LIBINFO first. You can search all of these files by keyword if you need to locate a specific message.

    For instructions on searching a listserv archive: Info DATAbase... sends the "LISTDB MEMO" document describing listserv database functions.

    To get a list of files available from the listserv archive: INDex LIBINFO... sends a list of monthly log files and a list of specially archived files.

    To get an individual file (once you know its file name): GET (file name) (file type)

    Example:. GET APC3 PT1.....sends a copy of this file to you.

    *To send a file to the LIBINFO database archives:

    Contact LIBINFO listowner Julie Wetherill by e-mail (hdoc1@harvarda.harvard.edu) or in OIS (495-3724), to arrange to store files in the LIBINFO database archive.

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