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HOLLIS Newsletter

Volume 8, Number 7 (July 1993)


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TABLE OF CONTENTS

  • Agenda for next meeting
  • Meeting notes from June
  • Pay statement flagging
  • New PAGE command
  • OCLC loaded daily
  • End-of-fiscal year reports
  • Reporting fees
  • LC Book File reports
  • End-user reporting update
  • DUC supplements are out
  • New column announced
  • RECON update
  • Spine label update
  • Training brainstorm results
  • Feature Articles
  • PAGE command explained
  • Catalog mode for TR
  • Enhancements review process
  • Barcodes from EBSCO
  • LIBINFO to split in-two
  • Notes and Reminders
  • No more 'circ terminals'
  • Divinity circ status
  • OCLC authority work
  • Summer School patron file loaded
  • HAS command change
  • Using AFIX command
  • Corrections--oops!
  • HOLLIS Enhancements
  • HOLLIS Hints
  • Overly-long bib records
  • Credit invoices in HOLLIS
    Agenda for HOLLIS Liaisons Meeting #87
    July 14, 1993
    Lamont Forum Room, 2:30 - 4:00 p.m.
    • Announcements: Jon Rothman.
    • Catalog mode for the Training (TR) File: Julie Wetherill. Julie will briefly describe for liaisons the implications of having the Training File available in catalog mode. Consult an article in this issue for further information.
    • HOLLIS enhancements, reviewing the process: Jon Rothman. Jon will describe for liaisons some proposed changes to the management of the HOLLIS enhancements list. This is not a review of the list itself -- but rather, a discussion of a new approach to how requests are prioritized on the list. Consult an article in this issue for further information.

    Notes from the June Meeting
    Payment statement flagging completed. OIS has completed flagging as "weedable" the o/p/r payment statements approved between 7/1/89 and 6/30/92. This semi-annual process flagged a total of 24,596 statements. Fiche containing these pay statements were distributed on 27 May 1993.

    Executing this process twice within one fiscal year has revealed a slight "glitch" -- it is possible that some pay statements will appear twice on the fiche. The online files are fine. OIS will take steps to eliminate this duplication before the next payment flagging cycle in December.

    Note that the payment flagging process bypasses payments on order records with a SCOPE value of "1" (one-time order) or "0" (trial order). The process flags payments only from orders with SCOPE value "2" (standing order or multi- volume order). Presumably, trial and one-time orders will rarely contain more than one pay statement such that weeding will not be a concern on these records. HOLLIS liaisons approved this specification in October 1990.

    [Editor's note: in the June Newsletter, an article announcing this process incorrectly described how to weed flagged pay statements. Erasing the statement line number (by using the ERASE EOF key for example) will not weed a pay statement (this method does erase other types of o/p/r statements). The only method that works is to use the DSTM (delete statement) command, as described in that article.]

    New PAGE command in the HOLLIS Public Catalog. The new PAGE command is scheduled to debut in the Public Catalog on Wednesday, 16 June. PAGE allows you to move to any specified page of a multi-page holdings, circulation, location, or bibliographic display. [Editor's note: PAGE became available on 16 June as planned. For more information about the PAGE command and its origin, see the article below.]

    OCLC records now loaded into HU daily. When HOLLIS originally became available for cataloging, virtually all units cataloged in OCLC or RLIN, and targeted provisional records in HOLLIS. The loading of the utility record not only updated the bibliographic data, but "cataloged" the LOC, that is, modified it by adding a call number and notes which the cataloger had put into the utility record, changed the LOC indicator 2 (cataloging status) to 'c' (cataloged), and deleted any subfields seen as temporary information.

    Robin Wendler noted that since OIS is loading bibliographic records from OCLC daily, some units have begun to rethink their workflow. Some may find it more efficient to bring a record in from OCLC largely unaltered, and to do any necessary editing in HOLLIS. In this case, the record as it appears in HOLLIS is not completely cataloged until a staff member finalizes the location information and performs any necessary authority work.

    With the new possibilities daily processing offers, certain libraries would like a new processing option when claiming a utility record, telling HOLLIS to bring in the bibliographic information, but not to "catalog" the LOC. There are many ways such an option might work, and Anne-Marie Breaux, Betsy Eggleston, and Michael Kaplan have agreed to work with Robin Wendler in OIS to design it. They will make a recommendation for review by HOLLIS liaisons. If you have any ideas or preferences about how such an option should work or what changes it should make to the HOLLIS record, please contact Anne-Marie, Betsy, Michael or Robin.

    Reporting, and end of fiscal year. As we near the end of the fiscal year, HOLLIS reporting activity naturally picks up. OIS asks that units submit their reporting requests as soon as possible to Kate Mullen. Kate will do her best to process reports in a timely manner.

    New HOLLIS reporting fee structure. Starting in fiscal year 1994, OIS will implement a new billing structure for HOLLIS reports. Under the old structure, every standard report cost $30.00. A "standard report" was one that cost OIS less than $100.00 to produce. For reports costing more than $100.00 OIS would pass the costs onto the unit. In addition to the standard charge OIS added the costs of a programmer's time in producing the report ($25.00 per half hour).

    In the new price structure, all reports cost $50.00 to produce the first time around. If a report is re-run regularly (such as monthly) the price drops to $10.00 per report. There is still the additional charge for programmer time ($25.00 per half hour). Generally, programmer charges play a role in the initial run of a report, but reports run regularly should not involve further programming time. If a report contains more than 200 pages of print, OIS will pass the print costs on to the unit after the 200th page (Harvard University Copy currently charges seven cents a page).

    It is unclear how end-user reports will fit into the new fee structure. Jill Coelho asked how OIS will assign charges in cases where a report needs to be re-run after the initial run turns up problems. In Jill's experience, new reports sometimes do not run successfully the first time around and she is concerned about any additional cost from a second run. Tracey will review these issues and report back to liaisons.

    If you have questions about OIS reporting services, contact Kate Mullen. Direct any questions about the reporting fee structure to Tracey Robinson.

    Reminder about LC Books File reports. Jon Rothman reminded liaisons that OIS can produce bibliographic reports off of the Library of Congress Books File (BF database). Units use these reports for acquisitions and collection development activities. BF reports will follow the same fee structure as all other HOLLIS reports (see previous article for details). Contact Kate Mullen or Jon Rothman in OIS if you have questions.

    Status of the end-user reporting project. The "end-user reporting" project is an OIS effort to place some measure of HOLLIS reporting capability in the hands of individual libraries. This project was temporarily on hold during the recent OIS reorganization, but is now once again an active project under the direction of Jon Rothman in OIS. Early developments in this project have led to a prototype for downloading data from OIT's Information Utility (IU). (The IU is a database containing University data, mostly financial in nature, with an interface that allows users to query for specific data, format and print reports, or download data for local manipulation.) Jon reported that this method looks promising but many details remain to be worked out. OIS will convene a new working group to assist in identifying the kinds of reporting data needed and to investigate the IU process. Jon Rothman will recruit working group members from the original end-user reporting group (when the project director was Heather Reid). Other interested staff should contact Jon in OIS.

    DUC supplement is distributed. OIS has distributed the second Supplement to the Distributable Union Catalog (DUC). Jon Rothman noted that since the price of this new supplement is much lower than the previously announced supplement, some libraries may decide to re-subscribe. He asked that libraries contact him in OIS by 18 June if they decide to subscribe. (See an article in the June Newsletter for details about this supplement.)

    New HOLLIS enhancements column. OIS has established a new newsletter column that will report the small-sized enhancements that OIS staff add to HOLLIS. OIS Systems Librarians regularly turn out these smaller enhancements throughout the year, but they often get lost amongst the larger projects. Staff should contact Jon Rothman in OIS with their comments and questions about this column or about individual enhancements.

    Recon update. Karen Carlson Young, Recon Project Manager, summarized the latest developments from the Recon project.

    As of late May, OCLC reported that it had searched a total of 318,304 Harvard Recon records. The tally by library:

    • Widener, Houghton..........236,470
    • Loeb Design..........41,600
    • Education (Gutman)..........32,735
    • Law..........6,140
    • Geological Sciences (Kummel).......... 1,351

    Of course, the number of Recon records that have actually been added to the HU database is slightly smaller, since there is a lag time between searching and the claiming or keying needed to produce Harvard's copy of a record.

    OCLC staff devoted to the Harvard Recon Project now include 57 operators working over three shifts, 24 hours a day. Cabot Science Library is the next unit scheduled to join the Recon queue. Karen is writing the conversion instructions for Cabot and expects that project to begin in early July. The retrospective conversion of serial holdings (Serial Recon) is scheduled to begin in early July as well. Karen has been meeting with individual units to arrange serial conversion -- unlike monograph Recon, this serials project will be located at Harvard rather than with OCLC.

    The next quarterly report of Recon activity is due out in early July. The mailing list for this report includes members of all Recon committees and task groups, as well as the University Library Council, and Recon Liaisons. A copy of this report also will appear in the HOLLIS Newsletter.

    OIS recently loaded into the HU database 140,000 corporate name heading corrections. This was the first batch of corrections resulting from authority work OCLC is performing on the HU base file of bibliographic data (sent to OCLC last fall). These are not whole authority records but individual "transactions" that will update headings in HU records. Speaking of the base file -- Karen expects that OCLC will return the corrected HU base file to Harvard in August. She reminded liaisons to contact Recon Project staff if they see anything strange in HU that might be related to Recon activity.

    On the lighter side -- Karen announced that a home has been found for the Widener and Houghton catalog cards (once OCLC is finished with them, that is). A member of the Art Department at Western Washington State University wants to use the cards from Harvard's Recon process in an "installation" (the Editor isn't quite sure what an installation is, but it is sure to be interesting). They are interested in all the cards we can send them, so other units participating in Recon should contact Karen Carlson Young if they want their catalog cards sent to a new home on the West Coast.

    Spine label update. Julie Wetherill summarized the latest developments in the project to create spine labels from HOLLIS.

    Beta test results

    Daniel Lobdell (Law Library Preservation Department) and Kathy Anderson (Lamont Library Technical Services Department) spent late May and early June testing the new HOLLIS spine label process. Kathy Anderson described for liaisons her impressions about the process and Lamont's initial plans for integrating spine label production into their existing workflow. She remarked that the first step (saving and sending HOLLIS MARC records to an e-mail account) and last step (producing labels using the Vernon label printing software) are relatively easy and straight- forward. It is the middle portion of the process (downloading the HOLLIS MARC records) that is "clunky." But, once staff regularly download records, the feeling of "clunkiness" may subside. (Editor's note: the downloading process that Kathy described as "clunky" will vary depending on the type of electronic mail account and file transfer capability your unit has access to. It is an important step in the HOLLIS spine label process, but it is a feature that participating units are responsible for.)

    Kathy made several observations about performance of the Vernon spine label software. It handles LC call numbers -- the bulk of what Lamont will be processing -- very well. The Vernon edit screen allows the operator to check for errors in a label before it is printed. In addition to call number and piece level information, each label contains the HOLLIS record number and abbreviated author and title to assist the operator in identifying the record. It is possible to create spine labels directly in Vernon without first downloading label data out of HOLLIS -- a definite advantage when relabeling materials or when labeling multi-volume sets. Kathy noted that configuring Vernon to print labels correctly on your printer could be a more straight-forward process, but in the end she did set her software correctly. Vernon supports a wide variety of labels, but Kathy recommended pin-fed label stock to avoid waste. Labels printed on laser printers are great, but if you have a light workload, the automatic form feed for most laser printers will lead to wasted label stock.

    Kathy envisions Lamont's spine label workflow to be split between at least two people: one person will save and send HOLLIS data to an e-mail account while another person at a separate microcomputer will download and process the label data into the Vernon software. Units definitely will achieve economies by batching spine label activities. Kathy finished her presentation by inviting interested library staff to try the spine label process out at Lamont. Contact Kathy if you are interested (495-4159). (Editor's note: Daniel Lobdell from Law also has invited interested staff to test this function at the Law Library. Contact him to make arrangements (496-2116).

    Spine label process availability. The spine label process is now available -- but units wishing to participate must register with OIS to receive some software and instructions, and to arrange for changes to HULPR signon security. If you have not already done so, contact Julie Wetherill in OIS. Units that have submitted a spine label request form will receive the "go ahead" to use this process in early July. A few units have asked if they could get authorization to use the HOLLIS part of this process without using the Vernon software. That is fine -- just contact Julie with the HULPR signon information. Note that there is a one cent per record charge for every MARC record sent out of HOLLIS as part of the spine label process.

    HOLLIS training brainstorm session. During the second half of the June meeting, liaisons participated in a lively discussion of the possibilities for improving centralized HOLLIS staff training. The OIS Library Services Group (LSG), represented at this meeting by Jon Rothman, Robin Wendler, and Julie Wetherill, is soliciting comments from the library community as part of a general re-evaluation of OIS training and educational services.

    Alternative methods of training. The discussion focussed on alternative methods of delivering training -- such as self-paced exercises or videotaped presentations. Liaisons were excited about the possibility of supplementing HOLLIS sessions with "take home" exercises that might reinforce the classroom experience. Cathy Conroy (Law) suggested that many of the existing HOLLIS classes could have follow-up exercises that would help students absorb what often is a dense amount of information. Several liaisons suggested other self-paced programs as examples of such an approach -- OCLC tutorials and some technical services tutorials produced at Lamont Library, for example. Patrice Moskow noted that Gutman Library finds the online tutorials that accompany some of their reference CD-ROM products very helpful. Julie Wetherill commented that while online tutorials and other types of computer-assisted instruction are interesting alternatives, LSG wants to emphasize the content of any self-paced process first and then investigate the more sophisticated methods of delivery.

    HOLLIS-based instruction. At one point, discussion came around to how HOLLIS might more effectively supply help and instruction to the user. Naomi Ronen (Law) suggested that OIS add a public catalog component to the training file in HOLLIS (LTTR) -- the lack of a Public Catalog training environment has always been a weakness. Perhaps the technical services side of HOLLIS could provide a system of help screens similar to what is available in the Public Catalog? Robin Wendler suggested that we also examine the online tutorial available in the HARIS system (Harvard-Radcliffe Information System) which is an introduction to the HOLLIS Public Catalog. Could HOLLIS provide an online tutorial as part of the Public Catalog?

    Involving other committees. Several liaisons suggested that Library Services identify other Library groups that may be concerned with staff training issues. Liaisons suggested that there were a few College Library Committees that currently are exploring staff training and orientation issues. Library Services plans to contact both HCL and University Library-wide groups that might provide assistance and input during this planning process.

    Training topics. In addition to new methods of delivering training, Library Services is examining the content of HOLLIS training -- are the classes that OIS offers now sufficient? -- are there topics we need to cover that aren't offered now? Most liaisons felt the existing HOLLIS training curriculum was on target. Russ Pollard (Divinity) suggested that OIS provide formal network training sessions similar to those held several years ago. The network and telecommunications setups in many libraries are more complicated now and staff would benefit from a refresher course in how it all goes together. Tracey Robinson agreed to take this suggestion back to the Network Services Group.

    Establishing a training interest group. Julie Wetherill asked for volunteers to sit on a "Training Interest Group" that would be charged with assisting OIS Library Services in the reevaluation of the centralized HOLLIS training program. This group would plan changes to the existing program that would probably be available in early 1994. Volunteers include: Jill Coelho (Widener), Kathy Anderson (Lamont), Kathy Barry (Widener), Cliff Wunderlich (Divinity), Naomi Ronen (Law), Minna Kisler (Widener), and Deborah Lemon (Law). Staff interested in participating in this planning effort who were not present at the June liaisons meeting should contact Julie Wetherill in OIS.

    Jill Thomas (Botany) suggested that this new training group also serve as a resource for new library staff -- especially those in smaller units. Jill is concerned with the problems "single person" libraries face because of their isolation. New staff in the smaller units often lack the network of colleagues that may exist in larger units, such as Widener. Several liaisons argued that ensuring staff have the right "connections" is more a function of the staff orientation process. MacKenzie Smith (OIS) suggested that the Harvard University Library Directory identify "experts" in functional areas of HOLLIS. Jill Coelho (Widener) added that initial orientation should introduce a new staff member to a "buddy system" -- a mentoring system that connects new staff with their colleagues to help reduce isolation. Julie noted that this Training Interest Group was set up specifically to reevaluate HOLLIS training and not as a standing resource for questions on HOLLIS or library practice. Tracey Robinson reminded everyone that the Librarians' Assembly's Committee on Communications and Orientation is an obvious choice to examine these orientation issues.

    *****
    This training discussion yielded many good ideas. The new Training Interest Group will start their deliberations later this summer; reports of their progress will appear in this newsletter. Contact Julie Wetherill in OIS if you have questions.

    | Table of Contents | OIS Contacts |

    Feature Articles
    PAGE Command in HOLLIS Public Catalog. The new PAGE command became available in the HOLLIS Public Catalog on Wednesday, 16 June. PAGE allows you to move to any screen of a multi-screen display, including long, short, location, holdings, and circulation displays. PAGE works from any display where the message "Page n of n" appears on the top line. Just type PAGE (or PA) and the page number. For example, to move to page 4 of a display, type

    page 4 or pa 4

    and press enter or return. Using PAGE means you no longer have to use MORE and BACK to move one screen at-a-time when you want a specific screen. PAGE is not available from index and guide screens. From an index screen, use the command INDEX n (n being the line number) to display the index from any line number. From a guide screen, use the command GUIDE n (n being the line number) to display the guide from any line number.

    PAGE was a recommendation in the report of the HAAC Task Group on a Facility to Enter Through the Catalog in HOLLIS End-user Requests for Retrieval from Storage (mercifully, FETCHERRS for short). FETCHERRS has recommended that a document request/delivery function be available within HOLLIS. Implementation of FETCHERRS recommendations will require that OIS change the current practice of including only charged items in the circulation display for serial records. Inclusion of all serial items will frequently generate displays that are many screens long -- and the catalog user will most likely be interested in the last screen of the display where the most current volumes are likely to be found. While the document request/delivery function is still under OIS review, the PAGE command was added now because it was easy to do and has immediate utility.

    There is an online help screen in HOLLIS describing this new command -- type HELP PAGE to see it. Note that with the addition of PAGE, catalog users can no longer truncate the PREV command to "p." The shortest form acceptable is now "PR." Try out PAGE and if you have questions, contact Charlie Husbands in OIS.

    Developing a Catalog Mode for TR Database. The HOLLIS training database, (TR file) has been available to library staff since the early days of HOLLIS. TR is a separate database in HOLLIS, but functionally it parallels the HU database. Staff can use TR to practice any current HOLLIS technical services function, but there is no catalog mode display for TR data. A TR catalog mode has been a longstanding entry on the OIS enhancements list. OIS is now poised to add this feature, but wants liaisons to review the implications of having TR data available in the HOLLIS Public Catalog.

    TR in catalog mode. Since it is part of the HOLLIS production system, the only way to provide a catalog mode would be to make TR available in the HOLLIS Public Catalog. Staff would select the training file by entering "tr" from the "Welcome to HOLLIS" screen and would receive a search options screen and all of the other catalog features one would expect. OIS wants liaisons (and any other interested parties) to consider the implications of this. OIS proposes not to list TR as an option -- staff would need to know TR was available despite it not being listed with the other databases. Should there be other precautions? If unsuspecting catalog users type "tr" and end up in the training file, how should we guide them out?

    Refreshing TR data. In addition to adding a catalog mode, OIS plans to add more bibliographic data to TR in order to enhance the variety and quality of records. Ideally, OIS would like to erase the existing bibliographic file and add fresh data. Most of the data in there now is provisional and of poor quality. OIS does not have a good picture of how units use the training file. If your unit uses TR and has records it consults regularly, these would be lost in this process. Liaisons should consider this issue and let OIS know if they have objections.

    *****
    This topic will be up for discussion at the July HOLLIS liaisons meeting. OIS hopes liaisons and other interested staff will come prepared with comments and suggestions. Contact Julie Wetherill or Kate Ellis in OIS if you have questions.

    HOLLIS Enhancements Review. -- Working Towards a Painless Process. Many library staff can remember the painful annual event when the topic of the HOLLIS liaisons meeting would be review of the HOLLIS enhancements list. Review of this list -- which contains requests for new features and fixes for existing bugs -- has long been the least favorite activity in liaison circles but an important source of information for OIS. And discontent with the process didn't end with review -- the order in which OIS implements enhancements has always seemed unpredictable. But, change is on the horizon! OIS has undertaken a reevaluation of the enhancements process and plans to review some proposed changes with liaisons at the July meeting.

    There are three general areas where changes in process or clarification of existing policies would be beneficial: review of items on enhancements list, selecting enhancements for implementation, and integrating enhancements into the OIS workflow. Jon Rothman will review the proposed changes in detail at the July meeting. But briefly, OIS proposes to divide the existing enhancements list into functional areas and have groups (Roundtables, interest groups, committees, etc.) aligned with these functional areas review and prioritize these sections. This would eliminate the need for an all-liaisons review of the full list. Jon will also review the existing guidelines surrounding implementation of enhancements along with some proposals for making this process more efficient and equitable.

    Come to the July meeting for all the details. Remember that this will not be a review of the enhancements list itself. Contact Jon Rothman in OIS if you have questions.

    Gutman Uses EBSCO Barcodes to Update HOLLIS Orders. Gutman Library recently changed their primary periodicals vendor from Faxon to Ebsco. To make this conversion easier, Gutman worked with EBSCO to develop a semi-automated method of updating their HOLLIS serial check-in records with EBSCO subscription information. This article has been adapted from a description provided by Joe Gabriel, Head of Technical Services at Gutman Library.

    To change subscription vendors usually means manually changing certain fields on all affected serial check-in records in HOLLIS. Gutman was concerned with the amount of staff time that would be needed for this task. In their negotiations with EBSCO, they learned of the option to use barcodes to automate most of the record editing steps. Gutman identified for EBSCO the editing steps in HOLLIS:

    1. "FI SN [ISSN]"; this displays the o/p/r/ or, if there are two or more Gutman locs, the operator must select the correct o/p/r.
    2. Add spaces (to delete the default command to prevent premature filing the record before process was finished).
    3. Change VENDOR field from "FAXON" to "EBSCOUS."
    4. to NV field; add EBSCO account number.
    5. to REF field; add EBSCO title number (i.e., GUT 0939383393).
    6. Back to command line; "cstm n" to create a note field.
    7. Add note "Formerly with Faxon (1992)."
    8. Press ENTER to file the record.

    EBSCO supplied barcodes which performed these editing tasks and also supplied a scanner (light pen) to do the scanning. Gutman worked closely with Christie Dickas, Library Automation Assistant at EBSCO, in programming the scanner to their specifications. While testing, they encountered some problems with spacing and in finding the ENTER key -- all were resolved on a trial and error basis. EBSCO can supply high density barcodes (easier to scan but take up more room on a page) or low density barcodes.

    After receiving several test batches of barcodes for Gutman Library titles, EBSCO sent a complete list of titles in barcode format. Full serial titles accompany the barcodes. A sample page from this list is attached to the end of this newsletter. Barcoding the changes to HOLLIS records means less work for Gutman staff and a uniform set of changes to all of their serial check-in records.

    Contact Leslie Knapp or Christie Dickas at EBSCO (205-991-1165) for more information about this courtesy barcode service.

    LIBINFO to Become Two Lists. During July, the LIBINFO discussion list will split into two lists: LIBINFO and HULINFO. The new HULINFO list will replace the existing ASSEMBLY list. (ASSEMBLY subscribers, consult the What you need to do section below for more information about the status of your subscription). A comparison of these two lists follows:

    Both LIBINFO and HULINFO are unmoderated lists -- the listowners do not screen messages before they are forwarded to subscribers. There are three OIS staff members serving as managers or "owners" for both lists: Julie Wetherill (hdoc1@harvarda.harvard.edu), Jon Rothman (rothmn@harvarda.harvard.edu), and Daniel Bednarek (bednrk@harvarda.harvard.edu). For now, Julie will manage both lists, with Jon and Daniel serving as backups. Please direct your questions about these lists to any of the owners.

    What you need to do. If you are a current LIBINFO subscriber: when the split occurs, LIBINFO subscribers with ".harvard.edu" in their e-mail addresses will automatically be subscribed to HULINFO. Your LIBINFO subscription will remain intact, so if you do not want to be part of LIBINFO, you must desubscribe (see instructions below). If you are a current ASSEMBLY subscriber: the ASSEMBLY list will disappear when HULINFO becomes available. All ASSEMBLY subscribers will be automatically subscribed to HULINFO but not to LIBINFO. If you are not subscribed to LIBINFO or ASSEMBLY: Wait for the split to occur and then follow the instructions in the Signing on and signing off section below to subscribe to HULINFO (and/or LIBINFO).

    When will it happen? The debut of HULINFO and the change to LIBINFO's scope are scheduled for Friday, 23 July. On this date, current subscribers will be switched from the ASSEMBLY list to HULINFO, and current LIBINFO subscribers will be added to HULINFO as well. This will be the first day that new subscriptions to HULINFO will be honored. To HUBS users: since HULINFO is a restricted discussion list, it will not appear on the HUBS listserv menu. This means that the convenient subscription function on HUBS is not available for HULINFO. You must subscribe directly, using the commands described in the Signing on and signing off section below.

    Signing on and signing off. The following subscribe and signoff instructions are common Bitnet listserv commands. These were listed on a command sheet included with the June HOLLIS Newsletter and are repeated below for your convenience. 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.

    To Subscribe

    • SUBscribe (listname) (your name)
    • Example: SUB LIBINFO JOHN SMITH, or
    • SUB HULINFO JENNY CRAIG
    To Signoff
    • SIGNOFF (listname)
    • Example: SIGNOFF LIBINFO, or
    • SIGNOFF HULINFO

    Please consult the command sheet in the June Newsletter for other listserv commands.

    | Table of Contents | OIS Contacts |

    Notes and Reminders
    OIS removes link between terminals and circ service units. Starting on Wednesday, 7 July, circulation users in Widener and Physics Research Library will be able to do their circulation work from any terminal they choose -- including networked microcomputers, dial-up, etc. Now, your HULPR signon will determine both the service unit you belong to and your ability to perform circulation transactions online. OIS has removed the link between the terminal and the circulation service unit.

    This long-awaited enhancement will become available at the other libraries using circulation in the next few weeks, and those of you in those libraries (Countway, Lamont, Hilles, Kennedy School, Divinity, and Cabot) will be contacted shortly. Those of you at libraries who are not doing circulation, but who have designated "patron searching" terminals, will be able to search the patron file from any of your terminals starting 7 July. You must, of course, have the HULPR authorization to look at patron records in order to do this!

    Please contact Kate Ellis or Julie Wetherill in OIS if you have questions or if you see anything unusual.

    Divinity circ status available in Public Catalog. The Andover-Harvard Theological Library (Divinity) began using HOLLIS circulation back in May, and now has decided to "turn-on" the display of the circulation status of its materials in the HOLLIS Public Catalog. Contact Daniel Bednarek in OIS if you have questions about this display; contact Divinity Library if you have questions about the status of an item in their collection.

    OCLC authority work and HOLLIS. I just wanted to issue a note of warning to folks who catalog serials and shelve them by title/main entry (i.e., who do not give serials unique call numbers). The process by which OCLC ran the HOLLIS tapes against the authority file may have changed the form of a corporate main entry on an existing serial record in the "Shelved as" note routinely, this means that users will look for the pieces, which are shelved under the old form of the corporate name. For example, if you cataloged something as "Singapore. Urban Redevelopment Authority. Annual report..." and then the form of the name is changed to "Urban Redevelopment Authority (Singapore)" the pieces will not be found under "Urban Redevelopment Authority (Singapore)".

    If you think this is a problem for your library, get in touch with Robin Wendler in OIS, who can run a report to help you clean up your records by adding a "shelved as" note. (H. Sklar)

    Patron file summer school load complete. Those of you who use the HOLLIS patron file will no doubt be pleased to learn that this year's summer school patron records have been successfully added to the file, in preparation for the start of Summer School.

    Changes to patron charges index display. Circulation participants who use the HAS command will have noticed a change in the display as of Tuesday, 22 June. As per the request of circulation liaisons, OIS changed the display such that each item in the HAS list will now be preceded by the location code of the loaning unit rather than the institution code (HU).

    New AFIX command. The new AFIX command causes a copy of an HU bibliographic record to be sent to OCLC for authority processing. It is intended to provide a way for operators to force a record to get authority checked which would not otherwise get included (i.e., not new or recently replaced). It takes the form:

    LTHU AFIX AAA1234 (or from a single records display just LTHU AFIX)

    AFIX works in HU on any bibliographic record that is not deleted (LOC second indicator of "d" or "q"). AFIX will not work on authority records. There is no special security involved. AFIX is available now, but OIS will accumulate all afix'd records until OCLC is finished processing the base file and ready for new stuff (approximately September). Nothing is set in the record to reflect that the AFIX command was issued for it, but we do not bill for these transactions so there is no harm in doing it again if you are not sure. Contact MacKenzie Smith in OIS if you have questions.

    Newsletter corrections. The following are corrections to errors in the June 1993 issue of this newsletter:

    In the "LIBINFO Update" article, the sample listserv command via e-mail message should be "set libinfo nomail" instead of "set nomail."

    In the "Update on payment weeding" article, the instructions to use ERASE EOF to erase a payment statement line number are incorrect; only the DSTM works to delete pay statements.

    In the "Nulls and blanks..." article in the NETWORK NOTES section, the PC/TCP instructions setup example has a semi-colon preceding "yale" in the 2nd line. The following are the corrected lines from the "PCTCP 3270 section after change".

    ; model-3/4 = %(number opt) NOTE: use ANGLE brackets, not PARENTHESES as shown here!!!
    --> yale = off

    The Editor truly apologizes for these errors and wishes she could blame them on the computer.

    Response time tests. Response time tests are scheduled for the first Tuesday of each month. Upcoming tests are scheduled for: 3 August, 7 September, 5 October, and 2 November. Volunteers should mark their calendars appropriately.

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    HOLLIS Enhancements
    Recently Completed Changes to HOLLIS. Changes completed since 5/21/93.

    1. A change was made so that subfield $5 in authority record fields (loc code of unit to which field applies) does not display in the public catalog.
    2. As of 8/1/93 the format of 001 fields in incoming RLIN records (RLIN record number) will change. Changes were made to HOLLIS front-end processing to accommodate both old and new format 001's in RLIN records.
    3. Changes were made to the way fixed fields are printed by the program which produces the duplicate detection reports. These changes: a) make the fixed fields easier to read; b) eliminate some obsolete labels; and c) anticipate format integration requirements.
    4. Linking notes were displaying incorrectly in the public catalog and were displayed inconsistently in the long versus short displays. This has been corrected.
    5. No appropriate context-specific help screen was available for the case where a user tries to search an index not available in the current database. This has been corrected.
    6. The online order weeding process was enhanced to allow weeding of deleted item linkages as well as deleted order linkages.
    7. The patron charge index (seen in response to the HAS command) has been changed so that each entry is preceded by the loc code of the loaning unit rather than by the institution code.
    8. Electronically transmitted products sometimes contain inappropriate characters which cause files to be incomplete or garbled when imported into some microcomputer programs. A change has been made to remove these values before the files are transferred.
    9. A change was made to the tapeout process so that the 008 field of the output record contains the date-type code from the HOLLIS bibliographic record's fixed fields (008 field, position 7) rather than from a linked holdings record (843 field, position 1).
    10. A bug in HOLLIS automatic duplicate detection which sometimes prevented records with identical edition fields (250) from matching as duplicates has been corrected.
    11. The BIBUSE date in new authority records now defaults to '000000' so that staff needn't change it before filing the records.
    12. The Government Publication Item Number field (074) has been made repeatable.
    13. A second indicator value of blank is now allowed in the National Library of Medicine Call Number field (060) so that records imported from the BF file don't need to be changed before filing.

    In addition to the changes listed above, 5 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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    HOLLIS Hints.
    Avoid screen-length bibliographic fields. This a reminder to library staff about a particular limitation HOLLIS has when displaying bibliographic records in technical services mode. HOLLIS cannot display any single MARC field that is longer than a single screen display. If you add such a field, or edit an existing one such that it grows as large as one screen display, HOLLIS will not be able to display that field or anything that follows (including locations). Only OIS can fix this problem when it occurs. Staff often have this problem when editing or creating contents notes in 505 fields. The Public Catalog display of the record is unaffected.

    The only way to avoid this is to build several 505 fields to accommodate any contents notes that will take up at least a single screen's-worth of space. While building any lengthy note field, staff should reformat the record often (press F9 or type SAME to keep the screen position the same) in order to check field length. If it's too late and the field is already too large -- contact Charlie Husbands in OIS.

    Crediting HOLLIS invoice payments. Many HOLLIS operators know that they can produce a "credit invoice" in HOLLIS that will negate the effects of single payments or whole invoices on their online fund balances (ACU's). This function has been around since the early days of HOLLIS, but it is not well documented in the HOLLIS Reference Manual (something to be remedied). It has come to the Editor's attention that some staff were not aware of this feature -- so here is a brief description.

    If you pay and approve an invoice and subsequently discover that you need to remove one or more payments, you quickly learn that approved payments cannot be updated in HOLLIS. But operators can process credits to remove the effect of these payments on HOLLIS fund balances. To create a credit, create a new invoice workscreen (CINV), fill it out with the information from the original invoice, and when you fill in amount fields, use the negative sign (-) before typing in the dollar amount. This negative sign causes HOLLIS to reduce the specified fund by the amount indicated. You can produce a credit to cover a single payment, many payments, or a whole invoice. The credit invoice record should contain a note indicating the purpose of the credit and whenever possible, make sure the INV ID field contains the number of the original paper invoice. Credits --since they are HOLLIS pay statements -- can be linked to order records and probably should be whenever possible so that you have a complete payment history for an item.

    Of course, the description above only deals with payments and fund balances in HOLLIS. If the credit in question needs to be reported to your financial office/Holyoke Center Accounts Payable, then the voucher that is produced from the credit transaction must be processed like any other voucher. If Holyoke Center already has accurate fund information, then you could process the HOLLIS credit invoice with the code "x" in the VFRM field. This value suppresses the creation of a voucher (suppress a voucher -- save a tree).

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