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HOLLIS Newsletter

Volume 8, Number 8 (August 1993)

Subscription Info | OIS Contacts

  • Meeting Notes from July
  • End-of-fiscal-year review
  • Spine labels update
  • Circulation functions divorced from terminals
  • Databases due this Fall
  • Course reserves
  • Course catalogs online
  • Recent system glitches
  • ATCH ABENDS return
  • HOLLIS documentation for Fall
  • Farewell parties
  • New network specialist hired
  • BRIDGE project news
  • LIBINFO 'splits'
  • RECON update
  • Micro users group
  • Discussion of 050 field
  • Reporting on statistics
  • Catalog mode in TR
  • Enhancements changes
  • Feature Articles
  • New Enhancement procedures
  • Network Information Center
  • Notes and Reminders
  • PAIS format change
  • Editing the Library Guide
  • Password reminder
  • RECON Roundup
  • Record validation
  • Kummel conversion completed
  • HOLLIS Enhancements
  • HOLLIS hints and tips
  • An indexing quirk
  • Record editing tips:Ann-Marie Breaux


    Notes from the July Meeting
    A review of end fiscal year procedures. Jon reported that end of fiscal year processing in HOLLIS ran smoothly. Among other tasks, the HOLLIS invoice file was weeded of invoices updated no later than July 1992. OIS will soon be distributing the fiche representing these weeded records. All year-end custom HOLLIS reports are nearly done. Contact Kate Mullen in OIS if you were expecting a report but have not received it.

    Spine labels update. The HOLLIS spine label function has been scheduled to debut on Friday, 23 July. This "debut" is when OIS distributes a kit containing software and instructions for this process. Libraries will use information in this kit to order the Vernon spine label software. The process itself involves downloading MARC records from HOLLIS, reformatting them using an OIS program, and then final formatting and printing within the Vernon software.

    [From the editor: OIS delayed the 23 July debut when "beta" testers at Lamont Library uncovered a small bug in the spine process earlier in the week. OIS has identified and will shortly implement a solution. The new due date for this process is tentatively set for Monday, 16 August. Libraries that have requested access to the spine label function will be notified when everything is ready. And -- many thanks for everyone's patience during this testing period.]

    Divorce of circulation functions from terminal IDs ongoing. OIS is gradually implementing an enhancement that makes circulation activity no longer dependent on terminal identification. That is, performing online circulation activity in a specific service unit is now dependent only on the HULPR signon that a staff member uses. Since circulation activities are now signon-dependent, libraries using online circulation must use separate HULPR signons for each service unit. With this change, it is now possible to perform online circ functions from dial-up or network- connected microcomputers. Widener and Physics Research have been converted and Kate Mullen will be contacting other HOLLIS circulation units about conversion over the next few weeks. Tracey Robinson reminded liaisons that this enhancement reduces security surrounding circulation functions. Supervisors must be sensitive to this -- OIS urges that units regularly change their circ signon passwords, especially those employing students in their circulation departments.

    HOLLIS databases due this fall. Gutman Library will sponsor the addition of ERIC (Educational Resources Information Center) as a new database in HOLLIS this fall. In addition, OIS will be adding the entire serials backfile (from 1949 forward) to the Religion Index (RI database) in HOLLIS. More details will appear in the September newsletter.

    Course reserves project to begin. The HOLLIS Administrative Advisory Committee (HAAC) recently prioritized for OIS a list of major projects, and at the top of this list was the proposal to develop a course reserves management function in HOLLIS. OIS is putting together a project team and has tentatively scheduled development to begin in August. The proposal for this function originated with the HAAC working group called GARP (Group for Automating Reserves Processing).

    Course Catalog update. Project Manager Amy Lozano reports that her team are "furiously" adding course catalog data as it is received from the various Faculty Registrars. The official debut of the Course Catalog is still on target for this September. One liaison asked if this data would be available from HOLLIS in-library terminals. MacKenzie Smith from OIS responded that in-library terminal access would not be available initially, but OIS and OIT are investigating ways to allow such access sometime after the Catalog's debut. Contact Amy Lozano (495-1821 or lozan@harvarda) for more information.

    Recent system problems. Jon reviewed for liaisons the outcome of several system "glitches" which occurred in early July. During the week of 5 July, the HOLLIS patron file suffered some "downtime" due to changes implemented by OIS. In a related incident, public catalog access control was inadvertently disabled -- locking out dial-up and network access to restricted HOLLIS databases (AI, LR, etc.). OIS discovered the problem -- related to the patron file -- and made repairs. On Friday of that same week, reports of garbled bill/fine record displays led OIS to discover a problem with the circulation/terminal identification divorce project. This problem was quickly fixed. And lastly, a problem in the formatting and printing of HOLLIS shelf list cards required that OIS reprint cards requested during the period of July 2-7. All cards were recovered successfully.

    Please contact Julie Wetherill or MacKenzie Smith in OIS if you have questions about any of the problems described above. And, thank you for your patience!

    Recurrence of ATCH abends. In recent weeks, OIS has noticed an increase in the number of ATCH abends -- resulting from HOLLIS terminals that are still signed on when HULPR comes down in the evening. Each ATCH leads to a tall stack of paper delivered to 1280 Mass. Ave., Suite 404. Jon urged liaisons to remind their staff about signing off terminals when they leave.

    Ordering HOLLIS documentation for the fall. Its time once again to replenish your supplies of HOLLIS public documentation for the 1993 - 1994 Academic Year. [From the Editor: what follows are additional details not mentioned in the July meeting.] For 1993 - 1994, OIS will distribute the following public documents:

    • ERIC (new) There are no changes planned for any of the other sheets, so libraries are expected to make copies of these using the white masters supplied by OIS. The one exception is the HOLLIS Reference Guide -- the letter-sized folded brochure which describes HOLLIS. OIS will be reprinting the Reference Guide with no changes. Information sheets and guides will be available in mid-August and representatives from each unit will be responsible for picking these up from 1280 Mass. Ave., Suite 404. OIS will announce their availability over HULINFO, EMS, and via this newsletter. Units that have special need for this brochure or want to increase their subscription for the Reference Guide should contact Eric Young in OIS as soon as possible.

      Parties for departing friends. Jon reminded liaisons about parties for two departing OIS staff members -- Derek Katz and Priscilla Caplan. Derek's party is scheduled for Thursday, 22 July at the Kennedy School Penthouse. OIS will host a party in honor of Priscilla (Cilla) Caplan from 4 to 6 pm at the Faculty Club on 28 July. [From the editor: and quite good parties they were!] Our best wishes go with Derek and Cilla as they move on to their new lives. We at OIS will sorely miss them.

      New OIS network support staff member. Heather Reid, Manager of the Networking and Desktop Systems Group in OIS, announced the hiring of Lesly Corrielus -- our new network support soldier. Lesly comes to us from the Harvard Medical School (IS Group). Lesly, Ciata, and Lauren will share HOLLIS terminal support activities. Since Lesly's regular hours are 8:00 am to 4:00 pm, there will now be official terminal support starting at 8:00 am during business days. Lesly will also assist in providing support for OIS' local area network.

      With more terminal support available, it is necessary that OIS alter the guidelines for reporting terminal problems. When calling in an equipment problem, staff should avoid asking for Ciata, Lesly, or Lauren, but rather describe your problem and OIS will direct the call to the appropriate person.

      Progress of the Bridge Project. The Bridge is a joint OIS-OIT project to produce a menu system providing scripted logon to selected online resources, including HOLLIS, the VINE, the Course Catalog, other library catalogs, and specific resources over the Internet. Heather Reid reported that the Bridge currently has two groups working simultaneously: a technical project team (led by Heather) which is investigating technical design of the menu system, and a design team (led by Michael Fitzgerald) which is working out screen design, navigational issues, and other "look and feel" aspects of the Bridge.

      Marion Schoon asked that OIS hold a presentation on the Bridge for HOLLIS liaisons. Heather agreed, but added that developments were not far enough along for demonstrations. Perhaps later this fall. OIS tentatively plans to have a prototype of the Bridge available by the end of 1993 -- but it is too early to predict exactly what the schedule will be. More information will appear in this newsletter over the next few months. Contact Michael Fitzgerald or Heather Reid if you have questions.

      LIBINFO "split" about to happen. Well, LIBINFO won't actually split -- it will change scope while a new discussion list -- HULINFO -- takes over coverage of Harvard administrative and event postings. On Friday, 23 July, all LIBINFO subscribers in the Harvard community (that is, those with .harvard.edu as part of their e-mail addresses) will be automatically subscribed to HULINFO. LIBINFO subscriptions will remain intact. [From the Editor: the "split" went as scheduled on 23 July. HULINFO and LIBINFO are both up and running.

      Just a reminder that HULINFO is a reconstitution of the old ASSEMBLY list maintained by the Standing Committee on Communications and Orientation of the University Library Council. ASSEMBLY died so that HULINFO could live! Staff should note that it is now possible to post a message to either list without being a subscriber. Subscribers should also remember to direct announcements about Harvard events, committee minutes, administrative business, and other community information to HULINFO instead of LIBINFO.] Please contact Julie Wetherill if you have questions about either LIBINFO or HULINFO.

      Recon update. Karen Carlson Young reviewed the progress of Recon. From the latest statistics, OCLC has processed 414,152 bibliographic records (as of 10 July). This number represents 96 percent of the expected capacity at this point in the project. All participating units do receive weekly statistics on the processing of their cards.

      Karen expects OCLC's capacity to reach 100 percent by the end of this calendar year. Cabot Science Library is about to join the Recon queue -- test Cabot records have been processed and over half of their catalog cards are on their way to Dublin, Ohio. Kummel Library is scheduled to finish in early August and the Gutman Library project will probably be finished by October. The retrospective conversion of serials (serial recon) is scheduled to start on 15 July with the dispatch of the first batch of cards from the Museum of Comparative Zoology Library to the HOLLIS Recon Central Processing Unit.

      Questions from liaisons followed Karen's comments. Russ Pollard asked what "being done" with the Recon process means? Karen responded that "done" means OCLC has completed keying and claiming the records; "done" does not necessarily mean that all records have been loaded into the HU database, but OCLC does send finished records back to Harvard electronically, so turn-around time is very short. Marion Schoon pointed out that libraries undergoing Recon should remember to change their Library Guide records to reflect the larger percentage of their collections in HOLLIS. Suzanne Kemple asked for more analysis of the OCLC hit rates. Karen noted that the average hit rate across all projects was 74 percent -- a fairly high figure. Broken down, the rates vary -- for example, a low of 53 percent for Design, a high of 89 percent for Gutman.

      Suzanne also asked about treatment of subject headings. Karen remarked that treatment will vary by unit. Before each project begins, Recon staff write conversion instructions -- including the type of headings used -- with the assistance of the library. In cases where LC headings are not used consistently, headings on keyed records will be tagged as local headings (690's). In certain libraries, OCLC is instructed to treat headings on LC-printed cards as LC headings and headings on home-made cards as local. Suzanne is concerned about the impact subject treatment will have on Public Catalog subject searching. Since local subject headings on Recon records are only accessible by a keyword search, it would be useful to know whether individual libraries will have their subject headings treated as local or as LC. Karen also noted that OCLC will key local subject headings "as is" -- possibly including abbreviations (and whatever else is on the card) that end up in the online Recon record. Karen agreed to investigate options for a library-by-library analysis of heading treatment.

      Microcomputer interest group redux. HOLLIS liaisons had previously discussed the possibility of starting a library microcomputer interest group but no action has been taken since early 1993. Jon Rothman suggested that OIS sponsor the creation of such a users group and guide it through the first year. He asked liaisons for input as to the focus of this group's activities. Liaisons noted that other library groups have considered doing the same, but usually with a more specific functional need in mind. Tracey Robinson noted that one initial problem will be the great disparity in staff needs. At Harvard, there is no such thing as a generic microcomputer user -- there is a variety of equipment in use and a great spectrum of user experience and technical support. People are using their workstations for cataloging, financial, acquisitions, and many other purposes. Such variety may make it hard to focus in a single users group. Michael Kaplan and Mary Croxen asked that OIS experiment with a single group before thinking about splitting into smaller groups.

      Heather Reid wondered about OIS leading the group -- much of the library microcomputer expertise resides outside of OIS, so shouldn't users be the driving force for this group? Stephen Stillwell suggested that OIS manage the group the first year and members could revisit the leadership issue again.

      With a favorable nod from liaisons, Jon Rothman proposed that the Networking and Desktop Systems Group in OIS plan to set up a first meeting of this group in the Fall. When more information is available, announcements will appear in this newsletter, Library Notes, HULINFO, and EMS. Contact Heather Reid in OIS if you have questions.

      Discussion of 050 field editing. Earlier this summer, Jeff Beall posted a question to the LIBINFO discussion list regarding retention of 050 call number fields on records from the BF database. What follows are summaries of Jeff's comments, a reply by Robin Wendler, and the opinions expressed at the July HOLLIS liaisons meeting. The executive summary of this discussion is: liaisons would prefer that HOLLIS not automatically strip 050 fields containing an "in process" message from BF records or from BF records merged or migrated into the HU database.

      The issue: The Library of Congress Books File (BF database) contains many pre-cataloging records (ENCL value 5) with an 050 field containing an "in process" message. There are also records containing unfamiliar phrases that do not appear to be LC call numbers. Library staff are migrating and merging these records into the HU database, most often as provisional or "stub" records that still await receipt and final processing of the book. Jeff pointed out that some units do not remove the "in process" message from records after cataloging is complete. The appearance of this message in the technical services record can be confusing when other parts of the record indicate that the book is fully cataloged. Jeff asked whether HOLLIS could automatically delete these "maverick" 050 fields from incoming BF records or during the migrate/merge of these records into the HU database. Automatic deletion would save alot of human keystrokes.

      A response from OIS: Robin Wendler, Bibliographic Analyst Librarian in OIS, responded to Jeff's LIBINFO comments by pointing out that during the resolution of duplicate bibliographic records, HOLLIS is programmed to retain every call number field with unique content. More than one field with the same type of call number (LC, DDC, etc.) can legitimately exist in a record to accommodate differences in subject emphasis, subject versus form, or analytic versus set cataloging. Robin also noted that nearly every record in HU has human oversight and that it is entirely appropriate for staff to remove unwanted data while locally cataloging an item. Further, programming HOLLIS to remove specific fields with specific contents is not a very attractive approach since each text string deemed inappropriate would have to be checked individually. However, Robin agreed to bring the issue of automatic deletion of the "in process" message to liaisons (a summary of that discussion follows).

      Liaisons comments: Robin Wendler summarized the issues for liaisons. The topic for discussion was whether HOLLIS should delete from BF records any 050 fields containing the "in process" message. Liaisons felt strongly that 050 fields with this message should remain in the loaded BF records, that they do no harm, and that deleting them manually at the point of cataloging is not a hardship. There was no dissenting opinion.

      The result: Based on liaison opinion, OIS will not make any changes at this time to the way the 050 is loaded into HOLLIS or the way it is handled when records are merged. Anyone with further comments or questions can contact Robin Wendler in OIS.

      Answering annual statistics with HOLLIS reports. Kate Mullen reported that the annual HOLLIS acquisitions statistical reports have all been distributed. She asked whether these reports are still helpful when answering statistical questionnaires. Tracey noted that the original intent of these reports was to provide a level of information of use to most libraries, but they were not designed specifically for statistics reporting. There was an expectation that units would request additional HOLLIS reports as needed to supplement statistics in the annual report. Kate asked that anyone interested in discussing the utility of current standard statistical reports should contact her in OIS.

      Adding a catalog mode for the training file. Liaison reactions: OIS has proposed the addition of a catalog mode display for the HOLLIS training file (TR database). An article outlining the reasons appeared in the July HOLLIS Newsletter. Liaisons generally agreed on the proposal, but asked OIS to take precautions to minimize the confusion of having the training file in the Public Catalog. OIS proposed the development of a confirmation screen that would appear when anyone chooses the TR database. The operator would have to type a special command to proceed or press any other key to return to where he/she started. This screen could carry all sorts of warnings to proceed no further -- although Suzanne Kemple cautioned that we shouldn't be too strenuous with our warnings or patrons would be curious about what was in TR. Once in TR, OIS will investigate how best to remind users that they are in a training file full of fake (some might say surreal) bibliographic information.

      Liaisons asked whether it was a problem that TR also represents the truncated form of the Public Catalog TRACE command. In fact, there is no problem -- the existence of a database with the same name will not interfere with the TRACE command's performance. If a patron is within a database when typing "tr" with no parameter, HOLLIS responds that the command cannot be performed as requested (TRACE requires a parameter). Only from the "Welcome to HOLLIS" screen is the code TR recognized as the name of a database. From anywhere else, you must type CHOOSE TR in order for HOLLIS to recognize this as a request for the training file.

      The second question involves the quality of TR bibliographic data. OIS plans to add more data to TR to enhance variety and quality. OIS originally proposed to erase data now in TR, but several units objected because they store certain records which they template from for use in HU. Julie Wetherill will attempt to identify those units using TR for this purpose and investigate further.

      OIS will proceed with the design of TR in the Public Catalog and later this Fall liaisons will have another opportunity to evaluate the results. Contact Julie Wetherill or Jon Rothman in OIS if you have questions.

      Enhancing the enhancements process (ouch!). Jon Rothman presented an OIS Library Services proposal for an improved HOLLIS enhancements review process. A full report of this discussion appears in the Feature Articles section of this Newsletter (below).

      | Table of Contents | OIS Contacts |

      Feature Articles
      New Enhancements Selection Process. HOLLIS liaisons traditionally have been responsible for prioritizing enhancements -- those changes to HOLLIS that require less than 50 hours of an OIS programmer's time. (More time- and resource-intensive enhancements are called projects and are likely to be prioritized by HAAC.) The existing process involves annual review of the rather lengthy enhancements list at a liaisons meeting. Afterwards, the list returns to OIS -- but liaisons have often been frustrated by the difficulty in tracking an enhancement's "life-cycle."

      The Library Services proposal to improve this process is to use existing library groups or create ad hoc groups to review portions of the enhancements list. This accomplishes three things: it removes the burden of review from the liaisons monthly meeting, places the prioritization power in the hands of staff with the functional expertise, and reduces competition between the different interest groups. The enhancements list is divided into five functional areas: acquisitions, cataloging, public services, indexing, and circulation. The proposal calls for the Acquisitions Roundtable and Cataloging Discussion Group to review those portions of the list. Library Services will likely call on the heads of the many Public Services groups to sponsor an ad hoc review of the public services portion of the list. The existing Circulation Liaisons group will cover circulation issues. Fitting indexing issues with an existing group probably won't work -- Library Services is considering using a scheduled HOLLIS Liaisons meeting to cover this topic.

      Library Services hopes to start this review process in the Fall. Groups will be given a cutoff date by which they should meet and prioritize the top five enhancements from their section of the list. These meetings will be advertised and open to anyone interested. Participants will be welcome to add new enhancements or remove ones deemed no longer useful. OIS will publish the full list in advance of these meetings. OIS staff will be available to attend these meetings to provide technical details and answer questions.

      Turning an enhancement into reality. Prioritization of enhancements is only the beginning of the process. OIS will review the top choices and by turns, select enhancements from each section. There can be several outcomes. OIS technical evaluation of some choices may result in a call for more analysis. Other choices will smoothly move off the list and become reality. Some may end up as larger projects that must be prioritized by HAAC. As larger projects start up, OIS may take enhancements off the list that happen to fit in with them. And, there will always be "infrastructure" changes and bug fixes that periodically demand OIS attention -- not to mention the regular medium and large-sized projects going on all the time.

      These various demands on OIS programming resources are not new, but what is new will be the OIS commitment towards regular enhancement development. The Applications Development and Support group in OIS has committed one FTE of programmer time toward enhancement work. This commitment began in April, and since that time OIS has removed over 40 items from the list. Completed enhancements are now announced in the "Enhancements Update" column in this newsletter. OIS Library Services will monitor the progress of top choices and will let staff know if development is delayed.

      Liaison responses. There was unanimous approval for the OIS proposals. Ann-Marie Breaux asked how hard would it be to categorize the technical difficulty of items on the list. Jon noted that many of the items had already been categorized, although the exercise of judging enhancements to be "hard" or "easy" can be somewhat arbitrary. He also noted that items from different parts of the list may overlap functionally. During group review, staff are welcome to examine all parts of the list and if they see items in another section they find important in their functional area, go ahead and add them.

      What's next? Library Services will revise the existing enhancements list and distribute it early in the Fall. Along with the list will be guidelines reviewers should use when they meet to prioritize items on the list. OIS will coordinate the scheduling of group meetings and insure they are widely publicized. Once review is finished and OIS has a chance to evaluate the results, the top choices will be publicized. The expectation is that all review will be complete by the end of 1993. In the future, this review will probably be an annual event, unless we run out of top choices before that time. If you have questions or comments about this process, please contact Jon Rothman in OIS.

      OIT's Network Information Center gears up for Fall. The Office for Information Technology has established a Network Information Center (NIC) to help answer the question, "Where do I turn for information about campus and national networks?" The goal of the NIC is to provide information, support, and documentation on a wide variety of computer-related questions, with the primary focus on helping users access and use the HSDN and the Internet. While the NIC will provide a place to turn for network-related help, it will continue to answer questions and provide support on computer activities not strictly about the network (for example, questions ranging from how to quit a wordprocessing program to information about the statistical packages available on the OIT mainframe).

      OIT has been implementing the NIC in phases. Since March the following services have become available:

      • New NIC telephone hotline number - 496-2001: staffed with experienced consultants able to answer a broad range of computer and network questions.
      • Electronic Mailbox Help: computer users with questions can send messages and receive answers using the NIC electronic mailbox. Address: helpdesk@nic.harvard.edu
      • Documentation: NIC "fact" sheets are available explaining how to use and access popular network resources.
      • Local Anonymous FTP site - nic.harvard.edu: NIC fact sheets and selected Internet documentation that can be downloaded using anonymous FTP.
      • Documentation available on VINE: all NIC documents will be available for viewing and downloading from the campus-wide information system VINE.
      • Documentation copying machine: personal computer in the OIT Computer Lab at 1730 Cambridge Street where users can copy shareware and documentation onto disks.
      • Paper Documentation: selected Internet documentation available at nominal cost from the HU Copy window in the lobby of OIT at 1730 Cambridge Street.

      For library staff, one of the best and easiest places to get detailed information about the NIC is in the VINE. Below is a copy of the NIC menu in VINE:

      This NIC listing can be found under the "Computer-Related Services" choice from the VINE main menu. The NIC help desk is only one of a number of computer information providers on campus. In many cases, you should try contacting your local computer support staff first before contacting the NIC. But, NIC staff are available when you need help. So pick up the phone (495-2001) or send e-mail (helpdesk@nic.harvard.edu) if you have a computer or network-related question. A copy of a brochure describing the Network Information Center is attached to this newsletter. OIT is distributing this brochure around campus. The "real" brochure is printed on off-white paper, folded in thirds. Contact Annelise Martin (495-8555 or by e-mail: a_martin@harvard.edu) for more information about the NIC.

      | Table of Contents | OIS Contacts |

      Notes and Reminders
      PAIS data changes format. The Public Affairs Information Service recently made changes to the format of PAIS data that OIS receives for inclusion in the PA database in HOLLIS. OIS has modified the system to accept this data. These changes will not affect the general appearance or content of PA data in the Public Catalog, except that diacritics are no longer included with PAIS records. A lack of diacritics will not affect searching and will have little impact on record display. All new PAIS data that we receive from this point will not contain diacritics. If you have any questions, contact Robin Wendler in OIS.

      Editing Library Guide records. With Recon under full sail, participating libraries should consider reviewing their Library Guide Records to determine if changes in the scope of their collection in HOLLIS need to be reflected in their LG descriptions. Of particular importance will be changes to the field 392 (materials in HOLLIS) and 393 (materials not in HOLLIS). Since the 1993 Fall semester is coming, units should also review the library hours portion of their LG records in case changes need to be made.

      Just a reminder that back in March, OIS changed the 382 field (library hours) to allow suppression of its catalog display. Units that change their hours during the year can store all hours in separate 382 fields and selectively display them in the Public Catalog by changing the field's first indicator. A first indicator of '0' will suppress display; a value of '1' allows display. Consult the March newsletter for more information.

      In order to edit records in LG, you must have a special HULPR signon. For this signon and assistance in editing these records, contact Tim Hanke in the Harvard University Library Publications Office (hanke@harvarda.harvard.edu or 495-7793).

      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.

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

      | Table of Contents | OIS Contacts |

      Recon Roundup
      Record Validation. Problems have arisen with keyed Recon records such that if the incoming record had invalid data or data in invalid fields or subfields the records were causing problems and could not be loaded into HU, or were causing the processing queue to fail.

      OCLC has been using the PRISM service validation function for keyed records which meet minimal level standards. However, when an OCLC operator encounters a card without the information required by PRISM, the validation has to be turned off in order for the record to be accepted by the system and archived. Other, more serious errors can go undetected once the validation is turned off. OCLC has agreed to adapt procedures within their system capabilities and the following changes have been agreed to, making it possible to leave PRISM validation on at all times:

      1. If the dates are unknown, enter an "n" in the fixed field: date type
      2. If there is no collation on the card, enter "p." in the 300 subfield a.

      This means that you will see Recon records in HOLLIS in which the 300 field contains "p." rather than no pagination. While this may look odd in some cases, it does prevent many other more serious errors from happening at the point when records are being loaded into HU. If you have further questions about this change please contact Karen Carlson Young, RECON Project Manager at 6-4011 or send e-mail to: kcy@harvarda.

      Kummel Conversion Completed. The conversion of the Kummel Library monograph collection was completed on July 29. 10,053 records were searched during the 11 week project, with a hit rate of 87%. A total of 8,752 records were claimed and 1,804 records keyed into the OCLC/Harvard Keyed Records database. The topical and geographic subject headings on the claimed records and on records keyed from printed LC cards are tagged as LC headings, while the headings keyed from locally typed cards are tagged as 69Xs. Most if not all Kummel's Recon records should be available in the HU now. However, authority corrections to these records will not occur until OCLC finishes the HU database "base file" in early September -- at which time all new records, Recon records, and records

      | Table of Contents | OIS Contacts |

      HOLLIS Enhancements Update

      Recently Completed Changes to HOLLIS--
      Changes completed since 7/1/93
      This column features brief descriptions of some of the smaller completed changes to HOLLIS which are not described more fully in individual articles. OIS projects and major enhancements are described in greater detail in newsletter articles. If you have comments or questions, contact Jon Rothman at OIS, either by telephone at 5-3724 or by email at ROTHMN@HARVARDA.

      1. A change was made so that circulation service units are no longer associated with specific terminals. Instead a service unit is associated with a HULPR operator id. This change is being implemented in phases. See the "Divorce of circulation functions..." article in this issue for more information.

      2. A change was made to the processing of downloaded record sets out of HOLLIS so that they will not wait for other jobs running on the IBM mainframe computer before they are delivered to users.

      3. Users who are not part of the circulation system but who need to view patron records can now do so (assuming their operator ID's have the appropriate security) without being added to another unit's circulation service unit.

      4. A new circulation patron group for Widener special borrowers which is needed to accommodate the Office of Human Resources photo ID project has been created.

      5. The AFIX command (used to "tape out" an authority record) was changed so that it can accommodate records with encoding level 'b' (provisional records) .

      In addition to the changes listed above, 2 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.

      | Table of Contents | OIS Contacts |

      HOLLIS Hints
      One quirk in HOLLIS indexing. While the HOLLIS indexing programs are quite powerful, you occasionally trip over oddities in index behavior stemming from the way the indexes were designed. The following example came courtesy of staff in the Widener Middle East Division.

      If you search for the Turkish author Memduh Sevket Esendal (lthu fi au memduh sevket esendal) you receive the following index display:

      Note that the cross reference at entry number 7 points to the author and an associated uniform title (short stories bilgi yayinevi). Note also that entries 10 through 16 represent bibliographic records containing the same uniform title (except the last three letters "evi" have been cutoff because HOLLIS only stores the first 25 characters of title in index secondary text). Normally, if you followed the cross reference in entry number 7, you should receive an index with all of the bibliographic records listed on lines 10 through 16. In this case, however, you do not. You only receive the following authority record.

      Why did the authority uniform title not match the same titles attached to bibliographic records? The answer is that the index entries do not match. The uniform title entry (from the cross reference) is:

      short stories bilgi yayinevi

      The bibliographic entries in the index (for the same uniform title) contain:

      short stories bilgi yayin

      HOLLIS truncated the bibliographic entry because the rules dictate no more than 25 characters for the title displayed in secondary text. This is not the first time we have encountered this situation, although it is not listed on the existing HOLLIS enhancements list. There is no clear solution, since the rules for length of title in index entries may vary depending on what MARC field the title comes from. However, OIS recognizes this as unpleasant index behavior and urges interested staff to participate in the enhancement review process this fall and get this item on the list and prioritize it! Contact Julie Wetherill in OIS if you have questions.

      HOLLIS record editing hints. Ann-Marie Breaux put together the following collection of hints about editing HOLLIS records.

      Recently, people have been talking a lot about the joys of editing bibliographic records in HOLLIS. After several years of editing on Telexes and IBM 3163s, I've learned some tips and tricks to make things easier. Most of this can be found in HOLLIS documentation, but it is helpful to have it all drawn together here. So here, in no particular order, are a few editing tips.

      To quickly move the cursor below existing variable fields, press (HOME) and (TAB).

      When you first log on for the day, always set your terminal to strip extra spaces by pressing the function key F24 (shift - F12).

      When creating a new bibliographic record, always create the LOC field and reformat the record by pressing (ENTER) before the rest of the variable fields. Some errors in LOC creation can't be fixed; you have to clear the screen and start over, which can be very frustrating if you've just typed in a long record and waited to create the LOC last.

      When creating multiple fields, you can input them in one of two ways: continuous-string or field-by-field.

      Continuous-string: To input all the fields as one long string, you type a variable field, follow it with an end-of-field marker (on the IBM 3163, it's alt-shift-v) and then start a new field. The end-of-field marker is an awkward combination of keys, but you can program the end-of-field marker on a function key. (Remember you can only program on function keys F13-F23.)

      Field-by-field: To enter data field by field, press (HOME) and ( TAB) to get to the clear space below existing data, type in the field, and press (ENTER) to reformat the record. Then press (TAB) and type in the next field, etc.

      When editing or creating a new bibliographic record, press F3 (DONE) often to save your work, so that there will be less to rekey if you must clear to correct an error (or if you clear by accident). Remember you need at least a LOC and a 245 field to save a record.

      To add data to the end of a field:

      To add a small amount of data (e.g., a death date to a 100 field ), there will probably be room to add it at the end of the field. Move the cursor to the end of the field, key in the new data, and save the record by pressing F3. Be careful not to type onto the next line of text (i.e. the next field). If you do key over the beginning of the next line, you may have to clear and start over.

      To add a lot of data to the end of a field, use the * insertion technique.

      • a. Press (HOME) and (TAB) to get to the clear space at the end of the record.
      • b. Type the field tag. If it is a repeatable field (4xx, 5xx, 6xx, 7xx, 8xx, LOC), also type the repeat number.
      • c. Type :*:
      • d. Type the data to be added and press (ENTER). This data will be added to the end of the field. You may then have to clean up spacing or punctuation where the two pieces of the field were joined.
      • Examples of * addition data:
      • 245:*: /$credited by Roger Brown, Fred Frey, and Gus Erickson.
      • 505/3:*: -- v. 4. The early years of trouble, 1965-1972.
      • LOC/2:*:$nAsk at Circulation Desk for access to diskette.
      • e. Save the record by pressing F3.

      To insert data in the middle of a field:

      This type of editing is the most awkward in HOLLIS. However there are a few ways to force the system into giving you extra lines.

      1. To add a small amount of data, move the cursor to the point of insertion, press (INSERT), key in the data, and save the record by pressing F3.

      2. If you run out of space in the field while inserting you must force the system to give you an extra line in the field. There are a couple of ways to do this:

      • a. Delete the indicators on the line, and then insert as much data as you can, typing until the cursor freezes, then press (ENTER) to reformat the record. The system will reinsert the default indicators and force the text to wrap onto a new line. You can continue to do this - taking out the indicators, filling up the line, and reformatting - until you've inserted all of the data. If you need values other than the default indicators, you must re-set them.
      • b. If you don't want to delete the indicators you just set, you can delete the spaces before and after subfields, insert as much data as you can, and press (ENTER). The system will put back the spaces before and after subfields and be forced to wrap the field onto a new line.
      • c. Use the * insertion technique to add several lines worth of fill or nonsense characters to the end of the field that you want to edit, then press (Erase EOF) to get rid of the nonsense characters. You'll then have several extra lines of space in the field for data to spill over onto, so you will be able to insert your additional data as needed.

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