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HOLLIS Newsletter

Volume 8, Number 11 (November 1993)

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  • Meeting Notes from October
  • New index for 752
  • Problems plague patron files
  • RECON news
  • Micro users group
  • OIS departures
  • Activities of the APC
  • RECON authority processing
  • Index enhancements
  • PL index for 752 field
  • Users group meets
  • Notes and Reminders
  • HU reaches 4 million
  • New NMM loc
  • HOLLIS Managers meeting
  • Labels update
  • Patron files in sync.
  • Enhancements Update
  • Network notes
  • 3151s get new character cartridge
  • 3163s in short supply

    * * November HOLLIS Liaisons Meeting canceled * *

    Notes from the October Meeting
    752 index debuts in October. On Monday, 18 October, a new index to hierarchical place names (752 field) will be available in the technical services mode of HULPR. A working group of librarians interested in this enhancement specified the details and their recommendation was passed by the Bibliographic Standards and SSHUSH subcommittees of HAAC. This new index, PL, will be available only in technical services mode at this time. Consult article below for details.

    Review of September patron file problems. Jon Rothman reviewed for liaisons the outcome of problems with the HOLLIS patron file encountered in mid-September. OIS discovered that the Office for Human Resources (OHR) was not updating its patron database with the new data from the photo I.D. project -- leading to several days of incomplete data in the HOLLIS HR file. OIS instituted an emergency correction on 18 September and has since taken measures to insure this does not happen again. The patron file in HOLLIS should now be up to date, but staff should contact Daniel Bednarek in OIS if they see anything suspicious. A related article about patron data loads appears below.

    Recon update. OIS has processed all heading corrections that were generated by authority processing of the HU base file (sent to OCLC in Fall 1992). This includes 298,000 subject heading corrections and 335,000 personal name heading corrections. The last step in processing the base file will be to load into HU approximately 485,000 authority records. [From the Editor: OIS has delayed this last step due to the discovery of some problems with the authorities sent by OCLC. Consult the Recon authority processing article in this issue for details.]

    Jon Rothman noted that with the addition of these authority records, the HU bibliographic file will hit the file size limits OIS has been predicting and a "split" of the bibliographic file will occur. This split will result in all new HU bibliographic and authority records with a record number of ASA0001 or higher to be stored in a second segment of the HU bibliographic file. This split is designed to be invisible to library staff and patrons -- all HOLLIS commands, displays, and other functions remain the same. However, please notify Charlie Husbands in OIS if you see anything strange.

    Micro users group meets in October. Jon Rothman reminded liaisons of the first meeting of the Library Microcomputer User Group on Wednesday, 27 October from (2:00 to 4:00 pm in the Lamont Forum Room). [From the Editor: a summary of this meeting appears in this issue.]

    OIS staff changes. Kate Weber, Systems Librarian in the OIS Applications Development and Support (ADS) Group, has resigned her position effective on December 1st in order to relocate to California. However, OIS will not let her go without a good "sendoff" -- sounds like an excellent excuse for a party! Please join us in wishing Kate well in her new life on Monday, 22 November, from 4-6pm in the John F. Kennedy School of Government , Taubman 5th floor. If you want more information, or would like to contribute towards a gift for Kate, contact Tracey Robinson in OIS.

    OIS is still actively interviewing candidates for the Manager of the Applications Development and Support (ADS) Group (formerly Priscilla Caplan's position, until Cilla relocated to Chicago in September). The search committee hopes to make a decision later this Fall. Obviously, with the departures of Kate Weber, Cilla Caplan, and Derek Katz, OIS is feeling the pinch from being short-staffed. OIS will make every effort to maintain current levels of service while working to fill these vacancies and we appreciate everyone's patience.

    Summary of Automation Planning Committee activities. Tracey Robinson summarized recent activities of the HUL Automation Committee (APC). The APC, an advisory body to the University Library Council (ULC), is a reincarnation of the former Harvard Automation Committee (HAC). Members of APC include: Sid Verba (Chair), Dale Flecker, Judy Messerle, Terry Martin, Dick DeGennaro, Linda West, Steve Hall (OIT), Ann Wolpert, and Tracey Robinson (Secretary).

    Creation of the APC was prompted by questions from the library community about the future of HOLLIS, the role of OIS in future library automation initiatives, and the process of setting automation priorities. The Committee spent last year scanning the automation environment; inviting guest speakers on such technical topics as: communications networks, document delivery, technical services automation, digital resources, client/server computing architecture, and local developments (Design School's DOORS Project, CDPlus at Countway, etc.).

    This year the focus is on local library systems and more specifically, what might "HOLLIS 2" look like. In October Jane Burke from NOTIS Systems spoke to the APC about their next generation system called NOTIS Horizon. In November, Steve Silberstein from Innovative Interfaces Inc. will talk about that vendor's latest developments. Also in November, senior systems representatives from some of the larger U.S. research libraries (Yale, Columbia, Cornell, Chicago, Stanford, UCLA) will be at Harvard to "compare notes" on what they think the next generation library system should look like. The goal of all this activity is for APC members to produce a report in the Spring of 1994 that outlines a strategy and schedule for developing Harvard's next generation system (a.k.a, HOLLIS 2).

    Tracey noted that the minutes of APC meetings have been and will continue to be published over the HULINFO discussion list. In addition, many of the APC presentations have also been offered to the library community at large. Staff should monitor Library Notes, the HOLLIS Newsletter, and HULINFO for announcements of upcoming events. Contact Tracey Robinson in OIS if you have questions.

    Recon authority processing. Robin Wendler summarized for liaisons the latest developments in the HUL retrospective conversion project.

    Authority processing the way we planned it

    All heading corrections from the base file (copy of HU bibliographic data sent off to OCLC as of September 16th 1992) have been processed into the HU database. OCLC has also sent the 485,000 authority records identified during the heading cleanup process and these will be added gradually to HU over the next few weeks. Half a million or so bibliographic records added to HU between September 16th 1992 and June 16th 1993 have been sent off to OCLC for authority processing (this is called the "first hump"). The "second hump", those records added to HU since June 16th, was scheduled to be pulled mid-October. After the second hump is sent, OCLC will begin performing authority control on current cataloging sent from HOLLIS and Recon records before they are returned to Harvard.

    Starting in mid-October, OIS will begin sending current cataloging for authority control twice a month and OCLC will return corrections and related error reports weekly. OIS will announce the exact schedule when it is set. OIS will continue to send "taped out" records to OCLC weekly (records sent to report holdings). On a monthly basis, OCLC will send authority records and related error reports back to Harvard.

    OCLC is in the process of applying heading corrections to its own online union catalog (OLUC) which they plan to complete by the end of the calendar year. OCLC does not yet have a schedule for processing LC heading changes into the heading correction file but OIS will pass this information on when it becomes available.

    Peter Lisbon asked how changes in headings will be applied to the HU database. Robin noted that OIS will write a program that will extract HOLLIS 4xx authority see-from headings and look for conflicts in HU bibliographic or authority records. Russ Pollard asked who would be making the corrections in HOLLIS -- Robin responded that Project Manager Karen Carlson Young would examine error reports and consult with libraries about the best mix of central and local responsibility for heading corrections.

    Authority processing as it really is

    [From the Editor: the following is a summary of events which occurred after the October liaisons meeting.] Despite good intentions, several factors have delayed the shift in Recon processing as described in the paragraphs above. Due to one OCLC glitch and one Harvard glitch, adding the authority records to HOLLIS has been delayed. We began to load the records, but quickly discovered a bug in HOLLIS duplicate detection of authorities, as well as an OCLC error in setting heading use codes. Both problems should be corrected shortly, and processing will resume. Also, OCLC is taking a few weeks to revamp their process for ongoing processing, and the have asked us to wait to pull the "second hump" until mid-November. OCLC still hopes to make their December 28 deadline to have completed processing of all the humps, but they may need a short extension. OIS will keep you informed as information becomes available.

    Indexing enhancements prioritization. The October meeting was the setting for the ranking of HOLLIS indexing enhancements. Liaisons considered 10 enhancements from the list published with the October newsletter, along with three new enhancements proposed at the meeting. After several votes, the top five enhancements were:

    1. [9240] Allow exclusion of references from qualified searches.
    2. [9247] Create a new index for genre and form headings (655/755 fields).
    3. [9007] Index abbreviated titles (210 and 929).
    4. [new] Add 700 |o and eliminate 700 |f from the index entry for 700 |t's.
    5. [9062] Allow authority public note (680) to display when non-public note (667) is present.

    Jon Rothman noted that there were additional indexing enhancements as part of the LISH (Large Index Searching in HOLLIS) report. These included:

    • automatic qualification for large searches
    • keyword qualification
    • increase size of maximum keyword search result
    • automatic initiation of keyword search
    • personal name (PN) index in tech services
    • call number qualification by subfield |c
    • qualification by LOC
    The LISH recommendations are now on hold pending completion of other projects in OIS. Many of the eight enhancements listed above will require technical investigation once OIS revisits this project. A full report of the enhancements ranking process will appear in the December HOLLIS Newsletter. Contact Jon Rothman in OIS if you have questions.

    Feature Articles
    New Index in HOLLIS Technical Services Mode. There is a new index available in LTHU for the 752 field. This field contains a hierarchical place name added entry, in the form

    752: : a Country b State d City
    752: : a United States b Massachusetts d Boston

    The field is used in two ways. For most materials, particularly early imprints and special materials, it represents the place of publication in a standardized form. For serials in the U.S. Newspaper Project, the place represents the area covered by the publication.

    The new index, PL, displays the field like a subject entry, that is, with double dashes between each subfield:


    Secondary text in the PL index entry is taken from the author (1XX) if present, followed by the uniform title or title proper:

    52 smith preserved 1759 1834 /masonic discourse delivered at green/ 1798 bks

    The PL index can be qualified by format, language, date, and faculty. The index also is "rotated" on subfield d, that is, a searcher need not enter the entire string, but can enter the city name only:

    1 acrelius israel 1714 1800 /todt als eine seligkeit fur diejenige/ 1756 bks

    The 752 provides a way of collocating those works which were published in one place over time, even if the name of place has changed or been provided in different languages on different items. Therefore, only the current form of the place name is used, regardless of how it may appear on a given piece.

    When adding a 752 field, follow these guidelines:

  • Use the form of place name already present in the PL index.
  • Give all parts of the name (country, state/province, and city for the U.S. and Canada, country and city for most other jurisdictions, such as Germany, England, and Scotland) when applicable. Give them in order from largest jurisdiction to smallest.
  • If the place name has not already been used, use the form in current LC subject practice, inverted, and expanded if necessary to supply all the necessary subfields.
  • Make sure to put the city in the right country. This sounds obvious, but with all the shifting borders in the world make this less straightforward than it sounds.

    At this time, there is no way to provide cross references in the PL index. OIS is working on a proposal which would make this possible. The PL index will be made available in the public catalog after staff have had the opportunity to work with it for a period of time. We'll keep you posted.

    Summary of the 1st Library Microcomputer Users Interest Group meeting. The idea of a microcomputer user group has been discussed in HOLLIS liaisons and other library forums over the last few years. As libraries move their HOLLIS operations from dedicated terminals to HSDN- or dial-connected microcomputers, staff need to familiarize themselves with these new devices and the functions they provide. A user group of library staff sharing information and concerns may be a way to offer mutual support as we all immerse ourselves in microcomputer and network operations. OIS agreed to sponsor the formation of this User Group and Heather Reid (Manager of Networking and Desktop Systems in OIS) chaired the first meeting.

    Heather opened the meeting by asking those attending to describe the kinds of issues they would like the Group to address. A variety of topics were suggested, including:

    • What makes up a "cataloger's workstation"?
    • Issues involved when using a networked microcomputer to access HULPR.
    • Using macro software, such as NewKey, from a networked micro attached to HULPR.
    • HULPR/HOLLIS connection options for Macintosh users.
    • Learning to use Paradox database management software.
    • How to download electronic data.
    • How to "use" the Internet.
    • Produce a contact list of "experts" in certain software or hardware.
    From this list there is obviously a wide spectrum of interests. Some questioned whether a "roundtable" model for group meetings would be very effective, since interests were so diverse. Perhaps individual meetings could be devoted to special topics, allowing staff to choose only those meetings of interest. Heather pointed out that since much of the microcomputer expertise resides outside of OIS, library staff need to play an active role to keep this Interest Group going. One suggestion that everyone agreed on was the creation of a microcomputer user electronic discussion list -- similar to HULINFO but focussing on microcomputer and networking issues. Heather agreed to investigate. Tracey Robinson suggested it would be useful for the Group to survey libraries on their hardware and software configurations -- this information might assist in planning demonstrations.

    While it is clear that staff could benefit from a microcomputer user interest group, it is still unclear exactly what meeting format will be most helpful for providing information. Heather Reid plans on scheduling several presentations on special topics suggested at this first meeting. The topics and meeting schedules will appear in the December HOLLIS Newsletter and over HULINFO. Heather will hold off on scheduling any regular "business" meetings of this group until after an electronic discussion list is established and a few presentations have been held. If you have further questions or suggestions, feel free to contact Heather Reid in OIS.

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    Notes and Reminders
    HU databases passes the 4 million record mark! As Recon finishes its first year, the HU database passed the four million record milestone. The record that "tipped the scale" was a Law Library recon record. As recon processing gears up in 1994, expect HU to reach future million record marks more frequently on its way to an estimated 8 million records by the end of 1996.

    New National Master Microforms location added. At the request of the HUL Preservation Office, OIS has added a new location -- NMM -- to represent non-Harvard master microforms on HU bibliographic records. The Preservation Office recommended NMM as a way to record on HOLLIS records master microforms that they identified in the course of bibliographic searching. The NMM location displays in the Public Catalog as a non-Harvard location with the text "National master microforms." This information lets local preservation staff know that a master exists and would provide catalog users with information on where to go for a copy if the Harvard copy is in poor condition.

    The proposal to add the NMM location was approved by SSHUSH and HAAC earlier this year. Contact Robin Wendler in OIS if you have questions.

    HOLLIS Manager's meeting set for December. The annual HOLLIS managers' meeting will be held on Monday December 6th at 3:00 pm in the Lamont Forum Room. The focus of this meeting will be on presenting information which will assist managers in planning for fiscal year 1995. Topics will include: HOLLIS rates for FY95, the Bridge, and a discussion of future network/workstation options. A full agenda will be distributed by mid-November. (Note: this meeting is intended for managers in HOLLIS libraries, especially those with budgetary and automation planning responsibility. Call Tracey Robinson in OIS for more information.)

    Spine label status report. The HOLLIS spine label function is now available. The original release was scheduled for earlier this year, but several outstanding bugs delayed its availability until now. OIS will distribute a SPLASH (Spine Label System in HOLLIS) Kit to those units that sent in request forms earlier this year. This Kit includes SPLASH software on diskette, documentation, and instructions for ordering Vernon label printing software. If you are interested in using this feature contact Julie Wetherill in OIS.

    Patron data load schedule change. The HOLLIS patron file update process has undergone a recent change. As of October 29, OIS began applying Human Resources (HR) patron information "automatically" to the HOLLIS patron file. Whenever the HR ID Office performs an update to their base employee/student name and address file, the HOLLIS patron file update job is triggered. This means that HOLLIS patron data will be in sync with HR patron data no more than 1 working day after HR performs their update. Previously, the HOLLIS patron file update job ran according to a regular schedule (13 times per year). In addition, the HOLLIS job posts a message to the HULINFO listserv after it completes.

    Please note that if it appears that address modules on HOLLIS patron records are not fully up-to-date, it may be due to incomplete or inaccurate data acquired from HR as part of the update process. Any discrepancies or errors in HR patron records in HOLLIS should be reported to the Office for Human Resources.

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    HOLLIS Enhancements Update.

    Changes completed since 09/29/93

    1. A new LOC for National Master Microforms with LOC code 'nmm' and OPAC display 'National master microforms' was added to HULPR and HOLLIS. (See article above.)
    2. A bug was fixed so that cataloging notification reports are no longer produced for deleted LOCs.
    3. The new PL index (hierarchical place of publication from the 752 field) has been implemented in staff mode only.
    4. A method has been devised so that patrons with problem patron records (patron category FA99) can borrow materials while their records are being fixed.
    5. Some circulation notices were using the first address in the patron record instead of selecting the correct address to use. This has been corrected.

    In addition to the changes listed above, 10 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
    New IBM 3151 cartridge for diacritics. Many of you have experienced difficulties when screen printing records containing diacritics from 3151 terminals which have the ALA Cartridge. IBM has responded by reprogramming the 3151's cartridge to correct this problem. IBM will be sending OIS 50 of the new cartridges within 3-4 weeks, and OIS will distribute these to anyone who has a 3151 with the ALA cartridge. And, thanks to Richard Hungerford for his help in testing the new cartridge. If you have any questions, please contact Linda Marean at 5-3724 or MAREAN@HARVARDA.

    IBM 3163 on backorder. IBM has informed us that IBM3163 logic units are backordered with a projected delivery date of January 1994. As a result, if a 3163 terminal breaks due to a logic unit problem, there will likely be at least a two month wait for the necessary replacement part. We (that is OIS) have a small number of spare terminals and prepared to loan logic units to people who need them when we can. It is quite likely, however, that demand will exceed our supply. If you have any questions, feel free to contact us.

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