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HOLLIS Newsletter

Volume 8, Number 12 (December 1993)


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TABLE OF CONTENTS

  • December "Symposium"
  • Feature Articles
  • HOLLIS Reporting data
  • Enhancements, listed by rank
  • Notes and Reminders
  • Password change reminder
  • Correction to APC list
  • RECON Roundup
  • OCLC Authority processing
  • Second pull of records
  • Network Notes
  • Deskjet 500 praised
  • Scanner hints
  • Vanishing ECHO on 3151s

    Agenda for HOLLIS Liaisons Symposium (Meeting #90)

    December 10, 1993
    Office for Information Systems, 1280 Massachusetts Ave.,
    Suite 404, 3:00 - 5:00 pm
    PLEASE NOTE CHANGE OF LOCATION
    Anyone interested in contributing goodies for this holiday event please contact Julie Wetherill in OIS.

    Feature Articles
    HOLLIS Reporting Data and the End-user Reporting Project. During the past several months a volunteer group of users of the HOLLIS reporting system has been meeting to discuss issues brought up by the End User Reporting project. The major question which this group has addressed thus far has been whether the data elements extracted from HOLLIS for reporting purposes (which were discussed and agreed to several years ago) are the most useful set of data for the current users of reporting. Some basic assumptions informing the discussions have been: that any changes will be made available in a centralized relational database which can be searched directly by those librarians who choose to do so, not via the current OIS-mediated reporting system; and that many users will choose to download data from that central relational database to a local system (e.g. Paradox) for further manipulation rather than producing printed reports centrally. The following list is the initial recommendations of that group. Please direct comments or questions regarding the list to Jon Rothman in OIS, (Rothman@Harvarda.Harvard.Edu, 495- 3724).

    The group proposes adding the following elements to the reporting files in the new reporting system:

    1) BRIEF TITLE INFORMATION.
    First 50 characters of the 245, with leading articles stripped.

    2) BRIEF AUTHOR INFORMATION.
    First 50 characters of the 1xx, with leading articles (if any) stripped.

    3) BRIEF IMPRINT INFORMATION.
    First 15 characters of the 260 $a.
    First 15 characters of the 260 $b.

    4) CALL NUMBER INFORMATION.
    Thirty-five characters of normalized call number data from 995 $a and $b plus a 1 character field specifying call number type (i.e. LC , Widener, or Other).

    5) LOC-LEVEL MODIFICATION DATE.
    YYMMDD from the leader of the 995.

    6) LCCN INFORMATION.
    Positions 2-14 of the 010 $a (prefix and base number)

    7) ISBN/ISSN INFORMATION.
    10 characters from the first 020 $a or 8 characters from the first 022 $a in the record.

    The group proposes changing the following elements in the reporting files in the new reporting system:

    8) "TEXT BEFORE CALL NUMBER" DATA.
    Increase the number of reportable bytes in the 995 $c from 6 (current) to 8.

    9) "REPORTING DATA" FROM THE 995 $k.
    Increase the number of reportable bytes from 8 (currently) to 12.

    The group proposes dropping the following element from the reporting files in the new reporting system:

    10) "CATALOGING UNIT" DATA (i.e., the first two characters of the 995 $w ).

    The group may propose dropping other elements in the future if consensus is reached. Any such proposals will be circulated with the HOLLIS newsletter for comment.

    Enhancements Ranking: The Results.

    The results are in -- below are the 25 most desirable HOLLIS enhancements, as ranked by library staff during October and November. Enhancements were grouped in five functional categories: acquisitions, cataloging, circulation, indexing, and public catalog. OIS has started to review these top choices and will contact the interest groups if there are questions or problems with a particular enhancement. When an enhancement has been programmed, an announcement will appear in the HOLLIS Enhancements Update section of the HOLLIS Newsletter. Contact Jon Rothman in OIS if you have questions.

    Indexing enhancements (from October HOLLIS Liaisons):

    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.

    Circulation enhancements (from Circulation Liaisons):

    1. *[26-3] Library locations on PBIL summary display
    2. [26-1] Improve charge/discharge display
    3. [9248] PBIL navigation (moving from bill summary display to bill and back to patron record
    4. [9198] Proxy patron names on notices
    5a. [9187] Display pseudo patrons in item record
    5b. [26-6] Designate recall/hold status in the "has" list for lost books.

    * "26- " is the scheme used by Circulation Liaisons to identify items from their own list of enhancements.

    OPAC enhancements (from joint meeting of SSHUSH, CILU, CERS, RRIC):

    1. [9007] Index abbreviated titles
    2. [new] Repeat a search across databases
    3. [9163] Eliminate short display in LG database
    4. [new] Index untraced series (490:0 :)
    5. [new] Make clarifications to the search options screens

    Cataloging enhancements (from Cataloging Interest Group):

    1. [9245] New cataloging processing code for records from OCLC which will be edited in HOLLIS.
    2. [9215] Change duplicate resolution rules for retention of 505 fields.
    3. [9181] Improve paging through bibliographic and holdings record displays in staff mode.
    4. [9202] Ability to move a single loc field
    5. [9175] Improve tech services error messages

    Acquisitions enhancements (from Acquisitions Roundtable):

    1. [9199] Enhance O/P/R display.
    2. [9160] Improve paging through O/P/R records.
    3. [9194] O/P/R statement renumbering.
    4. [9181] Improve paging through bibliographic and holdings records in staff mode.
    5. [9186] Display receipt information on holdings screens.

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    Notes and Reminders
    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 Linda Marean in OIS.

    Newsletter Correction. In the November issue of the HOLLIS Newsletter Lynne Schmelz was inadvertently omitted from the list of Automation Planning Committee members. The full list is as follows: Sid Verba (Chair), Dale Flecker, Judy Messerle, Terry Martin, Dick DeGennaro, Lynne Schmelz, Linda West, Steve Hall (OIT), Ann Wolpert, and Tracey Robinson (Secretary).

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    Recon Roundup
    OCLC authority update. As you know, the loading of authority records for headings in the HU file was delayed due to problems both at OCLC and at Harvard. There were two main problems:

    1) The new HOLLIS duplicate detection for authority records wasn't working for authors which also had author/uniform title authority records, or for corporate bodies which also had authority records for further subbodies. This problem has been corrected, and over half the duplicate authority records created in error have been deleted. The remaining duplicates will be deleted soon.

    2) The heading use codes in the authority records sent by OCLC were not always set correctly. OCLC has identified the problem and is sending replacements for the incorrect records. These replacements will be loaded as soon as the initial load is complete, so some records will have invalid heading use codes for a few weeks, until the initial load and the replacement load are complete.

    The loading of the remaining 400,000 authority records from OCLC's initial shipment has resumed. As soon as this is complete, we will load the replacement records to fix any bad headings use codes.

    Second hump pulled.

    On Thanksgiving Day, OIS pulled the so-called "second hump" of bibliographic records out of HU to send to OCLC for authority cleanup. This hump included records created or replaced from June 16 through November 24, 1993. From now on, OIS will send bibliographic records from HU to OCLC authority control twice monthly, on the 15th and the last day of the month. Records will be sent if :

    • a) the ENCL is other than 'a' and they have been created since the previous pull or replaced by a utility record or BF MERG since the previous pull, OR,
    • b) a staff member has used the AFIX command on the record since the previous pull.
    OCLC's conversion to an ongoing correction process will result in some delays in the processing of personal name headings on the humps and the ongoing records. 80-90% of the corrections can the made, but the remainder will be delayed until early Spring 1994. During the intervening months, RECON records will continue to come straight to Harvard, and will be shipped out for authority control like other cataloging records semi- monthly. Once OCLC is fully up and running (Spring 1994), RECON records will be sent to authority control first, and will come to Harvard already corrected. During the next few months, corrections will come back first for the first and second humps of records pulled after September 1992, then for the semi-monthly batches which have been sent. All corrections will be sent for topical and geographic subject headings and corporate names, and for 80-90% of the personal name headings. The rest of the personal name corrections will come later. We know it's confusing, but please bear with us for a few more months. Call Robin Wendler in OIS (5- 3724) if you need further information.

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    Network Notes
    HP Deskjet printers. There was a message on HULINFO recently requesting information on the performance of the HP Deskjet 500 printer (OIS recommended replacement for the Canon BJ80 printer). Below is Lauren Caulton's response.

    Regarding a request for feedback on the HP Deskjet printers: As the person who is hooking-up alot of them, let me say that so far we have had no problems with them, mechanical or otherwise. I do not know of anyone who is using anything other than single-sheet paper. I think this is an advantage, as the continuous form feed on the Canon printers created many problems with feeding and paper jams. I have yet to see a paper jam in the Deskjet. Also, the only interaction you will have with this printer is to replace the ink cartridge. You simply lift the lid, pull out the old and drop in the new. There is no priming or fiddling with parts. For me, this printer is terrific as it generates no maintenance calls. Since no one has reported any problems other than the need to reset occasionally, I gather that library staff are fairly pleased with them. Certainly if there are complaints out there of any kind, I would be interested in hearing them.

    Getting re-acquainted with your barcode scanner. Staff who use barcode scanners may not be aware of the versatility of these devices. No, they do not make coffee, but they can be programmed to reduce the number of keystrokes that an operator must perform while scanning barcodes. For example, aside from reading a barcode, a scanner can be programmed to "press" the ENTER key once the barcode number is scanned. This saves the operator that extra keystroke. This programmability is a common feature of these scanners -- to take advantage of it, staff should consult the documentation that accompanied the scanner. Contact Ciata Victor in OIS if you have questions. And, thanks to Beata Panagopoulos at the Kennedy School Library for suggesting this reminder.

    Consequences of installing new 3151 cartridge. Some people who have recently installed the new cartridge for the 3151 terminal have encountered a problem: the bottom of their display disappears. No 'echo', no green line, no error messages. This is in fact not a problem with the cartridge, but results from setting up the terminal again. What has occurred is that you have turned off the 'operator information area' (OIA). We had never heard of this either. The fix is simple: hit CTRL and F9. The regular display should re-appear. Thanks to Linda Marean who found this in the manual. For any users of the 3151 who notice that they no longer see the word 'echo' and the green line at the bottom of the screen, the same fix applies, whether you have the new cartridge or not.

    For a description of this new cartridge, consult the Network Notes section of the November 1993 HOLLIS Newsletter.

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