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HOLLIS Newsletter

Volume 9, Number 2 (February 1994)

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  • Agenda for HOLLIS Liaisons Meeting #92
  • Notes from the January Meeting
  • Party thank yous.
  • Microcomputer users group meets in February.
  • Newsletter's Public Services column idle.
  • Delays in loading current AI and LR citations.
  • Change in ACU report frequency.
  • OIS Library Services still visiting libraries.
  • OIS hires new Manager of ADS Group.
  • Recon update.
  • Should we remove computing resource data from the LG database?
  • A demonstration of the Bridge.
  • What is the Bridge?
  • Bridge as client server
  • Tour of the Bridge
  • Access to the Bridge
  • Hardware requirements
  • Liaisons's questions
  • Notes and Reminders
  • NELINET change of address
  • Payment statement weeding
  • Kate Mullen resigns/Reporting
  • Recon Roundup
  • HOLLIS Enhancements Update
  • Network Notes
  • What is the Telecommunications Linking Program
    Agenda for HOLLIS Liaisons Meeting #92

    February 9, 1994
    Lamont Forum Room, 9:30 - 11:00 a.m.

    • 1. Announcements: Jon Rothman
    • 2. Panel Discussion: Tips and Tricks for Using the 'Other HOLLIS Databases' Effectively
    Harvard library experts in the use of some of the "other" databases in HOLLIS will discuss useful features of the databases which might not be apparent to occasional users. Members of the panel are:
    • Kathleen Donovan, Gutman Library, on ERIC
    • Julia Hendon, Tozzer Library, on Anthropological Literature
    • Ellen Isenstein, Kennedy School Library, on PAIS
    • Naomi Ronen, Law School Library, on Legal Resources Index
    • Cliff Wunderlich, Andover-Harvard Library, on Religion Index.

    Notes from the January Meeting
    Party thank yous. Tracey started the meeting by thanking OIS staff and liaisons for December's Liaison Holiday Party.

    Microcomputer users group meets in February. Tracey reminded liaisons that the second Microcomputer Users Interest Group meeting was scheduled for February 1st at the Kennedy School's Wiener Auditorium. The topic will be the University Library's Bridge Project.

    Newsletter's Public Services column idle. The idea for a HOLLIS Newsletter column dedicated to public services issues came out of the early 1993 discussions about how OIS could improve liaisons coverage of such issues. However, this column has been idle for most of its first year of existence. OIS depends on contributions from public services staff to keep this column going. Tips and tricks about using HOLLIS databases, questions or comments about online circulation, or any other information technology issue related to public services are fair game for this column. Contact the Editor in OIS or via electronic mail (hdoc1@harvarda.harvard.edu) with your contribution.

    Delays in loading current AI and LR citations. OIS has a backlog of new citations to Academic Index (AI) and Legal Resources Index (LR) that have not been loaded since late Fall 1993. Information Access Company (IAC) has added new fields containing "author abstracts" to these records, requiring that OIS make changes in HOLLIS to accommodate these fields. Tracey noted that OIS should complete changes and load all current citations very soon. Consult the HOLLIS Enhancements Update section of this issue for further information.

    Change in ACU report frequency. Based on a request from Widener Acquisitions, the ACU Reports will start being produced weekly beginning in February, rather than March as previously announced.

    OIS Library Services still visiting libraries. One of the first tasks undertaken by the new Library Services division of OIS (Kate Mullen, Robin Wendler, Julie Wetherill, and Manager Jon Rothman) has been to visit each Harvard library for the purpose of improving communications. So far, Library Services staff have found these visits very helpful in gaining a better perspective on each library's programs and activities and how they relate to HOLLIS and the services provided by OIS. If your library has not been contacted for a visit, don't worry -- Library Services has completed about half of its scheduled visits with many more to come. If you have questions, contact Jon Rothman in OIS.

    OIS hires new Manager of ADS Group. OIS has hired Kathy Klemperer to head the Applications Development and Support Group in OIS. Kathy comes from Dartmouth College. She will be starting part-time in February and will join OIS full-time starting in March. Tracey noted that OIS has posted the System Librarian's position vacated by Kate Weber and is now reviewing candidates' applications.

    Recon update. Karen Carlson Young, Recon Project Manager, summarized for liaisons recent developments in the University Library's retrospective conversion project. Karen noted that Recon is approaching the one million mark in record conversion. Harvard and OCLC are planning to speed up the pace of Recon this year, causing the target completion date to move back to December 1996. OCLC has the extra staffing to accommodate the speed-up and Harvard estimates that it can absorb the anticipated increase in the rate of local record processing. The next libraries to join the Recon queue for books will be Baker, Tozzer, and Fine Arts.

    In response to a question, Robin Wendler defined the term "hump." For approximately the first 18 months of Recon, OCLC and Harvard planned to return Recon keyed and claimed records back to Harvard without passing them through authority processing. The first hump occurred in June 1993, when OIS sent a half-million Recon records back to OCLC for authority processing. The second hump occurred on Thanksgiving Day 1993, when OIS sent 485,000 records added since June back to OCLC for authority processing. Since the second hump, OIS has been sending Recon and current cataloging records via FTP to OCLC for authority processing every two weeks. In late March 1994, OCLC will be current with its processing and will begin performing authority work on Recon records before they are returned to Harvard. Lastly, Robin noted that at ALA's midwinter meeting in Los Angeles, Harvard will begin talks with OCLC over plans for series heading corrections.

    Robin also updated liaisons on HOLLIS duplicate detection processing for Recon records added to the HU database. While the process has been running relatively smoothly, OIS has encountered occasional oddities. One day recently, duplicate detection appeared to shut down -- for reasons yet unknown, records processed that day were added to HU without authority processing. Earlier in the project, records with personal names containing subfield |q's (qualification of name) were not recognized in HOLLIS and may have been added as duplicates. The same is true for some geographical subject headings. OIS and Recon staff have been working to resolve any duplication related to these events, but Robin encouraged all staff to report record duplication they may find in HU to her or to Recon staff.

    Contact Karen Carlson Young in the Recon Office (496-4011) for further information related to Harvard's Recon Project.

    Should we remove computing resource data from the LG database? Jon Rothman reviewed for liaisons the issues related to OIS' proposal to remove computing resource records from the Library Guide (LG) database. (An article covering these issues appeared on page two of the January HOLLIS Newsletter.) Jon stressed that while OIT intends to update these records, it has not yet guaranteed a time when the update will occur. Liaisons agreed that OIS should remove this information from LG. OIS will ask the broader library community and if there are no objections will go ahead with the removal of these records later this Spring.

    A demonstration of the Bridge.
    The Bridge, as envisioned by its developers, is a menu with pathways to a variety of information resources, some located at Harvard and some at remote locations across the country and across the globe. The Bridge is based on the technology called "gopher" -- so if you have used a gopher menu system, then the Bridge may seem familiar to you. Jon Rothman and MacKenzie Smith presented a beta test version of the Bridge for liaisons, and talked briefly about some of the issues related to this new service.

    What is the "Bridge"
    The "Bridge" is a bridge to information -- a single place where you can connect to HOLLIS, Harvard Course Catalogs, the VINE, and more. Since the Bridge is a network service, your connection choices go beyond what is available here on campus. Some other choices include: library catalogs of Yale, MIT, and the University of California; lists of Internet resources, the Weather Underground, and Citadel files like History of Science and Technology, World Law Index, and Index to Foreign Legal Periodicals. The number of resources on the Bridge will increase over time. One important Bridge feature is scripted logon: choose a resource and the Bridge will automatically make a connection, supply any logon required, and deposit you inside the resource of your choice. Another useful feature will be the ability to search for Bridge resources by keyword, receive a custom menu of choices, and then connecting to a resource by choosing from that menu.

    Bridge as client-server
    Since the Bridge is based on gopher, you can think of it as having two parts: a server which "serves up" the resources in a series of menus; and a client which requests from the server information and access to these resources. The Bridge server is located on a Sun computer now in OIS. The Bridge server's main purpose is to point at information resources located on other hosts; none of the databases available from the Bridge belong to the Bridge. The Bridge client currently is also located on the Sun computer in OIS. For the liaisons demonstration, MacKenzie Smith used a Macintosh to telnet to the Bridge client and thus to the Bridge itself. Staff members who have gopher clients loaded on their microcomputers will have to wait several months before they can use these clients to reach the Bridge -- access will be limited to the "public" client on the Sun in the early implementation of the Bridge.

    A tour of the Bridge
    You can learn alot about how the Bridge works by taking a brief tour. When you first connect with the client, you are presented with the main menu of the Bridge.

    For this tour, you select Bridge resources by subject (choice #2) from the menu. You can either move your cursor to this choice or type the number 2 and press ENTER. A menu of general subject categories displays.

    A forward slash ( / ) follows each of the choices on this menu -- this is the standard gopher designation indicating that choosing this item will lead to another menu. You select choice 9 (sciences) and receive a list of information resources in the category of sciences .

    The resources listed in the sciences category include HOLLIS and CitaDel databases. The (tel) at the end of an entry indicates that the Bridge will release you to a telnet session that will connect to that resource. Choice number 2 (Countway Plus) is a telnet connection and if you choose it, you will be warned to have your Countway Plus name and password ready in order to access this system. If you choose item number 3 (Herbarium Gopher), the Bridge will connect you to the main menu for the Herbarium's Biodiversity and Biological Collections gopher.

    At any time while on the Bridge, you can request help by typing a question mark ( ? ). Help includes lists of commands you can use to navigate through Bridge menus -- these are usually single letter commands that are standard in the gopher world. If you leave the Bridge for a resource, you can always return to the Bridge by pressing (ctrl) - x.

    Remember, the Bridge provides easy connections to local and remote resources -- but you must still know how to use a resource once you get there.

    Access to the Bridge
    The following is the current implementation schedule for the Bridge. Dates are tentative -- OIS will provide more information as development proceeds.

    Beta Testing: 02/14/94 - 03/06/94

    • Bridge is available from selected terminals in the Widener Library reference area and at the Kennedy School Library.

    Phase 1: 03/07/94 - 04/30/94

    • Bridge is available on any in-library device (as designated by each library).

    Hardware and software requirements for in-library devices:


    • VT100 cartridge.
    • connection HSDN (either via in-library terminal server or via central OIS terminal server).


    • telnet client.
    • connection to HSDN (in-library).
    Phase 2: 05/01/94 - 06/30/94

    • Access restrictions (in-library devices) and hardware/software requirements same as for Phase 1.
    • Addition of some Bridge online help, keyword searching for resources.

    Phase 3: 07/01/94 - ??

    • Open up access to Bridge via desktop gopher clients.
    • Connection methods listed under Phase 1 will still be supported.
    • Security and user authentification process in place.

    Hardware requirements
    The Bridge is inherently a network service -- it works well only from network-attached devices. Most hard-wired HOLLIS terminals cannot provide access to the Bridge for this reason. There are a few options that would allow some of these devices to reach the Bridge -- these were outlined in a paper attached to the December 1993 HOLLIS Newsletter. A copy of this same paper is appended to this issue as well. If your library has not yet considered connection options to the Bridge, contact Heather Reid in OIS.

    Liaisons' questions
    Liaisons asked what the timetable was for the VINE move to a gopher platform. MacKenzie replied that the current schedule calls for a mainframe-based VINE and a gopher VINE operating concurrently starting later this Spring. By Fall 1994, the mainframe version of VINE will be discontinued. The VINE will be available from the Bridge.

    In response to a question about design of the Bridge, MacKenzie noted that OIS is interested in any comments about the Bridge menu design. Staff should send their comments to Michael Fitzgerald -- Chair of the working group that developed the look of the Bridge menu. Further, suggestions for additional resources on the Bridge can be sent to Michael. A more permanent mechanism for adding new resources is under development. Several liaisons were concerned about support issues, such as who would provide regular maintenance for the Bridge and what kind of training and support would be available. OIS technical staff will be primarily responsible for Bridge operations. The issue of training and support to use the Bridge is as yet unresolved; OIS and librarians on the Bridge working group will continue to discuss this issue while Beta testing proceeds. MacKenzie did point out that the gopher interface has been designed to minimize the need for help -- it is a simple menu system with just a few commands.

    Several liaisons asked about access to the Bridge after beta testing was over. Specifically, when would users be able to access the Bridge from their own desktop gopher client? (The question specifically focussed on a Windows client.) The current schedule calls for such access to the Bridge available starting in early July. Someone asked if it was possible that a user could be connected to a fee-based resource without knowing. MacKenzie noted that there were three types of resource available from the Bridge: (1) a free resource, (2) a resource that the University Library or one of its individual units has paid for and sponsored for use by the Harvard community, and (3) a resource available to individual users who have paid for a logon ID or a block of searches. From in-library Bridge terminals, resources in category 2 will be freely available. Resources in category 3 (Countway Plus is the only example during beta testing) will be menu choices from the Bridge, but you must supply a logon ID for access. There will be indications on the Bridge that a resource will require a logon. At no time can you connect to a fee-based resource without first supplying a valid logon. Once Phase 3 of the project is in place, resources in category 2 will also be subject to user authentification if the user is accessing the Bridge from outside of a library (that is, not from an in-library terminal).

    The Bridge is an exciting new service that will offer a whole range of information resources from a single desktop workstation. As you have probably gathered from reading the various Bridge-related articles in this newsletter, on HULINFO, and elsewhere -- with this great new service comes an increase in technical complexity. Fast disappearing are the days of the simple HOLLIS public catalog terminal. Many newsletter readers are probably scratching their heads -- What is "gopher?" Why won't my dedicated HOLLIS terminal work with the Bridge? As Bridge development proceeds, OIS will make every effort to explain the many facets of this project. But if you have particular questions, please do not hesitate to contact any of the people on the Bridge project team: from OIS: Heather Reid (Project Leader), MacKenzie Smith, Jon Rothman, Julie Wetherill; from the libraries: Michael Fitzgerald (Design Team Leader), Suzanne Kemple, Ed Tallent, Rod Goins, Melanie Goldman, Carrie Kent.

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    Notes and Reminders

    NELINET change of address. NELINET has distributed a memo giving a new address for all accounts receivable remittances. Effective immediately, all NELINET payments should be addressed to:

    NELINET, Inc.
    P.O. Box 4517
    Boston, MA 02212-4517.
    If you have any questions regarding this change, please contact NELINET's Fiscal Services Department at 969-0400.

    Payment statement weeding. The flagging as "weedable" of 31,693 payment statements approved before 07/01/89 has been completed. Fiche of these statements were distributed previously as a special supplement to the normal fiche of payments by HOLLIS order number. The payment statements flagged include approximately 30,000 CAPS payments which pre-date HOLLIS.

    A new Volume 2 of the cumulating fiche will be distributed soon with payments approved between 07/01/89 and 12/31/92. These additional 30,.201 payment statements will be flagged as weedable after distribution of the fiche.

    If you have any questions, please call Linda Marean at 495-3724 or by email, marean@harvarda.

    Kate Mullen / Reporting. Kate Mullen is resigning her position in OIS as of 18 February 1994 to pursue other opportunities. We wish Kate well in her new endeavors and thank her for all of her contributions to OIS and HUL.

    Unfortunately, due to staffing constraints, OIS will be able to offer only very limited reporting service in the period between Kate's departure and hiring of a replacement. Every effort will be made to complete all requests that are currently in hand. Kate will also attempt to complete requests received before her departure, but we cannot guarantee that all of them will be finished. After Kate's departure requests will be put on hold until a replacement is hired. Reporting will be performed only on an emergency/exceptional basis during this period. Feel free to contact Jon Rothman if you have a request that you believe should fall into this category.

    OIS will, of course, endeavor to hire a replacement as quickly as possible to minimize the disruption. We recognize that this may pose difficulties for some of you. Thank you for your understanding and patience during this period. Feel free to contact Jon Rothman, 495-3724 or j_rothman@harvard.edu with questions and comments.

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    Recon Roundup
    OCLC has completed conversion of 1 million catalog records !!! This represents approximately 22% of the total estimated 4.5 million records to be converted by the end of the Recon Project, which began in October 1992 and is now scheduled to be completed by December 1996.

    Libraries whose monograph collections have been completely converted to date include:

    • Cabot Science Library
    • Gutman Library
    • Kummel Geology Library
    • Wolbach Astrophysical Library

    Libraries whose serial collections have been completely converted to date include:

    • Botany Libraries
    • Gutman Library
    • Museum of Comparative Zoology

    Libraries whose collections are currently being converted are:

    • Widener
    • Houghton
    • Map Room
    • Archives
    • Government Documents and Microforms
    • Design Library
    • Law School Library and
    • Baker Library (serials)

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    HOLLIS Enhancements Update

    Recently Completed Changes to HOLLIS
    Changes Completed since 12/21/93
    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 will continue to be described in greater detail in newsletter articles. If you have comments, questions, or would like more details about any of these changes, contact Jon Rothman at OIS, either by telephone at 495-3724 or be email at rothmn@harvarda.

    1. Approximately 30,000 payment statements which were generated from the CAPS acquisitions system when serials were first added to HOLLIS have been flagged as weedable.
    2. The Music Publisher's Number (028 field) now prints on shelflist cards produced from HULPR.
    3. An error which prevented Author Added Entries (700 field) from being keyword indexed in the ER database has been corrected and ER keyword indexes have been regenerated.
    4. A bug had prevented local fields in an authority record from being indexed after the record was merged with an authority record from OCLC. Newly merged records will now index correctly. A fix to the incorrectly indexed records is underway.
    5. Records with numbers beginning ARZ... were not making it all of the way through the tapeout process due to a bug. This has been corrected and all previously omitted records have been sent to OCLC and RLIN.
    6. A change has been made to the catalog message displayed for non-circulating items so that they are called "NON-CIRCULATING" rather than "no loan".
    7. Information Access Corporation has added new fields containing "anthro abstracts" to the databases we license from the (AI and LR). Changes have now been made to accommodate these fields. They will be displayed in catalog mode and keyword indexed. All backlogged updates to All backlogged updates to AI and LR have been applied.

    In addition to the changes listed above, 6 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
    What is the Telecommunications Linking Program? Work on implementation of OCLC's Telecommunications Linking Program is proceeding and should be completed by mid-February. With TLP in place, libraries will be able to use any HSDN-attached PC (IBM PC or PC-clone only, no MacIntosh functionality) as a fully functioning OCLC terminal. In addition to a connection path on to the HSDN, OCLC's Passport program will have to be installed on each machine that will be used to access OCLC. Passport is available from OIS free of charge.

    The expectation is that as TLP becomes available, libraries will de-install their current dedicated OCLC terminals and the associated telecommunications equipment (lines and modems). Units using the TLP facility for their OCLC work will be billed on a usage basis (rather than a flat charge per modem/terminal as is currently the case) but the expectation is that moving to TLP will result in significant savings for some if not all units.

    Once the work to set up TLP is completed, there will be a brief period of joint Harvard and OCLC testing. Following this (approximately early March) the TLP facility will be made available to libraries. If you would like further information and/or assistance in preparing your unit to utilize TLP, please feel free to contact either Heather Reid in OIS (heather_reid@harvard.edu) or Michael Kaplan (496-3794 or michael_kaplan@harvard.edu).

    Announcements will be made via email and in the HOLLIS Newsletter when TLP is fully implemented and available.

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