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HOLLIS Newsletter

Volume 9, Number 3 (March 1994)

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  • Agenda for HOLLIS Liaisons
  • Notes and Reminders
  • Bridge update
  • Sampling of in-library database usage.
  • CJK records in HOLLIS
  • Revision of HULPR security worksheet
  • The forgotten loc subfield |w
  • Order weeding update
  • New coded note
  • 'Record in use' messages
  • AI and LR
  • HOLLIS enhancements update
  • Network notes.
  • HP Deskjet 500 ordering info.

    Agenda for HOLLIS Liaisons Meeting #92

    March 9, 1994

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

    • Announcements: Jon Rothman
    • 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
    • Fred Hay, 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.

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    Notes and Reminders
    Bridge update. A beta test version of the Harvard University Library Bridge is now available from four public terminals in the Widener Reference Room. The Bridge is also available from one microcomputer at the Kennedy School Library and one microcomputer at the Design Library. The Bridge is a new network service that provides access to information resources, including HOLLIS, the VINE, Harvard Course Catalogs, some RLIN Citadel databases, and a variety of other resources. The Bridge is not yet officially available, so you will have to travel to one of the above libraries to try it out. Reference staff at these beta test sites are collecting feedback from users about the Bridge. A Bridge Working Group will use this feedback to make modifications as necessary before the Bridge becomes officially available later this year.

    Contact Michael Fitzgerald or Jon Rothman for further information.

    Sampling in-library database use. As of Wednesday, 23 February, a new method of gathering data about restricted database usage was implemented. Catalog users will occasionally be asked to report where they are when choosing a restricted database. The method and rationale are described below. This notice is to inform library staff so that they may assist and reassure users who may see an unfamiliar screen.

    Usage information for shared restricted databases is collected so that the cost of those databases can be apportioned fairly among the faculties. The growing use of network (HSDN) connections for in-library HOLLIS terminals means that the specific location of such a terminal can no longer reliably be determined automatically by HOLLIS. A new method of gauging on-site use of restricted databases is consequently required. The University Library Council has proposed sampling on-site users as the mechanism for collecting these data. This is analogous to the survey used occasionally to provide information about dial-in use.

    Nature of user survey
    When an on-site user chooses a restricted HOLLIS database, a survey screen may be displayed. Initially, the survey screen will appear for 2% of CHOOSE commands for restricted databases. The user will only need to enter a single digit code to identify his or her location. When a valid value is entered, the search selection screen of the chosen database will display. If anything other than one of the valid codes is entered, the survey screen will redisplay.

    If you have questions, contact Charlie Husbands in OIS.

    CJK records in HOLLIS. OIS has recently converted all HOLLIS CJK (Chinese-Japanese-Korean) bibliographic records from LCMRC "7" to LCMRC "0" or "5" records. Also stripped from these records were any 066 subfield |6's or |9's. Although HOLLIS does not accommodate alternate character sets (such as the Chinese-Japanese-Korean vernaculars), for some time we have been storing information about the vernacular version of these CJK records in the 066 field in the event that a vernacular display is developed. It is now apparent that such a capability will not be implemented in HOLLIS. These CJK records now look just like any other bibliographic records and removing the 066 will have no effect on their usefulness in HOLLIS.

    Contact MacKenzie Smith in OIS if you have questions.

    Revision of HULPR Security Worksheet. Attached to this Newsletter is a revised version of the Security Worksheet for an Operator Profile in HULPR (in Appendix L of the Reference Manual). The revisions are intended to simplify and streamline the possible categories of security used in HULPR. At present there are almost 200 different combinations of security categories for about 800 operators. Changes have been made in two areas -- Bibliographic Records and Order / Pay / Receipt Records. In both cases, the ability to choose a large variety of combinations from multiple categories has been condensed into a single choice from several categories. The categories presented on the revised form were determined by looking at the most common combinations now in use as well as by consulting with librarians and staff familiar with the form. The revision of the form will be discussed at the next HOLLIS Liaisons meeting on Wednesday, March 9. If you have questions or concerns about this revision, please bring them to the meeting or call Linda Marean in OIS at 495-3724. If the new form is approved, OIS will convert all present operators to the new categories and distribute replacement pages for these forms in Appendix L.

    The forgotten LOC subfield |w. Location subfield |w (cataloging unit) was designed to carry a 2-character code representing the unit responsible for cataloging an item. This subfield is rarely used -- only about 60 locations in HU contain this subfield. Widener plans to use subfield |w for a current project and OIS thought that all staff should be reminded about its existence. In at least two cases subfield |w could be useful: uniquely identifying cataloging units represented by one location in HU and identifying one cataloging unit which provides cataloging for other library locations. The HOLLIS Reference Manual recommends using DUC location codes in this 2-byte subfield. However, the content of this subfield is uncontrolled and units can devise their own 2-byte codes. The contents of LOC subfield |w are part of the HOLLIS reporting files.

    If you need more information about this subfield, contact Robin Wendler in OIS.

    Order weeding update. Approximately 127,000 orders closed before 12/31/91 will be weeded during the week of February 28. The fiche for these orders has already been distributed. If you have any questions, please call Linda Marean in OIS at 495-3724.

    New coded note. OIS has added a new coded note for use on memoranda created on OPRs. This new code, 'clcr', results in the text:

    We have not yet received this material. It is still needed. If you cannot supply, please advise so that we can close our records.

    You may recognize this as similar to the frequently used "cl":

    We have not yet received this material. It is still needed. If you cannot supply, please report.

    Only the last line (as it appears here) is different.

    This new code is now available. Information about it will be included in the next update of the HOLLIS Reference Manual Appendix H. If you have any questions or comments, please contact Jon Rothman in OIS.

    'RECORD IN USE' messages. OIS would like to remind users of HULPR that, as a courtesy to other users, you should refrain from leaving a record displaying on your screen if you're not actively working on it. If another user attempts to display such a record, they may receive the message 'RECORD IN USE'. Note that while this can occur in HULPR, HOLLIS records (i.e, those viewed from the public catalog) are *NOT* subject to this single-user limitation. We encourage HULPR users to clear their screens when not actively working on a record.

    Another reason for the 'Record in use' message is that an operator's terminal or PC is suddenly disconnected from HULPR while a record is displaying. When the operator signs back on to HULPR, the record is no longer available for display. OIS has received an increasing number of reports of this problem -- presumably due to an increase in the number of PCs with network connections to HULPR. The solution is for staff to wait until the next day, when the record will be back to normal. Trying to avoid sudden disconnects from HULPR is the best solution. Make sure you quit HULPR using the normal signoff procedure and then the correct telnet disconnect sequence.

    Contact your local network support staff, or call OIS, for further assistance.

    AI and LR. All you fans of AI and LR will be happy to know that both databases are now up-to-date with everything IAC has sent us. The AI and LR keyword indexes have been regenerated. Happy searching .

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    HOLLIS Enhancements Update

    Recently Completed Changes to HOLLIS. Changes completed since 01/28/94

    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.

    1. The commands to display holdings and circulation status (H# and C#) in the OPAC only worked in the HU and OW databases. They have been changed to work in any database where they are appropriate. Currently this means that they are valid in HU, OW and TR. When the RV database for course reserves is implemented, these commands will be valid there as well.
    2. A bug which allowed invoices with no APBASE# to be saved and approved for ETP has been corrected.
    3. Another bug which was causing authority records which should have been merged during duplicate detection to be added has been found and fixed.
    4. Memos, yellow vouchers, shelflist cards and new books lists are now being printed on OIT's new laser printer which provides a nicer font and better implementation of the ALA character set.
    5. A new coded note for memos (clcr -- "We have not yet received this material. It is still needed. If you cannot supply, please advise so that we can close our records.") has been implemented.
    6. A new user survey screen has been implemented in the OPAC. This screen, which will display in a small percentage of cases when an OPAC user at an in-library terminal chooses a restricted database, solicits the location at which the user is working. Information collected will be used in determining future allocation of the costs for restricted databases amongst the various faculties.
    7. ED (Education) has been added as a valid faculty code value when editing patron records.
    In addition to the changes listed above, 1 additional small change which affects the HOLLIS infrastructure was 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

    HP DeskJet 500 ordering information. The Hewlett Packard DeskJet 500 is now the preferred printer for use with HOLLIS IBM terminals. In May 1993, OIS asked that library units no longer purchase Canon BubbleJet printers due to a high rate of malfunctioning primer units. As of January 1994, many Canons are still in use and because of the cold, dry weather, they are breaking faster than OIS staff can repair them. PLEASE -- DO NOT ORDER CANON BJ 80 PRINTERS. If you think your department manager will not see this notice, copy it and pass it along.

    Contact Lauren Caulton in OIS if you have any questions.

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