OIS Operations Support, reviewed for liaisons the changes she recently made to the security profile forms in Appendix L of the HOLLIS Reference Manual. This revision stems from a recent consolidation of operator classes which Operations staff hope will simplify the process of requesting operator security levels. Linda noted that in some cases, operators will gain some additional authorization because of the way certain HULPR file maintenance commands were allocated to the new, smaller set of classes. Supervisors can contact Linda in OIS if they want a listing of operators and HULPR security authorizations.
OIS will revise Appendix L and reissue it soon. Staff should replace the existing Appendix with this newer version as soon as possible. Operations is in the process of converting all operator signons to these new categories. If you have questions, contact Linda Marean in OIS.
Order weeding completed. Also from the OIS Operations front -- 125,785 old, closed order records were recently weeded from the HU order file. In order to qualify for this momentous event, an order had to be closed, with no action date or unapproved payments, and must not have been updated after 12/31/91. The microfiche containing these weeded orders has already been distributed. The process of changing the loc field linkages for these orders from online to offline was delayed due to technical problems -- causing a few days of "record not found" messages for staff. These linkages are now fixed. Contact Linda Marean in OIS if you have questions.
MVS Upgrade. On Sunday morning, March 27, OIT installed a new, upgraded version of the mainframe Operating System, MVS. This change should not affect the operation of HOLLIS. However, if you notice anything which seems to be not working or to be working differently, please call the Help Desk, 495-3000.
Shelflist cards and the old disappearing ink trick. In early March, HOLLIS shelflist cards were being printed with ink that was not bonding correctly with the card stock. Since disappearing ink on shelflist cards is not a good thing, OIT made some changes to the ink on the Lionheart printer and cards are printing normally now. OIS reprinted shelflist cards for the two week period of the ink problem. Contact Linda Marean in OIS if you have questions.
Circulation print problems. On 28 February and 9 March, the HOLLIS job that prints notices and reports from automated circulation malfunctioned and no notices were printed. OIS staff discovered the cause and have made some changes to insure that circ print jobs are not interrupted like this in the future. Contact Daniel Bednarek in OIS if you have questions.
Bridge system in beta testing. The Harvard University Library Bridge to Information -- Bridge for short -- is undergoing beta tests at Widener, Design, and Kennedy School libraries. Jon Rothman urged library staff to visit any of these sites to try the Bridge -- the more users the better during this testing period.
[From the Editor: Beta testing is scheduled to end in late March. At that time, the Bridge will be in its first "production" phase. During Phase 1, OIS will consult with libraries about access to the Bridge. OIS is also working on advertising and Bridge documentation. There will not be much in the way of visible functional changes until Phases 2 and 3 later this year. In Phase 2, the Bridge will incorporate a search and launch function (the ability to perform a keyword search, receive a list of appropriate Bridge resources, and connect to a resource from that list). During this Phase, the Bridge is still only available from in-library devices. In Phase 3, a security component will be added, allowing remote access to the Bridge by desktop gopher clients.
As Bridge development proceeds, OIS will keep everyone posted via this newsletter and HULINFO. If you have questions, you can contact Bridge Project Manager Kathy Klemperer in OIS. If you are interested in offering the Bridge to your users, contact Heather Reid in OIS.
New HOLLIS survey screen implemented. Jon Rothman reminded liaisons that OIS has implemented a new survey screen that will be gathering data about restricted database use from in-library terminals. Catalog users will occasionally be asked to report where they are when choosing a restricted HOLLIS database (such as Academic Index or PAIS). The data from this survey will assist the University Library in apportioning costs for these databases across the Faculties.
The LAST thing you want to do is order a Canon BJ80! Don't do it -- don't even think of doing it! For the last year, OIS has requested that units no longer purchase Canon BubbleJet 80 printers. Canon's ink purge unit fails frequently and the replacement for it fails almost as soon as it is installed. Currently, OIS is supplying replacement purge units free (along with Lauren Caulton's time spent installing the unit) but this will change as of July 1st 1994, when the true cost of this part -- $69.00 -- will be passed on to libraries. Lauren Caulton currently has a supply of replacement purge units and is working to satisfy the outstanding calls for service. Jon asked everyone to be patient as Lauren works through her long list of service requests.
OIS now recommends and supports the Hewlett Packard Deskjet 500 as the HOLLIS printer of choice. Units that have purchased the Deskjet are pleased with its performance and are no longer plagued by purge unit failures, or any other malfunction for that matter. This quiet, moderately priced printer takes cut sheets of paper instead of pin- fed paper. It is available at the Technology Product Center. A sheet with order and price information is attached to this newsletter. If you have questions, contact Lauren Caulton in OIS. Consult an article in the Network Notes section for a related article on Canon printer support.
Status of the Telecommunications Linking Project. The Telecommunications Linking Project (TLP) will allow libraries to use any HSDN-attached PC (not Macintosh) as a fully functioning OCLC terminal. At this meeting, Jon Rothman reported that TLP was almost ready to go; OCLC was finalizing the link on their end. OCLC has projected that if all Harvard units switch to TLP connections, the University would save money -- although it is hard to predict the savings on a per unit basis because billing is based on use rather than a flat fee.
[From the Editor: Since the March liaisons meeting, TLP has become officially available -- Widener and Botany Library have begun using this connection path to OCLC. To use TLP, your PC must be running a specially-configured version of OCLC's Passport software -- available from OIS. Network staff from OIS are ready to help units migrate over -- if you are interested, contact Heather Reid in OIS.
Kathleen Donovan (Gutman Library), Fred Hay (Tozzer Library), Ellen Isenstein (Kennedy School Library), Naomi Ronen (Law Library), and Cliff Wunderlich ( Divinity Library) shared their ideas about effective use of the HOLLIS citation databases: ERIC, Anthropological Literature, PAIS, Legal Resource Index, and Religion Index.
Kathleen started by noting that although ERIC is an education index, its coverage is much broader than people think -- almost any topic in the social sciences is represented. One strong area is developmental psychology, but catalog users will also find materials on a surprising range of topics, including: the elderly (heading = older adults), AIDS, environmental education, waste disposal, recycling, and library science. ERIC also covers educational public policy issues from other countries, especially Western Europe. All ERIC records have abstracts; Kathleen recommended using the long display when browsing ERIC document records, which contain rather lengthy abstracts.
ERIC records are "subject heading rich" but the headings are not Library of Congress (LC) or LC-like in construction. ERIC uses two categories of subject terms: descriptors and identifiers. Kathleen likened ERIC's descriptors to LC subject headings, except these terms never have subdivisions. The lack of subdivisions is made up for by multiple descriptors. Identifiers represent names of people, places, organizations and sometimes new subject terms that ERIC is considering adding as descriptors. ERIC subdivides descriptors and identifiers into major and minor terms, according to the primary and secondary focus of an article or document. Both major and minor descriptors can be found in the Thesaurus of ERIC Descriptors. Kathleen recommended that units consider purchasing the latest edition of the Thesaurus -- it is helpful guide to ERIC's rich collection of descriptors (Kathleen noted that the 12th Edition (1990) is available for $70.00 and a 13th Edition is planned for April 1995).
In HOLLIS, major descriptors and major identifiers display together under the label SUBJECTS and can be searched by a FIND SU search or a FIND KSH keyword search. Minor descriptors and minor identifiers display under the KEYWORD SUBJ label and can be searched by a FIND KSH keyword search. There is a special keyword search, FIND KSM, which will search only major terms (excluding minor terms), allowing greater precision than FIND KSH in keyword searches. Because of the overabundance of subject terms, Kathleen did not recommended the FIND SU search unless a user had a very specific subject term. When keyword searching, catalog users can use educational level terms on ERIC records to limit their results. These terms are listed at the front of the Thesaurus of ERIC Descriptors. Kathleen also warned that keyword searches using terms like "education," "school," "teacher," etc. would lead to overly large search results.
Kathleen reminded liaisons that ERIC indexes journal articles and whole documents. She frequently points out the BKS and ART format codes on ERIC index displays to patrons having trouble distinguishing between formats of material. The documents indexed by ERIC are available on microfiche at Gutman Library -- the ERIC microfiche number appears on short and long displays of ERIC records. A small number of documents are not made available in microfiche and a note such as "not available from EDRS" appears on the HOLLIS records for these materials. There may also be notes about alternative sources of some documents but Kathleen stressed that this information is generally out of date and not reliable.
The HOLLIS version of Anthropological Literature covers 1984 through 1992 -- Fred noted that indexing is currently behind by about 12 months. AL Editor Julia Hendon selectively indexes not only journal articles but edited monographs. Julia traditionally does not include interviews, bibliographies, or reviews. A separate project to index reviews began in 1991 and those items are now included in the print version of AL as a special supplement. Reviews are not assigned subject headings. Subject coverage is widespread, due to the interdisciplinary nature of anthropology. Publications from around the world, in all major European and Slavic languages are covered, but about half originate in North America.
The AL database contains a two subject heading systems. Until 1986, Tozzer used its own heading scheme. Pre-1986 AL citations contain these older headings, which emphasize ethnic groups, geographic regions, and linguistic families. AL citations after 1986 contain Library of Congress subject headings. As in most indexes, no authority work is performed on name headings in AL and names may vary by publication. Fred warned against searching general terms like "archaeology" or "maya" since they are so common. Keyword searches are often more successful than subject string searches because they allow more specificity.
Once a citation of interest is found, a note field containing Tozzer's call number will lead the catalog user to the journal on Tozzer's shelves. Fred noted that the LOCATION command does not always work on AL records because many of the indexed publications do not have an ISSN (ISSN is used by the LOC command to link the citation record with journal holdings from the HU database).
It is recommended that patrons use the DISPLAY LONG command regularly with AL records since much information, including notes, parallel titles, and full publication data, do not appear in the short display.
There are some "downsides" to PAIS, including the use of abbreviated organization names, a non-LC type of subject scheme, and frequent failure of the LOCATION command. The common portions of organizational names are often abbreviated, such as dept. (department), comm. (committee), and org. (organization). Catalog users' author or keyword author searches may fail until they figure out the pattern of abbreviation. Ellen recommended using the TRACE command once the proper organization name is found. PAIS uses a unique subject heading scheme to describe indexed citations -- similar but not the same as LC. For example, the LC heading "United States. Congress. Senate" has a PAIS heading "United States -- Senate." Interestingly, names of organizations appearing as subjects are not abbreviated. Lastly, the LOCATION command fails on PAIS records frequently because many of these do not contain the information HOLLIS needs to link up with holdings from the HU database. Also, Harvard's holdings of government publications and private reports are rarely cataloged and available through HOLLIS -- so a catalog user searching the HU database directly for a cited publication may not find it. Ellen suggested that users request the long display of PAIS records, which contains the Superintendent of Documents (SuDoc) number for government materials. The Government Documents Division of Widener uses this number to arrange materials in its repository. The SuDoc number is especially useful in finding the shelf position of volumes in an unanalyzed series. The long display also includes series notes, such as World Bank Discussion Papers. With this information, the user can then search for the series record in HU.
Naomi spent some time describing the characteristics of the legal publications covered by Legal Resource Index. A law review is usually a student-run journal with major articles contributed by faculty and smaller articles or Notes, often about specific cases, contributed by the students. These Notes are usually unsigned. LR also covers legal journals published by professional organizations such as the American Bar Association (ABA), commercially-published journals, and six legal newspapers.
Knowing characteristics of the legal literature can help in searching LR in HOLLIS. Many legal publications contain a table of cases and a table of statutes; LR does too, indexing articles about this primary material. A subject search FIND SU ROE V WADE or FIND SU CLEAN AIR ACT will succeed in LR. This makes LR an easy place for undergraduates (and law students) to start researching a case or statute. Such a search often gives a "quick and dirty" cite to where one can find the primary material, e.g., the answer to the above search is ROE V WADE--410 U S 113 1973.
To search Legal Resource Index successfully, Naomi urged everyone to take advantage of existing tools like the LR information sheet and the online help screens. She credited OIS staff and members of the Committee on Instruction in Library Use (CILU) for producing a very helpful information sheet on LR. Like her colleagues, Naomi's focus was on subject searching. LR subject headings are LC-like in construction; the closer to the left you are in the heading, the closer it is likely to be to the corresponding Library of Congress Subject Heading. She warned against heavy use of the TRACE command in LR, especially for beginners. Better to use FIND SU with the first part of the subject term.
Naomi also endorsed use of keyword searching -- especially useful when combining author and published in title searches such as FIND KAU TRIBE AND KPI HARVARD. She reminded everyone about the keyword tutorial in HOLLIS that a user can request by typing HELP KEYWORD.
The debut of LR in HOLLIS has had major service implications for the Law School Library. Once rarely seen at the Langdell and International Legal Studies Reading Rooms, undergraduates now visit regularly in search of the journals LR indexes. Not only has LR increased use of the journals Law holds, it has in some cases forced decisions to re-subscribe to titles long cancelled, such as the Chicago Daily Law Bulletin.
Lastly, Naomi noted that Information Access Company, producer of Legal Resource Index as well as Expanded Academic Index, does make corrections to its citation records if you contact them. Their number is 1-800-227-8431; ask for the quality control department and have the IAC record number available (from the 035 field in the technical services display of the LR or AI record).
Religion Index uses LC-like subject headings but there will be some differences in heading construction. In Cliff's experience, RI headings are fairly clean with only a few instances of split files (same topic described with different headings). He recently came upon an RI period subdivision "0030 - 0600" which is different from LC's "30-600." There are also peculiarities in the indexing of Bible entries, such as "Bible OT" versus "Bible O T" that a user can avoid by using general keyword (KW) or keyword subject heading (KSH) searches. Recently, the American Theological Library Association, producers of RI, re-indexed RI from 1949-1959 -- enhancing the existing citations with additional subject headings and in some cases covering articles not indexed originally.
If the tag you ask for is not present in the record or if you request a repeat number higher than any that exist for that tag, HOLLIS will consider the field to be missing and will take one of the following three actions.
1. If there are fields with other tags in the hundreds block of the missing field, display will begin from the first field in that hundreds block, except as noted in 3. below.
TAG 323 --> will display 300 (assuming 300 exists)
2. If there are no fields in the hundreds block of the missing field, display will begin from the first field in the next higher hundreds block, except as noted in 3. below.
TAG 440 --> will display 6xx (if there are subjects but no
3. BUT if the missing field is in the highest hundreds block of tags in the record, display will be from the start of the record. LOCs are considered 9xx fields for this purpose.
TAG LOC 2 --> will display from the start of the record if
there is only one LOC
Sometimes you may successfully request a repeat number that is lower than the one that shows on the screen. If you have a record with subjects like this:
600/1 600/2 650/3 650/4 650/5
any of the following commands will locate the first topical subject.
TAG 650 TAG 650/1 TAG 650/2 TAG 650/3
But only TAG 650/5 will locate the third topical subject field.
TAG is available now. Give it a try and if you have questions, contact Charlie Husbands, Robin Wendler, or Julie Wetherill in OIS.
Default Bibliographic Displays in HOLLIS. At the last HOLLIS Liaisons' meeting there was a panel of public service librarians who discussed tips for using the "other" databases in HOLLIS. In several cases it was stressed how important it is for people to view the long display. In PAIS you need the long display to get the SuDocs number, which is needed for locating the item on the shelf, and in other databases it's needed to see the abstracts. The question was asked whether, as has been requested for LG, the short display could be defined to be the same as the long.
The issue has been referred to SSHUSH. It seems that, since LG uses a record format not used in the other databases, it can be treated differently. For HU and the other databases, there must be a consistent definition of short and long. That is, if the short record in AI includes all fields, so must the short record in HU. That is undesirable because in HU the LOCs would be pushed off the first page too often.
However there are other ways to address the problem. At present the default display is the short display, and it is reset to short after each FIND command. The default display can be changed to long for some or all databases. The default can also be changed to reset after each CHOOSE command, or when a new database is chosen from the main menu, rather than after each FIND command. The latter choice would mean that a person doing a series of searches would not have to choose the long display each time, but it would also mean that if someone walked away from the terminal leaving it set to the long display in HU, that is what the next person would see.
If we eliminate the idea of making the long display the default in all databases, the options for changing the default are:
For each database that you use, would you like to see the long or the short display as the default? Should the default reset after each CHOOSE or each FIND? Please respond with your comments to Dorothy Solbrig (Bio Labs Library, 5-3944, email solbrig1@husc), or to any member of SSHUSH.
Notes and Reminders
Outcome of subfield |f (date of work) discussions. At a Fall 1993 HOLLIS Liaisons meeting, participants requested as an enhancement that HOLLIS no longer index subfield |f (date of work). Primary reasons given were that it was a poor collocator, it actually disrupted expected filing order, supplied redundant data, and the space freed up by de-indexing subfield |f could be better used by other subfields. In mid-March, Robin Wendler used HULINFO to ask for library staff opinions on this issue. Robin received several thoughtful responses concerning the utility of the subfield |f in a variety of disciplines and formats. The needs articulated were complex and, in some cases, mutually exclusive. It is clear that any change to the indexing of the Date of Work subfield will require more careful analysis. Rather than delay other pending indexing enhancements until such analysis is complete, OIS will not make any changes to the indexing of subfield |f at this time.
Thanks very much for your consideration of this issue. OIS hopes to come back to the community at some point with a modified proposal.
Special Collections Task Force formed. Under the auspices of the Harvard University Library Automation Planning Committee, a task force has been set up to examine the automation needs of special collections atHarvard. Task Force members include: David de Lorenzo, Katharina Klemperer, Clark Elliot, Florence Lathrop, Anne Engelhart, Robin McElheny, Michael Fitzgerald, and Leslie Morris (Chair).
The Group's charge: There are many types of scholarly materials collected in libraries, archives, and other similar departments for which the extensive item-by-item cataloging given library books is not appropriate (e.g., manuscripts, archives, photographs, pamphlets, broadsides). Such materials are often given "collective" treatment in MARC records and in library systems such as HOLLIS. Over the last decade there has been intermittent discussion within the libraries about what functions HOLLIS should provide for such collections, and about what other sort of automated system(s) would be useful and appropriate for them. The planning underway for HOLLIS II and the work of the Automation Planning Committee provide an opportunity to consider these questions systematically.
The Task Group will prepare a white paper discussing the automation needs of such repositories, addressing in particular:
The Task Group's report is due: October 1, 1994.
Searching for slides and films in HOLLIS. Can you help us? The Bibliographic Standards / SSHUSH Indexing Workgroup would like your suggestions about indexing terms for slides and motion picture films to be used in the new format/genre string index that will be implemented in HOLLIS. Workgroup members are: Mollie Della Terza, Peter Lisbon, Robin McElheny (Chair), Naomi Ronen, Mary Smith, and Robin Wendler.
This index is intended to provide more consistent access to all library materials, including non-book formats, by genre (such as "cartoons") and physical characteristics (such as "videotapes"). We are now preparing a list of terms that will be recommended, and in some cases required, for use in the USMARC 655 and 755 fields, on which this index is based.
Possible genre terms for films include "documentaries" and "feature films"; terms for physical characteristics include "motion picture films." Slides could be identified as "photographic slides" or "transparencies." What terms would you and your patrons find most useful? Are there terms for other media that you would like to see on the list? Please send your suggestions to Robin McElheny, Workgroup chair, HUL Preservation Office, 25 Mt. Auburn St., email: firstname.lastname@example.org.
Early shutdown. On Saturday night, April 16, OIT will be installing some hardware changes on the mainframe. In order to allow as much time as possible for these changes, HOLLIS and HULPR will be shut down an hour earlier than usual, i.e., they will be shut down at Midnight instead of the normal time of 1:00 AM. If you have any questions or concerns regarding this, please contact Linda Marean in OIS or marean@harvarda.
Design Library complete.
HOLLIS Enhancements Update
In addition to the changes listed above, 4 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.
HULPR downtime on 03/11. It has been brought to my attention that no explanation has been provided for the interruption in HULPR service which occurred on Friday afternoon, March 11.
HULPR did not actually 'crash', but it became so 'stressed' that it was impossible to use. This situation was caused by a problem with the processing of the Journal files used for backup and recovery. The system halted in order to ensure the protection of Journal data. OIT and OIS are currently working on a modification to this processing to prevent this problem in the future.
If you have questions or would like further information, please call Linda Marean at OIS, or by e-mail, marean@harvarda.
Canon printers purchased after 04/01 will not be supported! This is NOT an April Fools joke. In a "HOLLIS Network Equipment" memo sent to all HOLLIS Managers, Heather Reid reiterated that libraries should not purchase any more Canon BubbleJet printers. OIS will not provide support for Canon printers purchased after April 1, 1994. "No support" means OIS will not install new Canon printers and will not make service calls. OIS will continue to service existing Canons -- but will begin charging for replacement ink purge units ($69.00) after July 1, 1994. Contact Heather Reid in OIS if you have questions.