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HOLLIS Newsletter

Volume 9, Number 5 (May 1994)

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  • Agenda for HOLLIS Liaisons
  • Feature Articles
  • Indexing changes
  • Hierarchical Place Name authorities
  • VINE now available via Gopher
  • Harvard Home Gopher changes and notices
  • Notes and reminders
  • Strange author entries for exhibitions
  • Tag Table change for 650 field
  • Options area of HOLLIS records
  • Subject index problem
  • Juliet Schor talk available on tape
  • HULPR security problem
  • HULPR security requests--reminder
  • OCLC record conversion
  • HOLLIS enhancements update
  • Subject and call number searching hints
  • Network notes
  • HOLLIS printer update
  • De-commissioning IBM terminals
    Agenda for HOLLIS Liaisons Meeting #93
    May 11, 1994
    Lamont Forum Room, 2:30 - 4:00 p.m.

    Announcements: Tracey Robinson
    Discussion of extended HOLLIS Public Catalog hours: Linda Marean
    Discussion of HOLLIS Final Changes: Kathy Klemperer

    • OIS is collecting input to help define the final set of development changes to be incorporated into HOLLIS I. This topic will be discussed at the May HOLLIS Liaisons Meeting. A paper with more information on this topic is attached to this Newsletter.

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    Feature Articles
    Indexing changes effective 04/18. In April OIS made some changes to HU indexing:

    • Abbreviated Title fields (210) are now indexed in TI.
    • Untraced Series fields (490:0) are now indexed in TI. This does mean you'll see split files due to non-standard series entries, because untraced series are not controlled.
    • Untraced Series (490:0) and the Series Traced Differently (490:1) fields are now indexed in KTI, KTS, and KW.
    • A new 1st indicator (0) is available for use in the 929 (local title added entry) field. This indicator should be used when you want the local title to display in the public catalog as well as in technical services indexes.

    These changes were given high priority during the recent enhancement prioritization process. Consult the HOLLIS Enhancements Update section for more information about these changes. Please contact Robin, Jon, or Julie in OIS if you see anything untoward.

    Creating Hierarchical Place Name authorities. The PL index provides access to the Hierarchical Place Name field (752) which is usually used to provide access to the place of publication in the form a Country b State d City. It is also used by the National Newspaper Project to indicate the area of coverage, in which case the county is included in a subfield c. It is now possible to create authority records to point to the authorized form from older forms and variant spellings of the place name.

    N.B. The current form of the place name is used in the 752, that is, use Russia--Saint Petersburg instead of Russia--Leningrad or U.S.S.R.--Leningrad. Consult the Library of Congress Subject Headings for the current form of the name.

    To create an authority record, type LTHU NEW A. Fill in the fixed fields correctly using the tag table, making sure to supply the code 'b' in both the A/T: and SUBJ: fields. Supply the authorized heading in a 152 field, and supply cross-references in 452 fields.

    In many cases, name changes are accompanied by border shifts, often many times over the course of history. Make as many combinations of country and city references as you feel necessary to cover older country names and older city names. In those cases where it may be difficult for the searcher to know which country name to use with a given city name, you may make a reference from the city in a subfield a. Note that this is to be an exceptional practice.

    In the PL index, 752 fields are rotated on subfield d. This means that if someone searches the city alone, he will retrieve entries for the country plus city. However, it's not possible for something to be both a cross-reference and a rotated heading. Anyone who is uncertain as to the current form of the place name should always search the full heading rather than the city name alone.

    There will be an open meeting soon for interested parties to discuss further guidelines for the use of the 752 field and corresponding authority records. Keep an eye on LIBINFO or HULINFO for an announcement.

    VINE now available via Gopher. VINE, Harvard's Campus-wide Information System, is now available as a Gopher service. Gopher users can now access VINE directly by pointing their clients to the Harvard University Home Gopher, at , and choosing the fourth option on the menu, "VINE (Campus Information - Gopher Version)."

    The Gopher version of VINE is currently a "mirror" of VINE itself (which continues to be available via telnet to ) and is automatically updated each night to reflect the previous day's changes to the contents of VINE.

    Over the next few months, both the Gopher and non-Gopher versions of VINE will be available and then VINE will completely transition to Gopher by the fall. For the most part, the Gopher VINE contains the same information as the non-Gopher service. Please read "About the Gopher Version of VINE" under "VINE (Campus Information - Gopher Version)" for more information.

    For Gopher and Web administrators who want to place a link to the VINE mirror on their own servers, the link information is:

    • Type=1
    • Name=VINE (Campus Information - Gopher)
    • Path=1/.vine/mainmenu
    • Host=gopher.harvard.edu.
    • Port=70

    and the URL is (gopher://gopher.harvard.edu.:70/11/.vine/mainmenu).

    Harvard University Home Gopher Changes and Notices
    In addition to the Gopher version of VINE, three other items have also been added to the Harvard Home Gopher:

    A new category called Harvard Publications has been added to the main menu. It currently contains:

    • Information Infrastructure Sourcebook (Kennedy School)
    • Kennedy School Case Studies
    • Yard Bulletin (Information for Freshmen)
    A Harvard University Telephone and Mail Directory, which is currently maintained by the Faculty of Arts and Sciences.
    • This contains information about Harvard University faculty and staff, as well as electronic mail addresses for undergraduate and graduate students at the Faculty of Arts and Sciences.

    Phone Books at Other Institutions. We'd also like to remind server administrators of two other services available on the Home Gopher: the directory of Harvard Gopher servers, at:

    • Path=1/.harvardgophers URL: gopher://gopher.harvard.edu.:70/11/.harvardgophers
    and a local (and much faster-performing) mirror of the University of Minnesota's "Other Gophers and Information Servers" list, at:
    • Path=1/.othergophers URL: gopher://gopher.harvard.edu.:70/11/.othergophers
    Please send questions or comments to (gopher-comments@gopher.harvard.edu).

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    Notes and Reminders
    Strange author entries for exhibitions. Some of you have noticed slightly odd-looking author entries on a small number of retrospective conversion records created for Biblioteca Berenson exhibition catalogs. These headings contain the name of the institution holding the exhibition, followed by the date and the form subdivision "Exhibition catalogs." They are non-standard, particularly in the form of institution name which gives the place name first, in Italian, followed by the gallery name. For this reason, they are marked as library-specific entries with a subfield "i ber." This will mean that the entry will only be associated with the Berenson holding if the record is ever exported from HOLLIS.

    For those of you who would be so inclined, do not worry about these headings. You don't need to correct them or worry abut them being associated with your holding. In HOLLIS they are searchable in the AU, KAU, KAC, and KW indexes. Claimed records will also include an entry using the AACR2 form of the name. However, if you need to add your holding to a keyed record, you should add the correct form in a second 710 field. Call Robin in OIS or Karen Carlson Young, 496-4011, if you have questions.

    Tag Table change for 650 field. OIS has defined a 650 field second indicator value "7" -- topical subject heading from a thesaurus identified in 650 subfield |2. Staff in Houghton Library's Richardson project will use this field to encode subject headings in the Visual Materials (VS) database in HOLLIS. Other libraries have expressed interest in using the 650:_7: as well. Staff will be able to input the 650:_7: while cataloging directly in HOLLIS, but will not be able to produce this field in a utility record and import it into HOLLIS (HOLLIS cataloging processing programs will discard occurrences of the 650:_7: if they are present on incoming records). Staff must also include the code for the thesaurus in a 650 subfield |2 (source of heading or term). The codes can be found in an authoritative list of thesauri produced by one of the bibliographic utilities, or from the Library of Congress' USMARC Code List for Relators, Sources, Description Conventions.

    These topical subject headings from "other thesauri" will not be string-indexed in SU or ME. They will be indexed in keyword (KW and KSH). However, OIS has not yet implemented the display changes to allow this type of heading to display in the Public Catalog (the VS database is not yet in the Public Catalog either). These will be combined with other display changes planned for this summer. If you have questions, contact Robin Wendler in OIS.

    Options area of HOLLIS records. SSHUSH is taking a new look at the Options area of HOLLIS Public Catalog screens. As new features have been added to HOLLIS, the options area of the HOLLIS screen has become confusing and incomplete. Usually there is not enough space to display all valid options in an ordered way with explanatory text. As features are added to HOLLIS, the number of possible choices is increasing. We are wondering whether we can improve the situation.

    Are there options that you consistently miss having in the options area? On which screens? If you wanted to add an option, bearing in mind that we are limited to three lines, what would you take out? Please reply to Kathleen Donovan (5-3421; donovaka@hugse1.harvard.edu) or to any member of SSHUSH. Thanks for your input.

    Subject index problem. On Saturday morning, April 23 there was a problem with the Subject Index such that searching by subject was not possible. OIS was able to fix the problem as soon as it was brought to our attention. We regret any inconvenience this may have caused. Please remember that the OIT Help desk at 495-3000 is always available for the reporting of problems. If they are unable to resolve the problem, they can contact OIS staff, even during off hours. If you have any further questions, please call Linda Marean at 495-3724 or by e-mail, MAREAN at HARVARDA.

    Juliet Schor talk available on tape. The HUL Professional Development Committee audio taped the talk "Is More Better? Work and Productivity in the 1990's" by Dr. Juliet Schor, April 15, 1994. If you are interested in borrowing the tape, please contact Mary Beth Clack at 495-2422.

    HULPR security problem on 4/12. HULPR security was updated on 12 April to reflect the changes in the new Security Worksheets which were distributed earlier in the month. Unfortunately, a small mistake in the coding resulted in several people being unable to update bibliographic records. This error has been corrected, but installing the corrected version required bringing HULPR down and immediately back up on the morning of the 12th. OIS apologizes for any inconvenience this caused.

    Reminder about HULPR security requests. Staff requesting new operator IDs or changes to existing IDs should be using the new and improved Security Worksheets that were distributed in early April. Note that OIS has changed the Tech Services Security Class codes. Staff accustomed to supplying security class codes on this form should no longer assume they know the number associated with a particular level of security. HOLLIS Liaisons who would like a report of all their operators and their current security authorizations, please contact Linda Marean in OIS.

    OCLC record conversion. This is a question for those of you who catalog on OCLC. Back in the mists of time, the contents note field (505) was not repeatable. Then, as now, a single field could not exceed the length of one screen. Therefore, when one had a really long contents note, it had to be input as one 505 field followed by a general note field (500). When we loaded the record into HOLLIS, we converted the 500 field following the 505 into a second 505. We still do this, even though the 505 is now repeatable in OCLC.

    The only functional difference we know about is in the case where a library still produces cards. Two 505 fields get two print constants (CONTENTS:....), while one 505 followed by a 500 get only one.

    We were reminded of this tag-changing recently when OCLC claimed records with a contents note in the 505 followed by a non-contents note in a 500. HOLLIS blithely turned the trailing 500 into a contents note, just as it's been told to do.

    So the question is: What SHOULD we do with a 500 field which follows a 505, now that the 505 is repeatable? Can we assume that you will tag all your contents notes 505, or is there a need to continue using the 505/500 technique? Please consider this and contact Robin Wendler with questions or comments. Thanks!

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    HOLLIS Enhancements Update
    HOLLIS changes completed since 3/25/94. 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, either by telephone at 5-3724 or by email at ROTHMN@HARVARDA.

    1. Abbreviated titles (210 field) are now indexed and available for searching in both Tech. Services mode and in the OPAC. They appear in the OPAC long display with the literal ABBREV TITLE:. Non-standard access titles (929 fields with first indicator 0) are now indexed in both Tech. Services mode and in the OPAC. They appear in the OPAC long display in the OTHER TITLES: group. This item was #1 on the OPAC enhancement list and #3 on the Indexing enhancement list.

    2. Untraced series (490 fields with first indicator 0) are now indexed in the TI index in both Tech. services mode and in the OPAC. They are also now indexed in the KW, KTI and KTS keyword indexes. This change was #4 on the OPAC enhancements list.

    3. Subfield $o (the arranged note) is now consistently indexed in all of the fields where it is valid. This is one part on an request which is #4 on the Indexing enhancements list. The other part of the request (doing away with indexing of subfield $f -- the arranged note in all fields where it is currently indexed) is more controversial given that some units rely on that indexing. That change has been deferred pending further investigation and discussion.

    4. A change has been made to allow the addition of Authority records for place names represented in the PL (hierarchical place of publication) index.

    5. A change has been made to the method for determining which contents notes (505 fields) are kept during HULPR duplicate resolution processing. The new logic works as follows: If both the incoming record and the existing database record include 505 fields and if the first indicator on the first 505 from each record is the same, we will keep all of the 505's from the preferred record. If the indicators differ, we will keep all of the 505's from the record with the lower indicator value. If only one record includes a 505 field, the 505 will be retained regardless of which record is preferred. This change was #2 on the Cataloging enhancement list.

    6. A bug was recently discovered which affects item records linked to LOCs whose holding unit code has been changed. When a holding unit code is changed (e.g. doc to wid) the system should make a corresponding change to the non-displaying location code in any items linked to the LOC. A program modification made two years ago inadvertently caused this to stop happening. The result is that items linked to a LOC when a holding unit was changed after March 1992 cannot be circulated from a service unit associated with the new holding unit code. (To follow the example, an item moved from Documents to the Widener stack cannot be charged at Widener.) The program bug has been fixed. Correction of item records which should have been changed is imminent. There are roughly 2700 of these.

    7. A bug in the TAG command was discovered in the course of writing user documentation: If two successive TAG commands were issued from the same record display and the second request was for a display beginning with an 0xx tag that did not occur in the record, the second TAG command would result in no change to the display. This has been fixed.

    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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    HOLLIS Hints. HOLLIS hints is an occasional Newsletter feature that presents helpful hints about HOLLIS system features. OIS is eager to collect suggestions for topics in this section. Please contact Julie Wetherill at OIS (495-3724) if you have a suggestion.

    Call for input on subject and call number searching hints. This summer, the Editor of the HOLLIS Newsletter would like to devote this column to describing the art of HOLLIS subject and call number searching. While I am fairly familiar with the functional aspects of these indexes, I am woefully lacking in the practical experience librarians and library staff have in using these indexes. So I am looking for hints about using these indexes. Maybe you have come across a particularly effective way to perform these searches in HU or another database; perhaps there is a collection or type of material in HU that you search for in a particularly savvy way. I'm also interested in what you perceive to be the pitfalls in subject and call number searching and how to avoid these (when possible). I'm also looking for comments about problems with these indexes that you have not been able to get around.

    No -- I am not gathering this information with the goal of changing HOLLIS indexing. I want to educate HOLLIS users about these indexes. Please do not assume that what you have to offer is too simplistic -- you would be surprised at the many levels of understanding/misunderstanding staff have about searching subjects and call numbers. To make a contribution, please give me (Julie Wetherill) a call (495-3724), send me your comments on paper (OIS, 1280 Mass. Ave, Suite 404), or send me e-mail (hdoc1@harvarda.harvard.edu). Thank you for your assistance.

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    Network Notes.
    HOLLIS printer update. There has been a change in the printer situation since last month's newsletter. At that time we advised libraries to move as quickly as possible from the Canon BubbleJet printers to the Hewlett Packard DeskJet 500. At about the time you received your newsletter we learned that the DeskJet 500 had been superseded by a new model, the DeskJet 520. Unfortunately the new model cannot easily attach to our IBM terminals because it lacks a serial port. While we are actively searching for a new vendor, we are without a printer to recommend.

    The two major requirements for a HOLLIS terminal printer are that the printer have a serial (not a parallel) port, and that it reproduces the ALA character set. We also prefer a quiet, as well as a moderately priced machine. These needs narrow our choices considerably. There are few printers which can print the diacritics we need and there are also few printers equipped to connect to the serial ports on our terminals. It is possible to attach a converter to the parallel port of a printer, however the response time is adversely affected. OIS will continue to investigate alternatives to the Canon BubbleJet printer and will also pursue further testing of the HP DeskJet 520. We will keep everyone posted.

    De-commissioning dumb terminals. With more libraries switching to 'smart' terminals, the question has arisen as to what to do when removing a 'dumb' terminal (3163 or 3151) from service. Many of these terminals have prepaid maintenance agreements which are billed annually. You should notify IBM that you are removing a terminal from service, giving the effective date of this change, the terminal model and serial number and the IBM Customer number as shown on your bills for maintenance agreements. This notice should be sent to:

    Alice Pollock
    IBM N. New England
    2 Jericho Plaza
    Jericho, N.Y. 11753
    phone: 516-349-6355
    fax: 516-349-6383

    IBM will issue a credit for any unused time on your maintenance agreement.

    You should also notify Ciata Victor in OIS so that this change can be reflected in our terminal inventory records. If you have the terminal model and serial number but do not know your IBM customer number, Ciata can provide it. If you have any further questions, please call Ciata Victor or Linda Marean in OIS, 495-3724.

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