Agenda for HOLLIS Liaisons Meeting (#94)
July 13, 1994
Lamont Forum Room, 2:30 - 4:00 p.m.
1. Announcements: Jon Rothman
Notes from the May Meeting
End of fiscal year approaching. Library units should begin making preparations for yet another end of fiscal year. HOLLIS end of fiscal year procedures are scheduled to begin on 30 June 1994 at 6:00 p.m. The HULPR system will remain in operation Thursday until the normal shutdown time of 1:00 a.m. Friday to allow circulation units to function normally. However no payment activity will be allowed after 6:00 p.m. Users attempting to create or modify orders (OPRs), ACUs, or invoices will get hostile messages such as 'FILE NOT AVAILABLE.' Contact your own financial office for specific instructions. Contact Linda Marean in OIS if you have questions.
Changes in OIS staffing. OIS recently filled two vacant positions. Systems Librarian Joachim Martin joined the Applications Development and Support group on 11 April, replacing Kate Weber, who relocated to California. Joachim earned his MLS from UC-Berkeley last year. Before coming to OIS, he worked on the Design Library's DOORS Project. More recently, OIS hired Martha Creedon as a Reporting Specialist in the Library Services group, replacing Kate Mullen who also went West. Martha comes to us from Trinzic Corporation in Waltham. She brings with her an impressive level of experience in database design, reporting, technical and user support. Martha has an MLS and has worked in both academic and corporate settings.
Tracey noted that units should now submit the report requests they have been holding the last few months. OIS appreciates everyone's patience while Martha gets up to speed on the production of HOLLIS reports. Contact Martha in OIS if you have further questions about reporting.
Shelflist card problems. OIS is investigating a change to a new card stock vendor for shelflist cards. The new vendor's stock is slightly different than what we use now. Staff interested in seeing a sample of the new stock can contact Linda Marean in OIS.
Bridge update. The Bridge is a gopher-based service providing access to library-related information resources available over the Internet, including HOLLIS, other library catalogs, periodical indexes in many subject fields, directories, guides to the Internet, and much more. Kathy Klemperer, OIS Assistant Director for Systems Development and Bridge Project Leader noted that development is still in Phase 1 -- there are terminals and microcomputers in Widener, Design, and the Kennedy School Library that offer the Bridge. Over the next few months, the number of in-library devices offering the Bridge will increase. Later this summer, Phase 2 will allow desktop gopher clients outside of libraries to access the Bridge. Part of Phase 2 involves developing a process by which the Bridge can authenticate a user's Harvard affiliation in order to access databases with license restrictions. Phase 3 will incorporate a keyword search and launch function (that is, search by a resource's name or subject) coverage and get a list of eligible databases from which you can select and connect. OIS tentatively plans to have all three Phases in place in time for a Fall 1994 debut. Libraries interested in offering the Bridge from terminals or microcomputers should contact Heather Reid in OIS. For more information about the Bridge, contact Kathy Klemperer in OIS.
Recon update. Karen Carlson Young, Recon Project Manager, reviewed for liaisons recent developments in the University Library's retrospective conversion project. To date, OCLC has processed 1,375,000 records and currently processes approximately 110,000 records per month. This monthly rate reflects an increase in processing negotiated with OCLC, due to an increase in processing capacity. OCLC is also stepping up the rate of quality control -- OCLC staff will be reviewing every 35th record for errors or approximately 2 percent of total number of records to be processed.
In June, OCLC and Harvard Recon staff will meet to work out details related to medical (MeSH) and series authority processing. Karen noted that HOLLIS still does not reflect all authority corrections -- OIS estimates that the 15 percent of personal names not yet processed into the HU database will be there by July. Karen also asked that library staff report any problems they see with Recon records. The volume of converted records being added to HU is very high and central Recon staff can only manually review a small percentage of records.
Extending HOLLIS Public Catalog availability. OIS has received an increasing number of requests over recent months to provide 24-hour access to the HOLLIS Public Catalog. (Recent increases in network and dial-up connections to HOLLIS may be one reason for these requests.) OIS is now investigating what system changes and additional resources it would take to have HOLLIS available for extended hours. A summary of Tracey's remarks to liaisons and an update on the status of this project appear later on in this issue.
Discussion of final changes to HOLLIS. One of the outcomes of discussing the Automation Planning Committee (APC) paper 'From HOLLIS to HOLLIS II' is the concept of a set of final changes to HOLLIS. The APC commissioned OIS to ask various library groups for their comments on this issue of final changes. Tracey summarized the major points made in a HOLLIS Final Changes paper (appended to the May 1994 HOLLIS Newsletter) and asked liaisons for their input on the project list portion of the paper.
Why the concept of final changes? The current prediction for the next generation HOLLIS system is that its implementation will occur in the 1996- 1997 timeframe. Sometime before then, OIS must begin diverting its energies towards developing this new system - - necessitating a review of outstanding, unprioritized HOLLIS I projects and a decision about which ones should still be pursued. The assumptions made by APC and OIS are:
Liaisons comments on Project List. Tracey reviewed the list of current and future HOLLIS I projects that appears in the HOLLIS Final Changes paper (from the May 1994 newsletter). Below are liaison comments arranged by the project categories in the paper.
In- progress projects. Automated course reserves processing in HOLLIS (item c) went into the first stages of production in late April. Kathy Anderson asked if enhancements to this new process will be possible. Tracey replied that OIS support for existing functions includes enhancements when necessary. Ellen Cohen asked if it will be possible to add other data to the LC Books File besides Casalini and Harrasowitz blanket order records (item g). Robin Wendler noted that if the supplier could provide the data in a compatible format, via file transfer, OIS would consider loading the data (assuming the library community wanted the data in BF).
Assumed projects. OIS assumes that as libraries complete their retrospective conversion projects they may want to join HOLLIS automated circulation (item k). Liaisons asked if OIS could produce some guidelines for those libraries wanting to join circulation in the 1996-1997 timeframe. An article on this topic will be forthcoming in the next HOLLIS Newsletter. In the meantime, units considering automated circulation should contact Daniel Bednarek in OIS.
Current list of projects not yet prioritized or needing reassessment. Suzanne Kemple commented that she thought OIS had already committed to the addition of Psycinfo to HOLLIS (item m) and wondered how Psycinfo found its way to the "not yet prioritized" list? Tracey agreed that there was a commitment to make Psycinfo available, but the assumption that HOLLIS would be the platform is being questioned. Another not-yet-prioritized project with high transferability to HOLLIS II involves development of a non-HOLLIS database search engine. If such a project goes forward, OIS could temporarily make the FirstSearch version of Psycinfo available on the Bridge (the University Library's new gopher service) until the new search engine is in production. Suzanne pointed out a few weaknesses to this approach: the FirstSearch interface to Psycinfo is clunky and many libraries on campus are not yet able to access the Bridge. Another drawback is that some libraries are offering the Bridge from networked IBM terminals and these terminals cannot produce screen prints because they use a special emulation cartridge. This limitation would be a problem for Psycinfo users.
Several liaisons inquired about the status of the LISH (Large Index Searching in HOLLIS) group's enhancement that would allow qualification of keyword searches (item n). The LISH recommendations are designed to increase the success of index searching as Recon expands the HU database to more than eight million records. OIS tested keyword search qualification in late 1993 and discovered that the enhancement severely slows HOLLIS response time. Tracey noted that some recent fine-tuning of HOLLIS system software may improve response time so OIS intends to re-test this year.
Document delivery was on the minds of many liaisons during this discussion. Several asked about the status of the FETCHERRS Project (Facility to Enter Through the Catalog in HOLLIS End-user Requests for Retrieval from Storage) which has been approved by HAAC but on hold pending completion of the Course Reserves project. The FETCHERRS proposal focusses on retrieval of materials from the Harvard Depository. There has been some discussion about broadening its scope to address all document delivery issues, but some liaisons suggested this might not be feasible in the short term. A broader scope could delay implementation and reduce the project's pay- back -- better to focus on the HD portion recommended by FETCHERRS, which would still be of great value to many libraries. One liaison pointed out that a recommendation of the IRK (Item Record/subfield K reporting) group to add two reporting fields to HOLLIS item records had been folded into the FETCHERRS project. If FETCHERRS were to be delayed or canceled, OIS should consider implementing these item record reporting fields anyway, as they would be very useful.
Two other projects from the not-yet-prioritized list received "honorable mentions" -- an interface to the ABLE binder system and digital imaging projects. Kathy Anderson and Kathy Berry commented that HCL's growing interest in electronic reserves and electronic preservation of materials might be good candidates for digital imaging projects.
What's important? The goal of the discussion was to gather liaison opinions on final changes to HOLLIS, combine these with the comments of other library groups, and return to the APC with a recommendation. Near the end of the discussion, an informal tally of liaison opinions identified LISH indexing enhancements, an ABLE interface, end-user retrieval of HD materials, and mounting Psycinfo as the most important projects OIS should pursue before HOLLIS II arrives. Tracey asked that liaisons consult with their colleagues on this issue and contact OIS with any further comments.
find au aeschylus//la=ger//xr=n
find su mammal//xr=n
Valid //xr= values are n (or no) and y (or yes). The //xr= qualifier can appear in any order when other qualifiers are present, or //xr= can be the only qualifier added to a search. The maximum number of qualifiers for a single search has been increased to 3 (so that you can still add 2 other qualifiers to a search in addition to //xr).
HOLLIS liaisons ranked the option to exclude authorities and cross-references as the number one indexing enhancement in the 1993 enhancement prioritization process.
Staff feedback needed. The //xr= qualifier is now available on a trial basis in technical services and catalog modes of HOLLIS/HULPR. OIS has not added catalog help screens to explain this new feature and is delaying more official announcements about its existence until staff have a chance to play with it and offer OIS some feedback. Specifically, we need comments on two points:
The default for qualified searches is currently yes, but with the availability of //xr=y, OIS wants to make sure this is still the best choice. Note that the default for unqualified searches would remain Yes (include auths/xrefs) in any case. Our final decision about the name of this qualifier and the HOLLIS default for authorities and cross-refs will apply to staff and general users (that is, it will work the same in technical services and catalog modes of HOLLIS and HULPR.
So try out this new qualifier and let us know what you think. Please send your comments/questions to Julie Wetherill in OIS (email@example.com). These questions will also be discussed at the July HOLLIS liaisons meeting (Wednesday, 7/13, 2:30-4:00 pm, Lamont Forum Room).
Update on Default Bibliographic Displays in HOLLIS. SSHUSH is recommending that the default display for databases other than HU be the long display, and that the display be reset to the default after each CHOOSE or QUIT command. (At present the default is the short display in all databases, and the display type is reset to the default after each FIND command.)
For HU, this would mean that the short display would show until the long display is requested. Once the long is requested, records would continue to display in the long form, regardless of how many search requests were made. Thus you would not have to request long after each search if you were trying various approaches to a given problem. However, if a user walks away from the terminal after requesting the long display, later users would find their requests also displayed in long, until another database is chosen, or someone quits to the database selection screen.
For databases other than HU, the default display would be long. The short display would be seen only when specifically requested. In some databases libraries might prefer users to request short before printing to save printing costs.
SSHUSH proposes that the recommendation above be substituted for the enhancement request to eliminate the short display in LG, which is one of the top 5 priorities for OPAC enhancements. (According to OIS, the difficulty is about the same.) If you feel that having the long display be the default with a specific non-HU database, please contact Dorothy Solbrig (solbrig1@husc; 495-3944).
Extending HOLLIS Public Catalog availability. In response to many requests, OIS is working towards allowing HOLLIS to remain available on a more extended schedule. At the May HOLLIS Liaisons meeting, Tracey Robinson outlined some assumptions about a Public Catalog available for extended hours:
Progress report. OIS' main concern about an extended-hours catalog is that we preserve some time for HOLLIS system maintenance. It is true that HOLLIS is a read-only system and much of the maintenance for both the HOLLIS and HULPR systems can take place while the HULPR system is down but the HOLLIS system is up. However, the HOLLIS and HULPR systems both need to be down for installation of new programs and some system hardware maintenance. Normally scheduled windows for system changes and hardware maintenance are Tuesday and Thursday mornings from 5:00-7:00 am and 1:00-9:00 am on Sundays. After considering the needs of HOLLIS users and the system maintenance requirements of HOLLIS itself, OIS plans to schedule HOLLIS to remain up until 4:30 am every day. HOLLIS will routinely be brought down at that time. If no system window is scheduled or if a scheduled one is not being used, HOLLIS will be brought up again immediately -- a process that takes approximately 10 minutes. If the extended window on Sunday morning is used, HOLLIS will be brought down at 1:00 am and will be returned to service as soon as possible. In any event, service will be restored no later than the present scheduled time of 7:30 am Monday - Saturday and 10:00 am on Sunday. OIS will notify staff via HULINFO and this newsletter when the Public Catalog's extended hours are in effect. If you have questions or comments, contact Linda Marean in OIS.
Notes and Reminders
HCL OCLC-HOLLIS link. Staff using the HCL OCLC-HOLLIS Link may have experienced problems in early June. These problems were fixed as of June 15. Usage of the Link is diminishing markedly as HCL units migrate to the HCL LAN. Lamont is on it now, Music is migrating (has migrated?), and Tozzer, Hilles, etc. will be moving onto it soon. Technical service units with PCs on the LAN will be able to access OCLC directly, in a fully-functioning mode. When the migrations of HCL units are complete, the usage of the Link is expected to drop through the floor.
The Link costs HCL $5000/year to run. At some point we will have sufficient numbers of people with sufficient numbers of PCs able to access OCLC that it will no longer be efficient for us to run a crippled means of accessing OCLC.
Plan ahead! The Link will be here this next fiscal year, but you should not count on it being continued indefinitely. We cannot reduce the expenses beyond what we have already done, and it is becoming more and more expensive to run for the number of people still using it.Michael Kaplan would be interested in hearing who is using it and for what, and whether--assuming you are HCL--you will be receiving PCs on the LAN in the next fiscal year.
Change to HU search options screen. SSHUSH recently recommended a change to the presentation of search options for the HU database, as an attempt to better identify the difference between real index searches (AU, TI, SU, ME) and submenus with other search options (CALL, KEYWORD, OTHER). OIS went ahead and made this change, which became effective on Monday, 6 June. If you are curious, select HU while in the public catalog and you will see the new options screen. If you have comments, contact Dorothy Solbrig at Bio Labs.
VINE and Course Catalog updates. VINE staff member Andrew McRae is handling questions regarding data loading and technical issues for the VINE and the Course Catalogs while OIS and OIT select a replacement for Manager Amy Lozano, who resigned in late May. Andrew's number is 495-1821 and his e-mail is firstname.lastname@example.org. Staff continue to migrate the VINE campus information system from a mainframe-based application to a gopher, with the expectation that the mainframe VINE will go away in the Fall once the gopher version of VINE is fully functional. Faculty of Arts and Sciences 1994/1995 course offerings are currently being loaded into the Course Catalogs gopher and will become public in late July and early August. Contact Andrew McRae in OIS if you have questions.
Upgrading to Ariel for Windows. In direct response to requests from Ariel users, the Research LibrariesGroup (RLG) has developed a new version of Ariel that is a Microsoft Windows 3.1 application. This new version is available now to current Ariel users at a special upgrade price of $149.00.
The new Ariel for Windows makes it easier for users to send and receive documents, supports a wider array of popular printers and scanners, and uses group 4 compression to increase storage capacity and shorten transmission times. Other advantages include easy installation and troubleshooting, use of letter, legal, or A4 paper sizes, true background operation, TIFF image file importation capability, abundant online help, and more.
However, some of the underlying features that give Ariel for Windows its superior functionality (e.g., group 4 compression, FTP file transfer) make it unable to exchange files with the version of Ariel you currently have. In consequence, we are phasing out earlier versions of Ariel in favor of the new version.
For current users not interested in Windows capability we have created a DOS-only version of Ariel that can exchange files with Ariel for Windows. You may upgrade to that package via anonymous FTP at no charge.
Ariel for Windows will be ready for distribution in July 1994. This announcement along with an order form was sent by US mail to current Ariel users. You may also receive this information via electronic mail. For Further information and order forms, contact the RLIN Information Center by email (BL.RIC@RLG.STANFORD.EDU) or by phone (1-800-537-RLIN).
Invoice file weeded. 39,564 invoices completed before 7/1/93 were weeded from the invoice file last night. This is an annual job which is done just before the end of each fiscal year. There are no fiche products associated with this weeding. If you have any questions regarding this process, please call Linda Marean in OIS, 495-3724 or by e-mail, marean@harvarda.
Course reserves in HOLLIS. The new Course Reserves (RV) database is now available in the HOLLIS. The RV database provides information about items on reserve or requested for reserve at Cabot, Hilles, and Lamont libraries.
OIS programmers and reserves staff from these libraries will use the 1994 Summer School as a testing period for RV. Modifications to RV technical processing and catalog display will no doubt continue through the summer. There will be a demonstration of Course Reserves functions at the July HOLLIS Liaisons meeting. A more detailed description of these functions will appear in the August newsletter. In the meantime, you can try out this new database in the Public Catalog by typing "choose rv" from the "Welcome to HOLLIS" screen.
Contact Daniel Bednarek in OIS if you have questions.
HULPR upper case translation problem. In late 1993, and again -- sporadically -- in 1994, OIS has received reports of staff having difficulty accessing HULPR. The problem is characterized by the message "invalid transaction" following sign-on commands CSSN, LTHU, or LIBR. The IBM mainframe interprets all commands in upper case. It should automatically convert your lower case commands to upper case but for some unknown reason the mainframe does not always make this conversion. OIS has implemented the KASE command as an easy solution to this problem. If you encounter this situation again, enter the command-
Editing Library Guide (LG) database records. Records in the LG database were temporarily unavailable for editing in early May, caused by a bug from a program change in HULPR. The problem is fixed and staff should be able to edit LG records again. Contact Daniel Bednarek if you have questions.
Major Microform sets purchased. The Harvard College Library recently purchased a number of Major Microform sets. OIS has just finished loading the piece-level cataloging into HOLLIS for the following sets. The number of titles in each set is indicated. We will be purchasing other sets at a later date.
If you have any questions about this, please call Michael Kaplan at 496-3794.
HOLLIS Enhancements Update
1. Attempts to move the locs (MLOX command) from records with more than 248 item linkages used to fail with an abend code of "????". A fix has been made so that records with up to 650 item linkages can be successfully MLOXed and, in the rare case when the new limit is exceeded, the message "TOO MANY ITEMS TO MOVE" will be produced rather than an ABEND.
2. The DERIVE command had inappropriately retained 948 fields (Recon coded note) in newly derived records, forcing operators to manually delete them. 948 fields are no longer retained during DERIVE.
3. Situations which used to produce and 810B abend now result in the error message: "FORMAT AND DATABASE ARE INCOMPATIBLE". The situations in which this occurs are: 1) Issuing a RFMT command with a format code which is not valid in the current database, 2) attempting to do a cross-database display of a record whose format is not valid in the current database (e.g., "LTLG find AAA0001 HU" where HU record AAA0001 is a format 'B' record, but format 'B' is not valid in the LG database from which the command was issued.)
4. A new qualifier type (xr) has been introduced to allow users to specify whether references are to be included in the results of string searches (see article on p. 4). This item was #1 on the indexing enhancements list.
In addition to the changes listed above, 5 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.
It now costs to replace a Canon purge unit! This is a reminder to staff that as of July 1st, 1994, OIS will no longer subsidize the cost of replacement ink purge units for the Canon Bubblejet 80 printer. OIS will continue to install replacement purge units upon request, but will bill the approximately $45.00 cost of the unit to the requesting library. OIS urges all libraries with HOLLIS terminals to order the HP DeskJet 520 when acquiring a new HOLLIS terminal printer or replacing an existing Canon printer. Contact Lauren Caulton in OIS if you need to schedule a purge unit replacement.
A comparison of network telecommunications software. Harvard libraries are replacing dumb HOLLIS terminals with microcomputer workstations at a rapid pace. Each workstation offering network access to HOLLIS or HULPR will employ some type of telecommunications software to make that connection. Access to HULPR requires the use of TN3270 client software. HOLLIS may be accessed using either TN3270 or telnet/VT100 software. For both systems, TN3270 software must be used in order to display and edit diacritics and special characters. OIS has several recommended TN3270 packages which support the ALA character set and the purpose of this article is to summarize the characteristics and requirements of those packages. All of the packages described here are available free of charge from OIS.
One caution: when describing how to connect to services available on a network, we sometimes are forced to use some fairly technical terminology. If you do not understand the descriptions that follow, seek the assistance of your local network support staff. If that is not an option, contact Heather Reid in OIS.
Network configuration is important. The two attributes OIS expects in these software packages are a relatively reliable method of connecting to HULPR and full ALA character set emulation (for display and editing of diacritics and special characters). Other attributes, such as keyboard mapping, printing, macro editor, multiple simultaneous sessions, and file transfer, are usually available in some form. Your network configuration, and especially the type of packet driver being used, will determine which communications package is compatible. Most of the configurations below work with the ODI packet driver, with the exception of the Novell network with the Clarkson or BYU packet driver (described in the "Packages for the DOS Environment" section). OIS network support staff have found that network configurations using ODI packet drivers (especially Novell with the Windows-based McGill TCP3270 client) are the best configurations for network connections to HOLLIS and HULPR.
Packages for the DOS environment. Two TN3270 packages which support the ALA character set are available for the DOS environment. The McGill NET3270 communications software runs on Novell Networks utilizing Novell's Lan Workplace for DOS package. NET3270 supports printing to any printer than can perform IBM ProPrinter emulation The Kennedy School Library is currently using NET3270 to connect both public HOLLIS PCs and backroom HULPR PCs.
Cornell University's PCIP communications software also runs on Novell networks but does not run with Lan Workplace for DOS. Instead, it requires that the local area network be running with the Clarkson or BYU packet drivers. Widener is currently using PCIP to connect PCs in technical services departments to HULPR. One major drawback of the PCIP package for many units is that it does not support any printing functions. Also, it has been found to be 'buggy' when used to connect to applications other than HOLLIS and HULPR (for example, HUBS). One advantage to PCIP is that it works well with the macro-writing software NewKey, which is used extensively at Widener to save time and keystrokes when performing repetitive tasks.
Packages for the Windows environment. It is possible to get ALA character set support in the Macintosh environment using TN3270 software from Brown University. This package supports printing. However OIS has had reports of some bugs in the ALA character set implementation in the Brown package. The Middle Eastern Division in Widener uses the Brown TN3270 software to connect their Macintosh workstations to HULPR, although they report problems getting the full character set using this connection.
So ends the description of TN3270 software options for connecting to HOLLIS/HULPR. If you have questions, please contact your network administrator or Heather Reid in OIS.
Nulls and blanks, and microcomputers that connect to HULPR. Some of you may remember the "nulls and blanks" problem we encountered when the IBM 3163 terminals were first introduced. This caused superfluous blanks to be stored in HOLLIS records after they had been edited online.
For IBM terminals the problem has been fixed by programming the F24 key sequence to set nulls processing to strip these blanks (this same key combination also "turns on" the display of diacritics on terminals with an ALA cartridge). Once this key sequence was issued, the superfluous blanks in records would get stripped when an edited HOLLIS record was filed.
Unfortunately, this problem has re-surfaced for those people using network-connected microcomputers to do HULPR editing. There is a parameter in the configuration file of your network communications software that controls the processing of blanks into nulls. Reports to OIS about the "padded blank" problem have increased recently -- no doubt because microcomputers are replacing HOLLIS IBM terminals at a rapid pace. OIS recommends several packages for use with network configurations here at Harvard: McGill NET3270, McGill TCP3270, Cornell University's PCIP, and Brown TN3270. Each of these has its own way of configuring nulls processing and no two are completely alike. What follows are the instructions for each package on how to change this parameter and avoid imbedding blanks in HOLLIS records. If you suspect the communications software on your workstation is not configured properly, make the changes described below or contact your network support staff for assistance.
If you suspect your nulls processing settings are incorrect but you are unable to make these changes, contact Lesly Corrielus or Ciata Victor in OIS.