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HOLLIS Newsletter

Volume 9, Number 8/9 (Aug./Sept. 1994)


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TABLE OF CONTENTS

  • Agenda for HOLLIS Liaisons.
  • Notes from July meeting.
  • Reporting specialist hired.
  • Dial-in line upgrade.
  • Mitek is no more.
  • Printer repair charge.
  • New circ. libraries.
  • New contract with RLG.
  • Extended HOLLIS hours.
  • New HAAC subcommittee.
  • HOLLIS Plus.
  • VINE becomes a gopher.
  • New this Fall in HOLLIS.
  • Feedback needed on Help Desk.
  • HULINFO and LIBINFO problems.
  • Self-paced HOLLIS training.
  • Excluding cross-references.
  • HOLLIS II planning.
  • Course Reserves in HOLLIS.
  • RV basics.
  • Feature Articles.
  • HOLLIS Plus Overview.
  • New RISM database.
  • RISM record displays.
  • Searching RISM.
  • Finding the manuscript.
  • Notes and Reminders.
  • Brazil's new currency.
  • HOLLIS changes.
  • General notes. Contents notes.
  • New ways to claim.
  • Canadiana added to BF.
  • RLG contract bears fruit.
  • Internet fair planning.
  • Shelflist card sorting.
  • Vendor file changes.
  • HOLLIS enhancements update.
  • Network notes.
  • HOLLIS dial lines.
  • VINE service changes.

    Agenda for HOLLIS Liaisons Meeting #95

    * * PLEASE NOTE CHANGE OF TIME AND LOCATION * *
    September 14, 1994
    Gutman Conference Center, 2:00 - 4:30 p.m.

    1. Announcements: Jon Rothman
    2. . HOLLIS Plus demonstration: Kathy Klemperer
    3. RISM and FG/PL indexes: Robin Wendler

    Notes from the July Meeting

    New Reporting Specialist. Jon introduced Martha Creedon, our new reporting specialist in OIS. Martha has been working diligently to fulfill end of fiscal year report requests -- including those requests held over in the transition period before Kate Mullen's departure. Martha thanks everyone for their patience and asks that all units get end of fiscal year report requests in as soon as possible.

    Dial-up line upgrade. Heather Reid announced that OIT will be upgrading the telephone lines and modems used for dialing in to both HOLLIS and HULPR in early September. The new modems will be able to run up to 14.4 KBS and are compatible with newer error correcting modems. The migration to the new modems will involve a change in telephone numbers, although both the old and the new numbers will run in tandem initially. New dial-in documentation will also be distributed. More information will be available at the September HOLLIS Liaisons meeting. A more detailed description of this change, titled HOLLIS dial-in lines, appears in the Network Notes section of this issue.

    MVSIP yes -- Mitek no. OIS has started to migrate network HULPR connections from Mitek to a new path called MVSIP. The Mitek box has become increasingly unreliable over the last year; OIS expects the new MVSIP software and hardware to perform more reliably and eliminate the dreaded "Mitek box crashes" that effect HULPR connections for a handful of units. This migration should be invisible with the only noticeable difference being that those connecting via MVSIP will not see the menu when disconnecting from HULPR.

    The OIS Networking and Desktop Systems Group will be working with local network support staff during this migration. [From the Editor: severe problems with the Mitek box in early August forced OIS NDS to speed up the migration process -- only one or two workstations are still using the Mitek path to get to HULPR.] Contact Heather Reid in OIS if you have questions.

    Canon BJ80 purge unit charge. Jon reminded all units that there now is a charge of $45.00 for each Canon BubbleJet 80 purge unit replacement. OIS now recommends the Hewlett Packard DeskJet 520 as the HOLLIS terminal printer of choice. An information sheet with pricing and ordering information went out with the June 1994 HOLLIS Newsletter.

    Three new automated circulation libraries. Design, Gutman, and Wolbach libraries began using the HOLLIS automated circulation system in August. These libraries began processing their materials online starting August 1st, and by September 6 all three will "turn on" their circulation status displays in the HOLLIS Public Catalog. These libraries join eight others: Cabot, Lamont, Hilles, Widener, Kennedy School, Physics Research, Countway, and Divinity.

    New contract with RLG. Harvard and the Research Libraries Group (RLG) have negotiated a new contract to provide unlimited technical services searching of the RLIN bibliographic file and Eureka access to the bibliographic file and Inside Information article delivery service. Access to the Eureka files will be offered through the new HOLLIS Plus system (formerly called the Bridge). More details about these new services appear in an article titled 'Harvard/RLG contract bears fruit' in the Feature Articles section of this issue.

    Extending HOLLIS Public Catalog hours. OIS plans to extend the hours of availability for the HOLLIS system to 4:30 a.m. every day. The new schedule for HOLLIS is:

    Monday - Saturday : 7:00 a.m. - 4:30 a.m.
    Sunday : 9:00 a.m. - 4:30 a.m.

    The 4:30 a.m. shutdown time is to allow for regular system maintenance, usually on Tuesday, Thursday, and Sunday mornings. If no maintenance is needed, HOLLIS will return within 30 minutes. Otherwise, HOLLIS will return at its regularly scheduled time. On Sundays, HOLLIS will come down at 1:00 a.m. if maintenance is needed, and return by 9:00 a.m. [From the Editor: The change in HOLLIS hours took place in early August as planned. Staff should also note that there are no longer any holidays when the HOLLIS system is scheduled to be down. The system will be up until 4:30 a.m. every day -- but on holidays, OIT cannot provide early morning recovery in case HOLLIS fails.]

    However, HULPR hours have not changed (7:00 a.m.-1 a.m.; 9 a.m.-1 a.m. on Sunday) and HULPR does come down during certain holidays.

    New standing subcommittee of HAAC. The Working Group overseeing development of the University Library's new gopher-based service has been reconstituted as a standing subcommittee of the HOLLIS Administrative Advisory Committee (HAAC). This new service, formerly called the Bridge but now called HOLLIS Plus, brings together a variety of information resources in a single set of menus. The Group's first task is to propose the mechanism for gathering input from the library community on the design of HOLLIS Plus and what information resources it should offer. Members of this new (and yet to be nicknamed) standing subcommittee include: Michael Fitzgerald (Chair), Kathy Klemperer, Annelise Martin (OIT), Ed Tallent, Michael Leach, Cheryl LaGuardia, Hugh Wilburn, and Betsy Like. If you have questions, contact Michael Fitzgerald.

    And speaking of HOLLIS Plus . . . Jon Rothman announced that the Bridge is now called HOLLIS Plus. This new moniker should more clearly express how closely this new service is associated with libraries. OIS plans on making HOLLIS Plus widely available starting on September 19th. On this date, HOLLIS Plus (a gopher server) will be available to gopher clients on workstations (home, office, dormitory) and access in libraries will be expanded. For the details, consult the article HOLLIS Plus in the Feature Articles section of this issue.

    VINE becomes a gopher. Jon Rothman reminded liaisons that the Veritas Information NEtwork (VINE) is scheduled to migrate entirely to a gopher platform on 12 September. This means that the mainframe (PNN) version of VINE will be discontinued at that time. Anyone who regularly uses the mainframe version of VINE -- especially library staff who access VINE from the main menu of their HULPR terminals -- should find an alternate way of reaching the VINE. The VINE gopher is available from Harvard's Home Gopher and will be available via HOLLIS Plus. For details about access to the VINE gopher, consult the article VINE gopher service changes in the Network Notes section of this issue.

    HOLLIS -- good stuff this Fall. Forget about the new season of NYPD Blue -- the place to be this fall is in HOLLIS! Starting in September, the HOLLIS Public Catalog will offer a variety of new enhancements:

    • new database: RISM Music Manuscripts 1580-1825
    • new database: Psycinfo (due October or November)
    • a form/genre index in HU and RISM
    • a hierarchical place name index in HU and RISM
    • a User Comment facility
    • Design, Gutman, and Wolbach join the automated circulation system
    The HOLLIS technical services system also expects enhancements:
    • a form/genre index in HU
    • initial implementation of End User Reporting
    • Canadiana data loaded into the BF database
    • Harrasowitz and Casalini data loaded into the BF database (due October or November).

    Marion Schoon asked if Books in Print (BIP) was still being considered as a HOLLIS database. Robin Wendler replied that although the University Library Council had gathered some preliminary information on BIP, there had been no further progress. Marion was also interested in access to OCLC's First Search system. Robin noted that OIS expects further discussions about First Search, but not in the near term. For more information on the enhancements listed above, consult the article What's new this Fall in HOLLIS in the Feature Articles section in this issue.

    Feedback needed on OIT Help Desk. OIS is seeking feedback from library staff on their experiences with the OIT Help Desk (495-3000). Staff are supposed to contact the Help Desk if they experience technical problems connecting to HOLLIS. Sarah Becker observed that it is often difficult to reach the Help Desk when HOLLIS goes down because the phone lines are busy. In this case, Sarah has gotten a recorded message explaining that she can't leave a message -- not very helpful. Otherwise, liaisons had no comments.

    HULINFO and LIBINFO subscription limbo. Julie Wetherill reminded liaisons that it is good listserv etiquette for subscribers to signoff HULINFO/LIBINFO when changing or discontinuing an e-mail account -- otherwise Julie (HULINFO and LIBINFO manager) spends valuable time figuring out why messages bounce back as undeliverable to her. If you are just changing from one e-mail package to another, simply signoff of HULINFO and LIBINFO from your old account and then signon again from the new account. An information sheet with signon and signoff instructions is appended to this issue. Staff should feel free to contact Julie Wetherill in OIS if they have questions about the operation of HULINFO or LIBINFO.

    HOLLIS self-paced training. A hard-working group of library staff is designing a set of self-paced exercises to supplement the HOLLIS classroom training offered by OIS. Julie Wetherill asked liaisons for volunteers to increase the group's size. Emily Scudder, Elizabeth Vernon, and Sarah Becker graciously volunteered. [From the Editor: current membership of this "Training Interest Group" now include: Ingrid Ahlberg, Sarah Becker, Dan Belich, Kathy Berry, Steve Godfrey, Naomi Ronen, Emily Scudder, Elizabeth Vernon, and Cliff Wunderlich. Further details about the Group's progress will appear in the October issue.]

    Liaisons' reactions to excluding cross references. OIS recently implemented a method of excluding authorities and cross-references from HOLLIS index searches -- a new search limit called //XR. (A full description of //XR appeared in the June/July issue of this newsletter.) Liaisons are very pleased with this option but are concerned about whether patrons will understand the implications of its use. Since //XR is available in the Public Catalog, the method of advertising its existence should be carefully considered. Julie noted that //XR would have a help screen and it would be listed as a possible search limit (along with existing limits such as //YR and //FO). But liaisons generally agreed that //XR should not be added to the options area. Liaisons also agreed that the HOLLIS default to display authorities and cross-references remain in place. This means that //XR=N (no cross-references) is the only form of this limit. Lastly, liaisons debated the name for this new option -- "CR" for cross-reference was another suggestion -- but the majority of those present felt that the existing name "XR" should remain. Anyone with questions about //XR should contact Julie Wetherill in OIS.

    Update on HOLLIS II planning. Representatives from OIS have completed their visits with various library committees and constituencies concerning the strategy for a transition from HOLLIS I to HOLLIS II. OIS will consolidate the comments and issues brought up at these meetings and present them to HAAC and the Automation Planning Committee (APC). There was a great deal of consensus on the prioritization of the final list of enhancements to HOLLIS I:

    For immediate implementation:

    • Psycinfo in HOLLIS
    • Re-evaluating keyword search enhancements
    • Auction catalog data in HOLLIS
    For implementation when OIS staff become available:
    • GPO data in HU
    • implement document delivery as outline in the FETCHERRS report
    Projects to be investigated:
    • new database engine
    • links and access to digital imaging projects

    A few liaisons were interested in OIS' thoughts about the direction of HOLLIS II development now that the NOTIS Horizon project was in doubt. Jon Rothman agreed that the elimination of Horizon as a serious contender for the engine behind HOLLIS II will impact the APC's deliberations, but no one is sure what the outcome will be. NOTIS has stated that their newly acquired Dynix system will take Horizon's place, but it is too early to tell. Ann-Marie Breaux asked about the fate of the non-keyword search enhancements in the LISH report. Jon noted that OIS would first investigate the keyword enhancements and then examine other parts of the LISH report. Ann-Marie reminded everyone that while keyword enhancements were worthwhile, the non-keyword enhancements would directly benefit technical services staff.

    The actual transition from HOLLIS I to HOLLIS II is still several years away. But if your questions can't wait, contact Dale Flecker in OIS.

    Course Reserves now in HOLLIS. Information about materials on reserve and requested for reserve is now available in the Course Reserves database (RV) in HOLLIS. Programming for this project started back in the Winter of 1993. The technical services functions required to manage course reserves online became available in May 1994. In June 1994, the ability to circulate reserves online became available and RV was added to the database selection screen in the HOLLIS Public Catalog. The first libraries to use automated course reserves processing are Lamont, Hilles, and Cabot. The Kennedy School and Littauer libraries are also considering participation.

    This article summarizes a demonstration of the RV database, conducted by Daniel Bednarek (OIS Systems Librarian) at the July liaisons meeting.

    RV basic functions. The RV database contains bibliographic and circulation item records for reserve materials, and authority records providing the authoritative form of a course's number and cross-references when a user searches the wrong form. To process reserves using HOLLIS, a library will transfer from HU to the new RV database or create within RV bibliographic records representing the items requested for reserve. Daniel highlighted the three methods of adding bibliographic data to RV:

    • "Batch" move (performed by OIS; copies of HU bibliographic records identified by the library are transferred together and item records are created automatically;
    • Manual derivation of HU records into RV (using a modified DERI command that copies both bibliographic and item records;
    • Manual creation of bibliographic and item records directly in RV.

    While a book is on reserve, the temporary location field (TEMP LOC) of its HU item record indicates that the book is temporarily in the reserves collection. True circulation status is recorded on the book's RV item record.

    Example 1 above contains two course statements since the item is on reserve at Lamont and Hilles. The first indicator of field 985 controls the display of the course statement in the Public Catalog -- value "1" will display the statement; a blank will suppress the statement from display. OIS runs a special weekly job that identifies expired end-dates (985 |e) and changes the 985 first indicator from "1" to blank. Example 2 below illustrates the Public Catalog display of the RV technical services record above.

    The method of requesting circulation status for an RV item will be the same as in the HU database. Daniel noted that if a patron finds all reserve copies of an item checked out, he/she could choose the HU database, search for that item and check if there are any non-reserve copies available.

    RV index searching. To search RV in technical services mode, use the LTRV transaction identifier. In the catalog, type choose rv to select the RV database. All string indexes available to search bibliographic records in the HU database are available in RV, except subjects. In RV, the ability to search course information (name, number, instructor) has replaced subject searching. There are no keyword indexes. There are three new indexes to course information. Using the sample course statement below,

    For more information on these searches, type HELP CN, HELP CI, or HELP CT while you are in the Public Catalog. Search limitation is available in RV. Author, title, and all numerical searches (except call number) can be limited by year of publication, by format, by language, or by a combination of any three of these. Course number, instructor name, and course title searches can only be limited by year of publication and library. Call number searches can only be limited by library.

    Liaisons' questions. In answer to a question on RV costs, Daniel noted that the only RV-specific charge will be the standard $.16 per new item record created. If a library opts to move some or all of its reserve information from HU to RV using a batch process, this charge is waived. There are no other RV-specific charges. Russell Pollard asked about reports based on RV activity. The reporting portion of the course reserves project is still under development. However, participating libraries do receive a periodic report listing the reserve items that are inactive but still on file in RV. Suzanne Kemple asked about how RV handles personal copies and materials produced especially for reserve reading which would not normally have records in the Union Catalog. Daniel explained that designing RV as a separate database makes it easy to handle these materials. Staff create bibliographic and item records directly in RV and this data is never part of HU indexes. When an item comes off reserve, the RV data will remain inactive in RV until it goes on reserve again, or until a staff member deletes the records. Suzanne also asked if information about a library's reserves policies was available in RV. A patron can consult the Library Guide (LG database) in the HOLLIS Public Catalog for such information, but only individual reserve materials are recorded in RV.

    For more information... Any library interested in using automated reserves processing, or just looking for more information should contact Daniel Bednarek in OIS. Libraries that decide to participate will be assisted in the planning process by OIS staff. Daniel suggested that interested libraries think about how they would identify the eligible HU records to be batch-copied into RV -- the more materials transferred via a batch move, the less cost to the library and the less work by staff to prepare for reserves processing.

    | Table of Contents | OIS Contacts |

    Feature Articles
    HOLLIS Plus: One Stop Database Shopping. In January 1994, OIS demonstrated for liaisons the beta test version of a new system called the Bridge (February issue). For the last seven months, OIS has continued to develop this system, and the name of this new service has been changed to HOLLIS Plus. Here is an update.

    Think of HOLLIS Plus as an electronic information shopping mall -- a set of menus from which you can choose a variety of databases and full text documents (collectively, they're called information resources). This new service is called HOLLIS Plus because it brings together all your favorite HOLLIS databases plus many other resources, including: other library catalogs, periodical indexes in many subject fields, directories, guides to the Internet , and much more. HOLLIS Plus also provides connections to VINE (Harvard's campus information system) and the online Harvard Course Catalogs. A list of the resources currently available is appended to this issue.

    In January, the beta test version of HOLLIS Plus (then called the Bridge) became available at Widener, Design, and Kennedy School libraries. Seven months later, OIS has added some new features and more information resources. The official debut of HOLLIS Plus is scheduled for Monday, 19 September. A demonstration of HOLLIS Plus will take place at the September 14th HOLLIS Liaisons meeting. All interested staff are invited to attend this open meeting, from 2:00 p.m. to 4:00 p.m. at the Gutman Conference Center.

    HOLLIS Plus is a gopher. The resources available via HOLLIS Plus come from different sites (called hosts) all over this country. The one thing they all have in common is that they are available over the Internet. To bring these resources together for your use, the University Library decided to develop HOLLIS Plus as a gopher-based service. If you have ever used a gopher menu system, the HOLLIS Plus gopher will be familiar. There are already other gopher systems at Harvard, including the Harvard Home Gopher, the VINE, the Course Catalogs, as well as a variety of gophers maintained by individual departments and libraries. In fact, HOLLIS Plus has connections to many of these as well as other gophers at sites outside of Harvard. To use the HOLLIS Plus gopher, you must have gopher client software and telnet software available on your microcomputer.

    So what's new in HOLLIS Plus? The differences between the January 1994 Bridge and the August 1994 HOLLIS Plus include:

    • new information resources, including ABI/INFORM and the Eureka files: RLIN Union Catalog and Inside Information
    • abstracts describing each HOLLIS Plus resource;
    • ability to search for resources by keyword and connect to a resource from the list of results;
    • ability to send comments to HOLLIS Plus developers;
    • and access available from any gopher client (no longer restricted to in-library use).
    The last feature, access from any gopher client, is possible because of the development of a user validation process for restricted HOLLIS Plus resources. That is, if you connect to HOLLIS Plus and select a restricted resource such as a Eureka file or ABI/INFORM, the system will ask you for your Harvard I.D. number and name.

    Using HOLLIS Plus. When you first connect to HOLLIS Plus, you receive a main menu of choices. The gopher client you use to connect with HOLLIS Plus controls the appearance of the menu display, but everyone receives the same choices.

    Sample HOLLIS Plus main menu.

    • About HOLLIS Plus/
    • HOLLIS Plus resources listed alphabetically/
    • HOLLIS Plus resources by subject/
    • Descriptions of HOLLIS Plus resources/
    • VINE (Veritas Information NEtwork)/
    • Harvard University Course Catalogs/
    • HOLLIS (Harvard OnLine Library Information System) (TEL)
    • Library Catalogs at Other Institutions/
    • HOLLIS Plus Suggestion Box (TEL)

    To use HOLLIS Plus, you select items from its menus. Your gopher client controls the method of making selections. Most gophers use arrow keys and/ or a mouse to move around the menu that is on the screen, and then ENTER/RETURN or a double mouse-click to select a line from the menu. Menu choices can take you down a variety of paths:

    • to another menu;
    • to a document;
    • to a local information resource (like HOLLIS);
    • to a remote information resource (like Eureka);
    • to another gopher.

    Many of the local and remote resources are periodical databases and library catalogs available via a telnet connection. The HOLLIS Plus gopher will invoke telnet to connect you with these resources -- which is why telnet software must be installed along with the gopher client on your workstation in order for HOLLIS Plus to work properly.

    It is important to remember that while HOLLIS Plus provides an easy connection to local and remote resources, you must still know how to use a resource once you get there. The gopher client you use will no doubt have its own help system and the resource you connect with probably has help as well. Once you are done, you should use whatever exit command the resource provides to return to HOLLIS Plus. For resources via telnet, the key sequence Ctrl- x is another way to break the connection and return to HOLLIS Plus.

    Does HOLLIS Plus replace HOLLIS? Absolutely not. The "classic" HOLLIS that we all know and love has not changed -- it is still available from public terminals in library reference areas, from staff terminals, and from remote network and dial-up connections. HOLLIS Plus is a separate network service. Many libraries will make HOLLIS Plus available from microcomputer workstations in reference areas alongside traditional HOLLIS terminals. In some cases, regular HOLLIS terminals may be replaced by a HOLLIS Plus workstation. Library staff may be able to reach HOLLIS Plus if they have access to a microcomputer that has been configured properly. The next section, Connecting to HOLLIS Plus, provides the details.

    Connecting to HOLLIS Plus. To use HOLLIS Plus, your workstation must have gopher client and telnet software installed, and a connection to Harvard's High Speed Data Network (HSDN). There are free clients for most types of computers (PC/DOS, PC/Windows, Macintosh, UNIX, etc.). Assuming you have the appropriate software and HSDN connection, point your gopher to: hplus.harvard.edu. If your gopher client normally points to the Harvard home gopher (gopher.harvard.edu), you will find HOLLIS Plus as a choice from there.

    Libraries interested in accessing HOLLIS Plus for staff or public use should contact their local network or microcomputer support staff for assistance. If this is not an option, contact Heather Reid in the OIS Network and Desktop Systems group (495-3724 or e-mail to: h_reid@harvard.edu). On 31 August, OIS hosted a workshop for library technical support staff interested in making the HOLLIS Plus connection. The documentation from that meeting -- with detailed technical requirements for HOLLIS Plus -- is appended to this issue.

    Library staff please note -- if your patrons ask for more information about connecting from their dormitory or office, refer them to their local network support office (if one exists) or have them contact the Network Information Center (NIC; 496-2001 or e-mail to: helpdesk@nic.harvard.edu).

    Documentation. OIS will be distributing to HOLLIS liaisons a general guide and information sheets describing features of HOLLIS Plus. The list of documents includes:

    • HOLLIS Plus brochure
    • HOLLIS Plus resource summaries
    • HOLLIS and Eureka: a comparison
    • Eureka: quick reference (produced by RLG)
    • Eureka: an introduction (produced by RLG)
    • Eureka: RLG Bibliographic File

    The University Library does not plan on documenting each individual HOLLIS Plus resource. However, the HOLLIS Plus standing subcommittee of HAAC may direct that information sheets be prepared for selected resources when necessary.

    RISM Music Manuscripts: a new HOLLIS database. The Music Library has sponsored the addition of the RISM-US Music Manuscripts Database (RS) to the HOLLIS Public Catalog. RISM indexes approximately 40,000 music manuscripts from ca. 1580-1825, held in U.S. repositories. This database is part of the international project Repertoire International des Sources Musicales (RISM). In the U.S. RISM has been supported by the National Endowment for the Humanities and Harvard University. RISM data is prepared by the U.S. RISM Office and copyrighted by the Joint Committee on RISM of the American Musicological Society and the Music Library Association. The RS database will be updated semiannually.

    Staff will have a chance to preview RS starting on Tuesday, 6 September when the database becomes available without the code RS appearing on the Welcome to HOLLIS screen. The official debut of RS is the following Monday, 12 September. RS is a restricted database -- from remote network and dial-up connections, users must supply a Harvard ID and name to access it. What follows is a description of the contents of RS and details about related documentation. OIS will distribute a public information sheet describing RS to HOLLIS liaisons during the week of 12 September.

    RISM record display. All records in the RS database represent musical scores. The format code /sco appears in RISM indexes and record displays (following the record number in the upper right corner of the screen). The following is the long display for a RISM music manuscript record:

    Although scores are not new to HOLLIS, RISM records have a few "value-added" features. Accompanying author, title, and publisher information are various notes about the score and its encoded musical notation (after theINCIPIT label). In addition to the traditional Library of Congress subject headings, RISM offers form/genre terms (after the FORM/GENRE label), hierarchical place names (after the PLACES label), and the names of character roles in the score (after the ROLES label). Information after the INCIPIT, FORM/GENRE, PLACE, and ROLES labels can be searched (see Searching RISM below).

    Searching RISM. The RS database is available in both catalog mode and technical services mode of HOLLIS, although for most users the MARC display of RISM data will be less helpful than what appears in the Public Catalog. In technical services, use the LTRS transaction identifier and the appropriate index search to retrieve RS records. In the Public Catalog, type choose rs to request this database. The following index searches are available:

    • AU Author search // TI Title search
    • SU Subject heading search // KW All included words
    • KAU Author words only // KAC Corporate author words only
    • KTI Title words only // KSH Subject heading words
    • FG Form/Genre search // RO Dramatic role search
    • PL Place name search // MU Musical notation search
    • LN Local number search // HN HOLLIS number search

    In RISM, an author can be the composer, a performer, the manuscript's collector, etc., or the repository holding the manuscript. Genre terms, place names, and dramatic roles will be in the language of the manuscript. The musical incipit is encoded using the standard Plaine and easie code. John Howard, Librarian of the Loeb Music Library, reports that a published version of the Plaine and easie code will be available sometime this Fall at the Music Library. LC subject headings, musical incipit, dramatic roles, and author names can all be searched using the TRACE command. Lastly, the local number index in RS contains numbers for these manuscripts in RISM's own database. A RISM number can represent a single work or a collection of works. The LINKING NOTES field on an RS record will indicate whether the record represents a single work or a part of a collection and will supply the RISM numbers for the parts (if any).

    Many RS index searches can be limited by year of publication and language. As with other HOLLIS databases, RS has a large number of online help screens covering index searches, record displays, and the contents of RS.

    Finding the manuscript. In the Public Catalog, look for the MSS LOCATION field to find out the name of the repository holding the manuscript. This display is generated by an 852 location note field on the MARC record, rather than the more traditional HOLLIS location field (LOC or 995). Some RISM manuscripts are held at Harvard, but most are held by other U.S. institutions. When a microfilm or photocopy of a manuscript is held by Harvard's Isham Memorial Library, the Isham Library location is also identified:

    The LOCATION command will not work from records in the RS database, because the 852 field is used instead of a true LOC field.

    | Table of Contents | OIS Contacts |

    Notes and Reminders.
    New Brazilian currency. Those who process invoices should take note that Brazil has introduced a new currency called the Real to replace the Cruzeiro and that it has a drastically different exchange value, i.e. the Real was worth about $1.08 as of July 11th whereas there were over 2600 Cruzeiros to the dollar as of July 1st. HOLLIS has been updated to use this new currency exchange rate for the new Brazilian Real. Orders placed using the old currency will no doubt have to be adjusted.

    HOLLIS OPAC change. As of Friday 22 July, the following changes were made available in the HOLLIS Public Catalog:

    1. The LONG display will be the default display for the following databases: AI, AL, ER, LG, LR, PA, RI

    2. The choice of long or short display will persist until: a) A user requests a display of the opposite type, or b) A user chooses another database.

    Currently, the long/short display persists only until you perform a new index search. These changes were endorsed by SSHUSH (Standing Subcommittee of HAAC on User Services in HOLLIS) and HOLLIS liaisons. If you have questions, please contact Julie Wetherill in OIS.

    When is a general note a contents note? A few months ago, when some Recon records showed up with some general note fields incorrectly tagged as contents notes, we discovered an old feature of HOLLIS' OCLC conversion program. In years past, the contents note (MARC tag 505) was not repeatable in OCLC, and in order to input contents information longer than one screen, one had to use one or more general notes (MARC tag 500) following the 505. OCLC cards and HOLLIS conversion programs both recognized a general note following a contents note to be a continuation of the contents information. Now, however, the contents note is repeatable, and OIS recently asked you whether we should continue this practice. You said no, and HOLLIS' OCLC conversion program has been changed so that a 500 note stays a 500 note, whether or not it follows a 505 contents note. If you have any questions, contact Robin Wendler in OIS.

    New option for claiming OCLC and RLIN records. The top priority enhancement for cataloging was recently completed. A new processing code has been established which allows a staff member to specify that a claimed record should be merged with a targeted HOLLIS record, but that the library's LOC should remain provisional. This allows the library to perform its editing in HOLLIS after the record has been loaded, without the LOC indicating that the cataloging is completed before it actually is. To use this option, add a o with the code "p" to the OCLC 049 field or the RLIN LDA field. Contact Robin Wendler in OIS for further information.

    National Library of Canada cataloging added to BF. Approximately 40,000 cataloging records created by the National Library of Canada between January 1993 and March 1994 have been added to the LTBF database in HULPR. Records created from April 1994 to the present are expected from the vendor soon, and once they have been added, new and changed Canadiana records will be added monthly. Records may be either brief preliminary records and full cataloging records, and may contain only English language notes and subjects or both English and French notes and subjects. The French subject headings are tagged 650:_5: or 650:_6:, and will be indexed and displayed only as keyword subjects. The records will not be eligible to overlay HU records during the standing search process; they can only be added to HU manually, by using the MIGRate or MERGe commands. There will be some cases where both a Library of Congress record and a National Library of Canada record exist in BF for the same book. Use the record with the better encoding level, or if they are the same, use the record you prefer. If you have any questions, please contact Robin Wendler in OIS.

    Harvard/RLG contract bears fruit. HUL has contracted with RLG for RLG's FY95, which runs from September 1, 1994 through August 31, 1995, for campus-wide access to the RLIN bibliographic databases and Inside Information via Eureka, RLG's end-user search system. Eureka access to the RLIN files and to Inside Information for 5 simultaneous users will be available through the HOLLIS Plus gopher. (Note that the contract does not include access to any other databases available via Eureka, also some additional Eureka databases will be available on HOLLIS Plus through separate agreements.) Users of the Inside Information database will be able to request copies of articles in Eureka by providing a credit card number. The contract also gives Harvard libraries unlimited technical services searching of the RLIN bibliographic databases.

    Therefore, libraries do not need to purchase searches or search blocks during RLG's FY95. No other technical services charges, such as for telecommunications or transaction tapes, are covered by this contract. If you have any questions, please contact Robin Wendler in OIS.

    Fall 1994 Internet Fair planning begins. The 2nd annual Harvard Internet Fair is scheduled for Wednesday December 7th. The purpose of this Fair is to acquaint the Harvard community with the variety of Internet resources and tools through presentations at various sites around campus. Anyone interested in making a presentation should contact Linda Keenan at L_keenan@harvard.edu.

    The Fair Planning Committee encourages those who participated last year to consider updating their material and presenting again this year. The presentations should be focused on areas of interest to a particular group, , e.g. the physics library could focus on Internet resources for physicists; OIT would focus on using the tools, (discussion groups, telnet, FTP, Gopher etc.). We are anticipating presentations from a wide range of schools and departments e.g. Schools such as Business, Design, Divinity, Education, Kennedy, Medical; departments such as Asian Studies, Fine Arts, Herbarium, Sciences, Mid-East, etc.. The schedule for all events will be widely publicized so that people can visit locations of interest to them.

    Since time is short, please contact Linda Keenan as soon as possible in September if you are interested in participating this year.

    Shelflist cards. OIS has changed the sort order of the shelflist cards. They will now be sorted by BPDC (Batch Product Distribution Code) first, then loc code, then the HOLLIS number. Previously they were sorted by our BPDC (which determines where we send them) and then by Operator ID and finally by HOLLIS number. The new sorting order will benefit any departments which produce cards for more than one loc but have no effect on those departments (the great majority) which produce cards for only one loc.

    OIS has also changed to a new vendor for the stock on which shelf list cards are printed. The new stock was put into use with the run produced on Sunday, Aug. 14. If you have questions or comments, please contact Linda Marean in OIS or via email: marean@harvarda.harvard.edu).

    Vendor changes. In order to provide editing by someone familiar with the vendors used by libraries, all vendor changes should henceforth be sent to Lorraine DiSessa, Widener 83. Lorraine will be making many of the changes and Patti Fucci in OIS will serve as her backup for making the actual changes. If you have any questions about this procedure, please contact Patti Fucci in OIS.

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    HOLLIS Enhancements Update
    Changes completed since 5/15/94. 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 would like more information contact Jon Rothman at OIS or by email at ROTHMN@HARVARDA.

    1. A new 049 subfield $o code (p) has been defined for records entering HOLLIS from OCLC. When this code is used the LOC for the incoming record will not be set to cataloged. This enhancement was number 1 on the Cataloging enhancements list.

    2. The Bill/Fine Summary Screen has been changed to show the locations associated with the items listed. This enhancement was number 1 on the Circulation enhancements list.

    3. The default display type (short vs. long) for the OPAC has been changed to be database-specific. The default for databases AI, AL, ER, LG, LR, PA and RI has been changed to long. In addition, the display type (which had previously been reset to the default every time a FIND command was issued) is now reset only when a new database is chosen. This enhancement was number 3 on the OPAC enhancements list.

    4. Changes were made to HULPR to allow for loading of Canadiana records into the BF file. Records distributed by the National Library of Canada since the beginning of 1993 have now been loaded. These records will not be eligible to overlay HU records during the standing search process.

    5. Programming has been completed to create a new report which provides information about HU headings which conflict with authority record cross references.

    6. The HU Search Options screen in the OPAC has been modified to clarify which of the options listed are actual searches and which are the names of submenus. In addition, typing the name of a submenu followed by a parameter (which had previously produced an error message) now results in display of the submenu.

    7. When a record entering HOLLIS from OCLC contained a 500 field (general note) following a 505 field (contents note), the 500 was converted into a 505. This was an artifact left over from a time when the 505 was not repeatable in OCLC. Our processing has been changed so that 500's will no longer be converted to 505's.

    8. Changes have been made so that courtesy notices will be generated for those units which use them.

    9. An ABEND was occurring when a user requested a GUIDE screen from a bibliographic record displayed as a result of an CN, CI or CT search in the RV database. The problem has been corrected.

    10. Operators were unable to add notes to Bill/Fine records for items in the RV database. This has been fixed.

    11. Bill/Fine records for RV-participating libraries were displaying the LOCN literal for the RV service unit even when the Bill/Fine record was for an item charged on the library's regular service unit. This has been corrected.

    12. The guide screen displayed for CN, CI and CT searches in RV has been changed so that it is headed "GUIDE: SUMMARY OF SEARCH RESULTS" rather than "GUIDE: SUBJECT HEADING LIST".

    In addition to the changes listed above, 9 additional small changes which affect the HOLLIS infrastructure were completed recently. "Infrastructure changes" are enhancements and bug fixes that are needed to ensure reliable operation of HOLLIS but which do not have directly visible or readily describable functional effects.

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    Network Notes
    HOLLIS dial-in lines. By Sept. 5th, dial-up access to HOLLIS will be available via a new HSDN dial pool that OIT recently setup. This dial pool available at the number 496-8500, will provide faster access than is available currently at the 495-9500 number. Also, the modems on the dial pool are compatible with newer error correcting modems which are often unable to successfully connect to the older modems at 495-9500. Once HOLLIS access is available via the dial pool we will be putting up a warning screen in HOLLIS that will be seen by everyone connecting to 495-9500. The warning screen will ask people to no longer dial 495-9500. It will include the new telephone number for HOLLIS and also list the NIC as the place to call for help in connecting through the new dial pool. We expect to run both the 495-9500 and the 496-8500 access lines to HOLLIS for some period of time -- probably until mid-October. However, 495-9500 WILL GO AWAY and use of it henceforth is strongly discouraged.

    By Sept 6th, we will have distributed to libraries an updated version of the pink HOLLIS dial-in info sheet. It is important that all old dial-in info sheets be pulled and replaced with this new, updated version. If you would like more information about the new dial pool please feel free to email Heather Reid (hreid@harvard.edu) or Julie Wetherill (HDOC1@harvarda.harvard.edu).

    VINE gopher service changes. The Veritas Information NEtwork (VINE) which contains on-line Harvard campus information and resources, such as university calendars and events, employment information, and course catalogs will this fall become an entirely gopher-based service. Connection to VINE can be made through Harvard's High Speed Data Network (HSDN). Gopher clients should point to the Harvard Home Gopher (gopher.harvard.edu). Gopher client users will have full access to both university and outside Internet-accessible pointers. The VINE gopher will also be available through the public HOLLIS Plus terminals located in the libraries

    . Telnet and dial-up methods of accessing VINE will also be available, either by using Telnet software (vine.harvard.edu), or for users with modems through the Dial Up Pool, 496-8500. Users should note that the telnet and dial up versions of VINE will have limited access only to university resources.

    Technical assistance and support are available through OIT's Network Information Center (NIC) help desk at 496-2001. Content questions or comments about VINE can be made to the VINE Manager, Anne Marie Countie, at 495-1821 (anne_marie_countie@harvard.edu).

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