Agenda for HOLLIS Liaisons Meeting (#96)
October 12, 1994
Lamont Forum Room, 9:30 - 11:00 a.m.
Notes from the September Meeting
OIS distributed to libraries an updated version of the cherry HOLLIS dial-in info sheet. (N.B., There were actually two shipments of a new dial-up information sheet. Please make sure that only the correct version is available for distribution. The correct version has a shaded text box in the lower left-hand corner.) It is important that all other versions of the dial-in information sheet be pulled and replaced with the new, updated version.
[Editor's note: At the meeting, Tracey Robinson noted that dial-up access to HULPR is not yet available from the new dial pool. There are emulation issues not yet resolved. Staff dialing HULPR should continue to use the old number. OIS will notify everyone when HULPR via the HSDN dial pool works correctly.] If you would like more information about the new dial pool please feel free to email Heather Reid (email@example.com).
VINE goes totally gopher. The VINE -- Harvard's campus information system -- has migrated to a gopher-based service. To access VINE, point your gopher to vine.harvard.edu. VINE is also available from the Harvard Home Gopher (gopher.harvard.edu) and HOLLIS Plus (hplus.harvard.edu). There also is a limited version of VINE available by telnet connection (vine.harvard.edu) and from the new HSDN Dial Pool (496-8500). As a side-effect of this migration, all library HOLLIS/VINE public terminals have reverted back to dedicated HOLLIS terminals. These terminals cannot provide access to the gopher-based VINE. VINE is still listed on the menu of staff terminals, but selecting it leads to a message that the VINE is now a gopher service. OIS plans to remove the VINE choice from staff terminal menus in mid-October.
If you need technical assistance in connecting to the VINE, contact the Network Information Center (496-2001). If you have questions about the VINE, contact VINE Manager Ann Marie Countie in OIS (495-1821).
System down-time problems. HOLLIS and HULPR experienced two episodes of down-time in September. On September 1 a bad subfield was added to an HU record and a bug in a HOLLIS program did not detect the error -- bringing HOLLIS down for a brief period. On September 6 there was a hardware problem at OIT that made it necessary for them to bring all mainframe systems down for a short period. OIS appreciates everyone's patience during these rare events and apologizes for any inconvenience.
Breakdown in HOLLIS emergency phone chain. During the two September downtimes, OIS invoked the HOLLIS emergency phone chain to notify libraries about system problems. However, the phone chain failed in both instances because staff in some units were not aware of phone chain procedures. All of the libraries rely on the effectiveness of the phone chain to receive information regarding HOLLIS/HULPR problems. OIS asks that the units listed on the phone chain regularly review the procedures and make sure that staff who answer the phone chain number are aware of the procedures or know who to speak to about the procedures. Perhaps units could post the phone chain and instructions in a clearly visible location next to the telephone.
Jon also stressed the importance of relaying the phone chain information to other staff within the library itself or to the offices surrounding the contact number. Many times the information is relayed to the next link on the phone chain but the staff member fails to notify colleagues within that library.
Contact Eric Young in OIS if you have questions about the HOLLIS emergency phone chain.
CMS gopher use survey. Tracey Robinson asked if library staff were aware that the CMS system on the IBM mainframe offers a gopher client. OIT is considering making the CMS gopher a supported service but it is unclear to the Systems Office whether such a service would be worthwhile, since staff in many units are migrating away from CMS/HUBS accounts in favor of LAN-based electronic mail. [Editor's note: Instructions on how to use the CMS gopher appear in an article of this issue.]
Tracey urged liaisons to ask their colleagues about this issue. Staff who would find the CMS gopher useful should contact Tracey Robinson or Jon Rothman in OIS.
HOLLIS connectivity billing change. Tracey Robinson reviewed a change in the billing procedures for terminal connectivity as of July 1. In an effort to stabilize billing figures for budgeting purposes, charges for terminal connections to HOLLIS are now based on a flat monthly charge according to the amount of terminals each unit had connected at the beginning of Fiscal Year 1995 (July 1, 1994). This monthly charge will not fluctuate as a unit adds new devices connecting to HULPR/HOLLIS. All other HOLLIS charges (for products, etc.) are still billed based on monthly activity. Kathy Anderson asked whether terminal charges will be the same in the next fiscal year (beginning July 1, 1995). Tracey noted that a decision on reviewing the flat monthly charges has not yet been made, but OIS expects terminal connectivity rates will rise or fall based on the inflation rate of other HOLLIS charges. Contact Tracey Robinson in OIS if you have questions.
Recon update. Robin Wendler announced that the remaining 15% of personal names that had gone uncorrected in HU have been run through OCLC's heading correction process and the resulting 100,000 heading corrections have been applied to HU. Staff may still come across Recon records with headings problems -- staff should report these to Karen Carlson Young (Recon Project Manager, 496-4011). Robin also reported that the processing of series and medical headings is scheduled to begin in February 1995.
HOLLIS and HOLLIS Plus information sheets. Julie Wetherill announced that OIS will be distributing new and month of September. [Editor's note: Since the time of the last liaisons meeting this distribution has taken place. Please read on.] The materials are as follows:
What is INSPEC? INSPEC indexes over 4,000 scientific and technical journals, dissertations, reports, and conference proceedings in physics, electrical engineering and electronics, computing and control, and information technology. Citations include summaries in English. INSPEC available in FirstSearch covers from January 1987 to the present. New citations are added weekly. There are over 20 different ways to search for INSPEC citation records. Once you display a record for an item of interest, you may be able to request a copy for a fee from one of the document suppliers offered by FirstSearch. Many of the journals and some of the other publications indexed by INSPEC are held at one or more Harvard libraries, so copies may be available locally at no cost. OIS will be distributing an information sheet describing INSPEC in more detail, along with copies of a general FirstSearch Reference Card (for help in using the FirstSearch interface).
Because this is a trial, the University Library is VERY interested in feedback from users of INSPEC about these questions:
You will have an opportunity to fill out a questionnaire about INSPEC while in HOLLIS Plus.
HOLLIS User Comment Facility due in November. User Comment is a new facility in HOLLIS allowing users to send various kinds of comments and questions to Harvard librarians. The College Library has agreed to coordinate the disposition and tracking of user comments. Although a central electronic mail account is the initial destination of HOLLIS user comments, HCL staff will forward messages to other library units when appropriate. The University Library has decided to offer User Comment as a pilot service from November 1st until the end of this academic year. Afterwards, OIS, HUL, and the College Library will evaluate the volume of comments, success of responses, and the impact of this new service on staff in HCL and in the wider library community.
Once you have chosen a HOLLIS database, you can start the comment process at any time by typing the command COMM and pressing (ENTER). A comments and questions menu displays.
Select a comment/question category by entering a number at the Command? prompt. To request help, you can enter an (h) or press the F10 function key. To cancel and return to HOLLIS without sending a comment, enter an (r) or press the F11 function key. After selecting a comment category, you will be prompted for your name, electronic mail address, telephone number, and comments. To send your comments, enter an (s). HOLLIS responds by assigning a number to your comment. You can press (ENTER) from this screen to return to HOLLIS. HCL staff will use this number to track responses to your comments, and presumably you could communicate this number back via this comment facility in the event your original comment received no response.
All comments and questions sent via this new HOLLIS facility will be routed to an electronic mail account monitored by HCL staff. They will respond directly to the "sender" when possible, or they will route the comment to a library unit with the expertise to answer the question. If a library does not wish to participate, HCL staff will return the query, indicating that the particular library does not answer e-mail queries.
Connecting to Gopher from HUBS. People with HUBS accounts can explore the Internet using the easy- to -use Gopher interface. One of the easiest ways to start is to connect to the University of Minnesota home gopher (gopher.tc.umn.edu).
To connect to the University of Minnesota gopher: Type cms gopherc on the command line (the line next to the arrow which appears in the bottom left corner) from any HUBS menu. To connect to any other gopher: Type cms gopherc gopher.address (for example, to connect to the Harvard Home gopher: type cms gopherc gopher.harvard.edu).
After connecting to the University of Minnesota home gopher you will see two columns of text. The column on the left is a single-word description of what will appear if you choose that item (for example, if you choose Gopher News Archive you will see another menu; if you choose About Gopher a document will appear). The column on the right describes the menu choice. To "open" an item: Place your cursor on or under the item then press (ENTER).
A separate sheet appended to this newsletter repeats these instructions and includes information on function key operation and frequently asked questions. Contact Tracey Robinson in OIS if you have questions.
Notes and Reminders
Guidelines for joining automated circulation. A number of libraries which are contemplating joining HOLLIS circulation have asked OIS for guidance on when/whether to proceed with their plans in light of the proposed HOLLIS2 timeline. Such decisions are necessarily individual and complex, depending on factors such as collection size, classification schemes used, current circulation policies, etc. As a rough, general guideline we offer the following: OIS has normally recommended that libraries begin using HOLLIS circulation at the beginning of an academic year (typically this means new libraries are brought up in circulation in August so that their staffs can gain some experience before the Fall semester starts). Proposed HOLLIS2 timing calls for a switchover in late 1996 or early 1997. Thus libraries which are ready to perform item record creation and collection barcoding processes during the current academic year (in anticipation of coming up in Circulation by Fall '95) will get at least a full year's use of the system, enough to justify the cost and work of full conversion to HOLLIS circulation. Libraries planning to convert for subsequent academic years likely would not get enough benefit to justify the full conversion.
Libraries which will not be ready for full conversion during the above timeframe may still want to consider barcoding and item record creation projects without actually implementing HOLLIS circulation. The data from the resulting item records (including bar code numbers) should be substantially transferable to HOLLIS2, but much of the other work involved (including staff training, policy redefinition, etc.) may not be transferable. For further information contact Daniel Bednarek in OIS.
PsycINFO database coming late October. OIS plans to add the PsycINFO database to the HOLLIS Public Catalog in late October. PsycINFO (PS) will contain a base file of 550,000 records for journal articles, books, and book chapters, from 1984 to the present. OIS plans to produce a printed information sheet describing PsycINFO and the usual HOLLIS online help screens. Note that PsycINFO will also be available on the new HOLLIS Plus system. Further details will appear in the November issue of this newsletter. Contact Robin Wendler for more information.
Early shutdown - Thanksgiving weekend. OIT has requested that HULPR and HOLLIS be shutdown early in order to try again the engineering changes that were unsuccessful over Labor Day weekend. They have requested that the systems be shut down at 11 pm on Saturday, November 26. This is the Saturday of Thanksgiving weekend.
An informal survey by OIS shows us that libraries will be closing by 5 pm on that day. If anyone has a problem with an 11 pm shutdown, please contact Linda Marean in OIS or by e-mail, firstname.lastname@example.org.
HOLLIS Plus registration form. Appended to this Newsletter is a copy of the HOLLIS Plus registration form which you need to fill out in order to register in-library HOLLIS Plus microcomputers or terminals. A copy of this form is also available via ftp from the OIS ftp site -- the document can be found under the name FORM in the directory pub/hplus. Paper copies are also available from Eric Young in OIS. Completed forms should be forwarded to Joachim Martin in OIS, preferably by email (his email address is email@example.com). See the Network Notes section for more information on the OIS FTP site.
Academic Index abstracts and the HOLLIS send/store function. This is a warning to library staff who may get inquiries from patrons about storing and sending of Academic Index (AI) and Legal Resource Index (LR) citations. Earlier this year, Information Access Company began sending "author abstracts" with some AI and LR citation records. These abstracts are the author's own summary of the article -- they are stored in field 529 of the technical services record. Regular indexer abstracts are stored in field 520. In the Public Catalog, both types display after the ABSTRACT label. Patrons don't know there are two "flavors" of abstract but will notice that the author abstract does not get downloaded when the record is stored and sent out of HOLLIS. A request to include author abstracts in downloaded HOLLIS records is on the HOLLIS enhancements list, but OIS expects some investigation will be needed before these abstracts can be added.
Contact Jon Rothman in OIS if you have questions.
If you use a microcomputer to connect to HOLLIS Plus (either by running a gopher client or by connecting by telnet to the HOLLIS Plus common client) you will MOST LIKELY be able to print. However, since OIS may not have explicitly tested the telnet or telnet/gopher client combination used in your library, we are not guaranteeing that printing will work in all cases.
If you have further questions on this topic, feel free to contact Heather Reid (firstname.lastname@example.org).
Wiggling HOLLIS displays. -- just in time for Halloween. Every so often OIS receives a call from a staff member about a problem with the text wiggling or shaking on their HOLLIS display. Sometimes the monitor needs to be replaced, but other times the shaking is the result of some other electrical device located too close to the monitor, creating electromagnetic interference. Among the items that regularly cause this problem are fans, fluorescent lighting, pencils, printers, or other computers. The solution for this type of problem is usually to move the offending device away from your monitor. If you have questions, contact Lauren Caulton in OIS.
Changes planned for HOLLIS Plus common client.. Libraries offering or planning to offer HOLLIS Plus from IBM terminals -- take heed of this message. OIS will be changing the logon to the common client which provides access to HOLLIS Plus from IBM terminals. OIS needs to implement separate logons for individual faculties to collect statistics on the use of HOLLIS Plus (which helps determine how support for HOLLIS Plus is apportioned among Harvard Faculties). What does this mean for you? Library staff need to supply a logon now to connect their IBM terminal to the HOLLIS Plus common client. This change means using a different logon. OIS will be contacting the libraries involved with the details. Contact Heather Reid in OIS if you have questions.
Help Desk versus OIS. There is confusion on the part of some staff about who is responsible for service calls on their HOLLIS terminals. The first call you place regarding a problem with your terminal should be to OIT's Mainframe Help Desk, at 5-3000. They will help you determine the nature of the problem and will contact our office if the problem requires an actual visit from one of our Network people. The Help Desk itself does not send staff out to work on problems. If the person answering their phone indicates that you should expect an onsite visit, they are referring to OIS staff people. They may ask you to contact us directly, or they may place the call themselves, but repair visits are always made by members of the 'library systems' office, perhaps followed by IBM service people. If the Help Desk asks you to call 5-3724, then you will be contacting OIS, or 'library systems,' the office directly responsible for HOLLIS. Please make sure that you have the number for the OIT Help Desk, (49)5-3000, and contact them for initial diagnosis of your problem.
Old HOLLIS - OCLC link gone. As promised several times over the summer, the old method of connecting to OCLC via HOLLIS is now gone. If you have not yet contacted Michael Kaplan for new instructions on how to connect from a HOLLIS terminal to OCLC, now is the time to do so.
Limit to programming IBM terminal function keys. OIS has received several reports of trouble programming the function keys of IBM terminals. There is no problem -- just a limit to memory available to terminal function keys. The symptom is: a particular function key will not accept characters during the programming process. The diagnosis is: total memory available for function keys is 256 characters (a maximum of 64 characters per key). So, if you exceed the per-key character limit, the terminal will ignore the extra characters. This has always been a feature of these devices, but intrepid staff members are finding more uses for function keys and some are now reaching the limit. If you have a question, contact Ciata Victor in OIS.
OIS now has FTP server. OIS has established an FTP file archive containing selected files related to HOLLIS Plus that are of interest to members of the Harvard library community.
The address of this site is elmer.harvard.edu and logon name is hpguest. All HOLLIS Plus files are available under the subdirectory pub\hplus. Currently, a paper describing technical requirements for connecting to HOLLIS Plus (entitled "clients") and the HOLLIS Plus registration form (for in-library devices, called "form") are the most important occupants of this file archive. If you have questions about these files or the OIS FTP site, contact Young Sul in OIS.
People with HUBS accounts can explore the Internet using the easy- to-use Gopher interface. One of the easiest ways to start is to connect to the University of Minnesota home gopher (gopher.tc.umn.edu).
To connect to the University of Minnesota gopher: Type cms gopherc on the command line (the line next to the arrow which appears in the bottom left corner) from any HUBS menu.
To connect to any other gopher: Type cms gopherc gopher.address. (for example, to connect to the Harvard Home gopher: type cms gopherc gopher.harvard.edu).
After connecting to the University of Minnesota home gopher you will see two columns of text. The column on the left is a single-word description of what will appear if you choose that item (for example, if you choose Gopher News Archive you will see another menu; if you choose About Gopher a document will appear). The column on the right describes the menu choice.
To "open" an item: Place your cursor on or under the item then press (ENTER). Active function keys:
Legend for information types:
Frequently Asked Questions (FAQ).
Q: I cannot connect to a gopher server, although the address and
the command I am typing are correct.
Q: The arrow keys don't seem to move the cursor up and down.
Q: Why do the files I download from some gophers have garbage
Q: I telnetted to a site in Colorado and now I cannot get back
to the gopher menu.
Q: I have trouble connecting to HOLLIS after I connect to the
Harvard Main Gopher (under Library Resources).
Q: Can I connect to Harvard Main Gopher from Minnesota Gopher
without exiting gopherc?