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HOLLIS Newsletter

Volume 9, Number 11 (November 1994)

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  • Notes from October's meeting.
  • Update on User Comment.
  • HULPR security change.
  • Library Guide.
  • Fall HOLLIS enhancements.
  • HOLLIS statistics.
  • HOLLIS Plus update.
  • Feature Articles.
  • PsycINFO due in November.
  • Coverage and displays in PS.
  • Publicize CD-ROM holdings.
  • Notes and Reminders.
  • Volunteer to test FirstSearch.
  • HOLLIS Plus login change.
  • Information sheets distributed.
  • Using LG's 382 field.
  • Orientation sessions for staff announced.
  • Holiday shutdown needed.
  • HOLLIS Enhancements update.
  • Network Notes.
  • New McGill release.
  • Public terminal reminder.
  • HOLLIS dial-up access changed.

    * * The November HOLLIS Liaisons meeting is canceled. * *

    Notes from the October Meeting.
    User Comment facility update. The new HOLLIS User Comment Facility is scheduled to debut in the Public Catalog on Tuesday, 1 November. (A description of this new feature appeared in the October HOLLIS Newsletter.) User Comment will be available as a pilot service until the end of this academic year. HCL has agreed to coordinate the disposition and tracking of user comments. Ed Tallent (Lamont Library) described for liaisons HCL's plan to have members of the Reference and Research Instruction Council (RRIC) triage user comments. RRIC members will monitor the user comment e-mail account, respond to comments when possible or forward them to the appropriate library. Turn-around time for responses is expected to be within 24 hours. RRIC will maintain a file of user comments and responses to help with the evaluation of this service at the end of the pilot.

    Tracey Robinson distributed copies of the online user comment screens and asked liaisons and other interested library staff to forward any comments about the design of User Comment to Jon Rothman in OIS. Libraries will shortly receive a supply of flyers advertising the User Comment Facility -- post them or leave them near HOLLIS public terminals. There also may be changes to the options area in HOLLIS to allow space to display the COM command. Marion Schoon suggested that staff responding to User Comment queries use the phrase "could not find" rather than "do not have." A suggestion that HOLLIS ask patrons for their Harvard affiliation as part of the comment process was also considered but no decision was made at this meeting.

    If you have questions about User Comment, contact Jon Rothman in OIS. If you have questions about HCL coordination of responses to user comments, contact Ed Tallent, Chair of RRIC.

    Changes to HULPR security imminent. Tracey Robinson announced that OIS has begun testing ACF-2 changes to HULPR security. ACF-2 offers several features that differ from the way HULPR security now works. Operators will be able to change their own HULPR signon passwords at will -- and periodically the system will require that operators change their HULPR passwords. (Tracey noted that ACF-2 does not allow operators to change HULPR security levels and profiles -- operators must submit these changes to OIS in writing.) Another difference under ACF-2 is that passwords are required to contain both letters and numbers. Further, ACF-2 will not permit multiple HULPR sessions running under one signon. That is, two people cannot simultaneously use the same logon, or one person cannot simultaneously have multiple sessions with the same logon. Staff who currently share a HULPR signon should have their HOLLIS Liaisons request individual signons as soon as possible. OIS will be testing ACF-2 during November and December and expects actual implementation to occur in early 1995. If you have questions, contact Linda Marean in OIS.

    LG updates. Tracey reminded everyone about the importance of updating library descriptions in the LG database. At the very least, each unit should regularly check LG records for time sensitive information like library hours. As Recon progresses, descriptions about library collections represented in HOLLIS may also need to be changed. Tracey asked that units make a staff member responsible for regular LG maintenance. Tim Hanke (Publications Coordinator in the University Library, 495-7793 or email:hanke@harvarda.harvard.edu) is the official coordinator for Library Guide updates. Contact Tim if you have questions or need the HULPR signon to edit LG records.

    Update of Fall 1994 enhancements to HOLLIS. Robin Wendler reviewed for liaisons the status of enhancements to HOLLIS slated for mid to late Fall 1994. They include:

    PsycINFO database in HOLLIS -- scheduled to be available at the end of October;
    Casalini/Harrassowitz acquisitions data in the BF file -- late 1994;
    Format integration -- Part 1 of Phase 3 (variable fields become valid in all formats) is due January 1995.

    If you have questions, contact Robin Wendler in OIS.

    OIS revisits the HOLLIS Statistics Report. Several years back, OIS produced a report containing a variety of mostly Public Catalog usage statistics, intended for distribution to libraries on a quarterly basis. The report was produced a limited number of times but there were questions about its content and design -- then retrospective conversion came along and this project was put on hold. But interest in statistics continued on... OIS is now reviewing the format of the original report and plans to seek input about the form and content of a new Statistical Report in the near future. If you have questions, contact Tracey Robinson in OIS.

    HOLLIS Plus status report. With HOLLIS Plus approaching its one month anniversary, OIS used the October liaisons meeting to gather first reactions to this new service and to distribute some statistics about its use.

    According to statistics distributed at the meeting, two-thirds of HOLLIS Plus users are connecting from in-library workstations and the other third from desktop clients outside of libraries. HOLLIS is the destination of over 55 percent of HOLLIS Plus users -- with Avery Index, INSPEC, and Academic Index next in line at eight, seven, and five percent respectively.

    One statistic liaisons were concerned about was the rate of failed connections to certain HOLLIS Plus resources. During the first half of October, seven percent (139 connections) to HOLLIS Plus resources failed -- including 59 (42 percent) for INSPEC and 46 (33 percent) for CARL UnCover. There ensued a discussion of how library staff and OIS should handle reports about resource connection problems. A mixture of central surveillance of HOLLIS Plus resources and reports from staff and the NIC will help indicate a new or chronic problem with a particular resource. OIS expects that in some cases it will have to communicate with a resource provider about reliability problems. However, everyone needs to adjust to the varying reliability of network resources outside of HOLLIS. There may be cases when a resource is removed from HOLLIS Plus because of chronic unreliability (reliability is one of the guidelines used when deciding on new resources). Naomi Ronen noted that some patrons faced with a connection problem may think they have done something wrong. When a connection fails, HOLLIS Plus generates a message that the resource is not currently available but this message appears only briefly and can not provide details. No explicit decisions on this issue were made at this meeting, but discussions about handling reports of resource unreliability will continue.

    Michael Fitzgerald, Chair of the HOLLIS Plus Working Group, noted that the Committee on Electronic Reference Services (COERS) has produced a printed directory of electronic information resources at Harvard and plans to make a copy available on HOLLIS Plus. In connection with this, Michael asked liaisons to update their library's LG record with descriptions of the CD-ROMs and other electronic information resources they offer. OIS recently added a 'What's new on HOLLIS Plus' choice to the main menu -- intended to help users track changes to HOLLIS Plus. There is also a HOLLIS Plus suggestion box choice from the main menu -- OIS staff are coordinating responses and passing queries on to libraries as needed. Printed documentation for individual HOLLIS Plus resources continues to roll off the OIS press [INSPEC, FirstSearch, Inside Information, and UnCover sheets were distributed the week of 24 October -- The Editor]. Liaisons had little reaction to the question of central distribution of HOLLIS Plus signage. [At a subsequent HOLLIS Plus Working Group meeting, members decided that OIS would make the HOLLIS Plus logo available to units interested in making their own signs. More about this in the next issue. -- The Editor.]

    Michael outlined the responsibilities of the HOLLIS Plus Working Group: to advise OIS on the design and content of HOLLIS Plus and to evaluate possible new resources. The Working Group will also be a channel for library input regarding HOLLIS Plus content and structure. Library staff should contact Michael, or Kathy Klemperer in OIS, if they have questions about recommending new HOLLIS Plus resources. Michael reminded everyone that recommendations for fee-based resources must be accompanied by a source of funding.

    Hugh Wilburn talked about the Design Library's experience with HOLLIS Plus. He noted that HOLLIS Plus was highly publicized by them because it offers the Avery Index to Architectural Periodicals. They are also pleased with the access to the Boston Library Consortium's serials list, MITs online catalog (Barton), and the Library of Congress gopher (Marvel). Hugh observed that many HOLLIS Plus resources offer a downloading feature which is very useful. So far, Design has held five in-house training sessions for patrons. In the process, Design staff discovered that their patrons are gopher "smart" sooner than expected; many have already established their own World Wide Web homepages. The Graduate School of Design also has established a home page.

    The end. If you have questions regarding HOLLIS Plus, contact Kathy Klemperer (OIS) or Michael Fitzgerald (Widener).

    | Table of Contents | OIS Contacts |

    Feature Articles.
    PsycINFO in HOLLIS due in early November. The PsycINFO database (PS) is the latest addition to the HOLLIS Public Catalog. Harvard libraries chose PsycINFO during the last ULC-sponsored "database game". Each year, PS selectively indexes over 1,300 journals and 10,000 books and book chapters in psychology and related disciplines, with coverage from 1984 to the present. PS coverage is worldwide in scope, but most publications are in English. The PS database, produced and copyrighted by the American Psychological Association, is the online version of the print publication Psychological Abstracts. New records will be added monthly.

    The PS database is scheduled to debut in early November but no specific date has been set. OIS plans to make PS available for staff review for a few days during the first week of November and then add PS as a choice from the database selection screen (Welcome to HOLLIS screen) soon after. OIS will post the release schedule on HULINFO. PsycINFO 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 PS.

    PsycINFO coverage and record display. PS records represent journal articles, whole books, or book chapters. Journal articles are described using format Y records; books and book chapters are described using format B records. PsycINFO documentation lists research journals, technical reports, annual publications, and the contents of Dissertation Abstracts International as the types of serials presently indexed. Authored or edited books, as well as volumes in monograph series, are treated as books. Portions of these works are also indexed as chapters.

    Note that in the Public Catalog, PS records will display by default in the long format (the same default recently implemented for other periodical index databases in HOLLIS). The following are sample records for a journal article, whole book, and book chapter.

    OIS uses the MARC books format to describe book chapters as well as whole books. This treatment gives the user an option to limit searches by //fo=bks to exclude articles but include book chapters and books. The initial load of PsycINFO data will include approximately 550,000 records -- about 60,000 or nine percent of these represent books and book chapters.

    In PsycINFO, authors include personal names only -- although an author's institutional affiliation appears in brackets in the AUTHOR field and is searchable by keyword (KW, KAU). According to the American Psychological Association (APA), forty percent of the journals indexed by PsycINFO are published outside the United States, and 16 percent are written in languages other than English. A very small percentage of book/book chapter records are written in languages other than English. In PS records, an English translation of a foreign title is part of the TITLE field and is searchable by keyword (KW, KTI). Article records include a PUBLISHED IN field containing the journal citation. Book chapter records also include this field to indicate the source publication but will also include a PUB INFO field with imprint information for the source. Book records contain only a PUB INFO field. The location command will work for articles, book and book chapter records. Whole book records include a table of contents (labeled CONTENTS) searchable by keyword (KW, KAU, KTI); some book records also include a series title (labeled SERIES) which is searchable by title string index (TI) and by keyword (KW, KTS, KTI).

    PsycINFO maintains a controlled vocabulary of over 5,000 descriptors published by the APA in the Thesaurus of Psychological Index Terms. This Thesaurus is available in printed form at many Harvard libraries. (The APA does make thesaurus data available in machine-readable form and OIS will investigate its conversion to authority data in PS, but only after the database is up and running.) Terms include topics, geographic names, and names of persons, animals, tests, subject populations, and human age groups. Each PS record may contain up to 15 descriptors, although the average record contains five or six. In PS records, descriptors can appear in a major or minor form. In HOLLIS, major descriptors (describing the primary focus of the work) appear after the SUBJECT label and can be searched by subject string index (SU) and keyword (KW, KSH, KSM). Minor descriptors (describing a topic that is a secondary focus of the work) appear after the KEYWORD SUBJ label and can be searched by keyword (KW, KSH). On article records, PsycINFO also includes a key phrase which concisely summarizes an article's content. The key phrase displays after the KEYWORD SUBJ label and is searchable by keyword (KW, KSH).

    PyscINFO often assigns a document type code to records. This code includes a numeric value and a word, phrase, or abbreviation describing the type of document being indexed. This information displays after the NOTES label and is searchable by keyword (KW).

    For article records, a summary of the essential information about an article displays after the ABSTRACT label. For books and book chapters, similar descriptions display after the SUMMARY label. Abstracts and summaries appear on the long display of PS records. Words in these fields are searchable by keyword (KW).

    PsycINFO index searching. The PS database is available in HOLLIS and both catalog mode and technical services mode of HULPR. (For most users the MARC display will be less helpful than what appears in the Public Catalog.) In technical services, use the LTPS transaction identifier and the appropriate index search to retrieve PS records. In the Public Catalog, type choose ps to request this database. The following index searches are available:

    String indexes:

    • AU --- Author search
    • TI --- Title search
    • SU --- Subject search
    • BN --- ISBN search
    • HN --- HOLLIS number search

    Keyword indexes:

    • KW --- All included words
    • KAU --- Author words only
    • KTI --- Title words only
    • KTS --- Series title words only
    • KSH --- Subject heading words only
    • KSM --- Major subject heading words only
    • KPI --- Source publication title words only

    String indexes can be qualified by language, format, and year of publication. Names and major subjects (following the SUBJECTS label) are traceable.

    PsycINFO in HOLLIS has a large number of online help screens covering index searches, record displays, and database contents. OIS will also distribute a printed information sheet and a list of journals indexed by PsycINFO. If you have questions about PsycINFO, contact Robin Wendler or Julie Wetherill in OIS.

    Publicize CD-ROM holdings. Getting the word out about electronic resources such as CD-ROMs has long been a problem at Harvard, but there are now more ways than ever for library staff to make those resources known.

    Each library's record in the HOLLIS Library Guide database (LG) should contain a list of CD-ROMs and other electronic databases and services the library makes available to its patrons. Put this information in a 582 field and it will display with the label SEARCH SERVICES: and be keyword indexed. Search using the index identifier KW to retrieve information in this field. Contact Tim Hanke (5-7793) if you don't know how to update your LG screen.

    Technical Services Mode:
    582/1: : a Art Index, 1984+ available on CD-ROM;
    582/2: : a Applied Science & Technology Index, 1983+ available on CD-ROM;
    582/3: : a ICONDA (International CONstruction DAtabase), 1977+ available on CD-ROM;
    582/4: : a UrbaDisc, 1993+ available on CD-ROM;

    Public Catalog Display:
    SEARCH SERVICE: Art Index, 1984+ available on CD-ROM;
    Applied Science & Technology Index, 1983+ available on CD-ROM;
    ICONDA (International CONstruction DAtabase), 1977+ available on CD-ROM;

    When cataloging an electronic resource, remember to use the physical format field (755). While it may be used for many forms of material, HUL policy is that the 755 should always be used for CD-ROMs. This field may contain terms drawn from one of the thesauri listed in the USMARC Code List for Relators, Sources, and Description Conventions. LCSH is one of the authorized thesauri. Give the term in a 755 a, and the code for the thesaurus in 2. The 755 field is indexed in HOLLIS in the Form/Genre index (FG).

    EXAMPLE-- Technical Services Mode: 755/5: : a CD-ROMs 2 lcsh. Public Catalog Display*: OTHER KEYWORDS: CD-ROMs *This display will eventually be changed to have the label "FORM/GENRE:"

    The Committee on Electronic Reference Services (COERS) has compiled a list of the CD-ROMs and other electronic resources available in each Harvard library. This will be published within the school year in print and will also be accessible in HOLLIS Plus. When you get new electronic materials, be sure to notify your contact on COERS; Mary Clare Altenhofen/Fine Arts, Gerry Azzata/Law School, Michael Blake/Cabot, Barbara Burg/Widener, Jean Cargill/Botany, Marcella Flaherty/Gutman, Ellen Isenstein/Kennedy School, Suzanne Kemple/Hilles, Betsy Like/Countway, Erika McCaffrey/Business School, Maryellen McCarthy/Littauer, Mary Sears/Museum of Comparative Zoology (Chair), Dorothy Solbrig/Bio Labs, and Hugh Wilburn/Loeb Design. The committee will periodically be contacting each library as well, to make sure nothing was missed.

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    Notes and Reminders.
    Volunteers are needed to help evaluate the OCLC FirstSearch interface!!!! FirstSearch is the simple end-user interface used for searching a wide variety of bibliographic databases offered by OCLC. It is also a component of the OCLC SiteSearch software package Harvard is evaluating as an option for a new on-campus search engine.

    There have been a number of informal complaints expressed at Harvard and elsewhere in the library community about the FirstSearch interface. Because it is a key part of several OCLC offerings of possible interest to Harvard, we will be conducting a formal evaluation of FirstSearch. This evaluation will be in two parts:

    1. In conjunction with the test of Inspec on HOLLIS Plus, we will be soliciting reactions from students, faculty, and research staff about the user interface. This evaluation will be conducted over the remainder of this semester.
    2. A separate evaluation by Harvard librarians will be conducted between now and December 15.
    The librarian evaluation will be structured as follows:

    -- Evaluators will be given free access to ALL 42 FirstSearch databases for the entire test period. They will be expected to make at least several hours use of the system during November, and to submit written comments to the Task Force by December 1.
    -- Evaluators will be expected to participate in a 1 - 2 hour focus group discussion of FirstSearch between December 8 - 15.
    -- The Task Force will prepare a written summary of the results of the evaluation which will be sent to OCLC.

    The Task Force would very much like to have a variety of Harvard librarians from a range of disciplines participate in this evaluations. IF YOU ARE WILLING TO SERVE AS AN EVALUATOR PLEASE CONTACT ERIC YOUNG (eyoung@harvarda.harvard.edu) AS SOON AS POSSIBLE! Eric will provide you with information about how to access FirstSearch for this trial, and with the form for written comments.

    If you have questions about this trial, please contact either Dale Flecker (dale_flecker@harvard.edu) or Julie Wetherill (hdoc1@harvarda.harvard.edu). FirstSearch Trial Task Force members include: Carrie Kent, Dale Flecker, Larry Dowler, Kathy Klemperer, Suzanne Kemple, and Julie Wetherill.

    Change in HOLLIS Plus connection procedure. If you have been connecting to HOLLIS Plus by telnetting to hplus.harvard.edu (or hamiett.harvard.edu) and logging in as hplus, you will need to type something different at the "login:" prompt, effective Tuesday, November 1.

    The connection process will be exactly the same, only you should enter hplus-(faculty code), i.e. hplus-as for Arts & Sciences, hplus-de for the School of Design, etc.

    This change will not effect users with their own gopher clients, and IBM terminals will change over automatically on November 1.

    Below is a list of HOLLIS Plus login names and faculties:

    • hplus-as Arts & Sciences
    • hplus-ex Extension School
    • hplus-bk Business
    • hplus-ks Kennedy School
    • hplus-ca Central Administration
    • hplus-la Law
    • hplus-de Design
    • hplus-md Medicine
    • hplus-di Divinity
    • hplus-ph Public Health
    • hplus-dm Dental Medicine
    • hplus-ra Radcliffe
    • hplus-ed Education
    Questions and concerns should be directed to Joachim Martin in OIS or jmartin@harvard.edu.

    HOLLIS Plus information sheets distribution. During the week 10/24 - 10/28 OIS sent out four new and one shipments as listed below:

    • Shipment #2: Inside Information (new) ; FirstSearch (new)
    • Shipment #3: UnCover (new)

    These shipments were addressed to the primary liaisons and should be forwarded to the proper division within each library as soon as possible. If your library has not received any or all of these information sheets please contact Eric Young in OIS.

    OIS has sent these information sheets to all libraries, even those which do not yet offer on-site access to HOLLIS Plus. If you would like more information about HOLLIS Plus or how to access it please contact either your local computer network supervisor or Heather Reid (heather_reid@harvard.edu).

    Reminder about LG field 382. With all of this talk about updating LG records, here is a reminder about a useful LG feature. Back in 1993 OIS changed the Library Guide format (format Z) to allow the suppression of 382 field (library hours) catalog display by use of a first indicator value '0' (zero). Hilles Library had suggested that allowing the suppression of field 382 would allow them to store all hours in the LG record and selectively display them when appropriate, rather than repeatedly change the contents of fields as the academic year progresses.

    HOLLIS Plus orientation sessions. All staff are invited to attend one of the following orientation sessions to HOLLIS Plus given by HCL Public Services and OIS staff. These demonstrations are not meant to teach the details of HOLLIS Plus, but to serve as a basic introduction to the Gopher system.

    • November 8, 9:30 - 11:00 a.m.,
    • November 14, 3:00 - 4:30 p.m., or,
    • December 1, 3:00 - 4:30 p.m.
    Please contact Jan Weiner at 495-2971 to register (sessions are limited to 12 each). All sessions will be held at Lamont Library's Electronic Teaching Center.

    Thanksgiving weekend shutdown. HULPR and HOLLIS will be shutdown at 11 pm on Saturday, November 26 (the Saturday of Thanksgiving weekend) so that OIT can try again the engineering changes that were unsuccessful over Labor Day weekend.

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    HOLLIS Enhancements Update.
    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.

    Changes completed since 8/18/94.

    1. A new Form/Genre (FG) index, providing access by 655 and 755 fields, has been added to HOLLIS/HULPR. This enhancement was number 2 on the Indexing enhancements list.
    2. The Hierarchical Place Name (PL) index, providing access by 752 fields, has been made available in the OPAC. Previously PL was only available in HULPR.
    3. The maximum number of entries retrieved by Author, Title and Number searches has been increased from 5000 to 9999 (the maximum for Subjects was already 9999).
    4. HOLLIS dial-in lines have been migrated to the new HSDN dial pool which (unlike the previous HOLLIS dedicated lines) can accommodate high speed modems with error correction set on.
    5. A formatted call number field has been added to HOLLIS LOC reporting records. This permits generation of reports limited by and/or displaying call number information.
    6. The LOC-like data from the RISM 852 field is now included in both formats of downloaded (Store/Send) records.
    7. The program which prevents weeding of expired patron ID's with circulation activity still "outstanding" has been changed to use circulation data from RV as well as HU.
    8. Attempts to display the second screen of certain very full bill/fine records resulted in a 550U ABEND. The problem has been fixed.
    In addition to the changes listed above, 6 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.

    | Table of Contents | OIS Contacts |

    Network Notes.
    New release of McGill. McGill University recently released version 2.5 of their Windows TN3270 client. The new .zip file and a copy of the new documentation is available on the OIS ftp site. The address of this site is elmer.harvard.edu and logon name is hpguest. Contact Young Sul in OIS for more information or assistance in FTPing these files. OIS encourages people who are currently using the Windows McGill client to upgrade their software to this new version which incorporates many bug-fixes and new features. Any profile or session parameters that you have established in your current copy of McGill will automatically be carried over to the 2.5 version in the upgrade process. If you would like OIS assistance in performing the upgrade, please contact Lesly Corrielus or Heather Reid in OIS.

    One side-effect of HOLLIS/VINE terminal demise. With VINE now a full-fledged gopher, all HOLLIS/VINE library terminals have reverted back to regular HOLLIS public terminals. This means that each morning a staff member must connect these devices to HOLLIS by typing 'libr' and pressing (ENTER). This is not a new procedure, but HOLLIS/VINE terminals did not require this action and staff may have forgotten. Contact Heather Reid in OIS if you have questions.

    HOLLIS dial lines completely migrated. All existing HOLLIS dial lines have been migrated to the new HSDN dial pool (496-8500). The old dial number, 495-9500, is slated to go away in early November. OIS has distributed reminded that the new dial pool modems require a different set of communications settings -- 8 databits, no parity, 1 stop bit, and full duplex -- so if your patrons report problems dialing HOLLIS, it may be that they have not changed their software settings. Technical complexities have delayed the migration of HULPR dial-up to the new dial pool. Contact Heather Reid in OIS if you have questions.

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