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HOLLIS Newsletter

Volume 10, Number 2 (February 1995)


Subscription Info | OIS Contacts
TABLE OF CONTENTS

  • Feature Articles
  • HOLLIS Budget information for FY 1996
  • Preliminary bibliographic records from Casalini and Harrassowitz
  • Notes from the January Meeting
  • OIS welcomes John Maher to Network Group
  • Training and documentation updates
  • Listserv update
  • Order weeding cycle due
  • Problems with lengthy 505 and 980 fields
  • Recent enhancements updates
  • Change to timing of HOLLIS billing
  • Budgeting for FY 96
  • Recon update
  • ABCD Library Working Group
  • Demonstration of HOLLIS Distributed Reporting
  • Notes and Reminders
  • Changes to OPAC Options area
  • BF file weed
  • New features in HOLLIS Plus
  • Distributed Reporting Pilot Extended through February
  • Eureka databases downtime
  • HOLLIS Plus ftp site moved
  • HOLLIS Enhancements Update
  • OIS Current Projects
  • Network Notes
  • Maintenance contracts for IBM terminals
  • Function Keys
  • Network access to HOLLIS upgraded
  • HOLLIS Plus problems--off hours
  • Turning McGill multiline delete on

    Feature Articles


    HOLLIS Budget information for FY 1996
    by Tracey Robinson
    A memo was distributed in January to "HOLLIS managers" which itemized HOLLIS budget information for FY1996. (The HOLLIS Managers mailing list includes the head librarians for all libraries which use HOLLIS as well as many associate and assistant librar ians, and librarians with budgetary responsibilities. If you suspect that you are not on this mailing list but should be, please contact Tracey Robinson in OIS.) This article is a brief summary of the memo. If you need more information, please contact Tracey Robinson in OIS.

    The HOLLIS budget for FY1996 was reviewed and approved by the HOLLIS Budget Review Committee in November 1994. Several significant points are worth noting:

    • There is no planned increase in existing HOLLIS rates for FY 1996. (The HOLLIS rate sheet for FY1996 is appended to this Newsletter.)
    • There will be no increase to library connectivity charges in FY 1996. The connectivity charges which replaced the "per terminal" fees at the beginning of FY1995 will remain the same for all libraries in FY 1996. (An appropriate connectivity fee w ill be assessed for any new library.)
    • HOLLIS Distributed Reporting will become generally available during the second half of FY1995. For the remainder of FY1995, the monthly connectivity charge will be $30 per user per month. Towards the end of FY1995, OIS will evaluate usage levels and the costs of providing Distributed Reporting and will establish an ongoing subscription rate for FY1996 based on a simple cost recovery model.
    • Charges for special databases in HOLLIS are dependent on decisions which will be made by the University Library Council. The ULC has decided to continue funding for all existing databases and possibly add several new resources. Rough estimates fo r individual library contributions to the "Database Game" were provided in the memo. These figures did not include any new databases.
    • Charges for non-public databases in HULPR (e.g., OW, UP) will continue to be based on the number of records in the file by the end of the year. The rate for data storage for special databases will not change ($12.00 per 1000 records).
    • The cost of acquiring and storing bibliographic records in the BF resource file in HULPR is shared across all libraries based on use. Estimates for library charges for BF are not significantly different from FY1995.
    In addition to specific budgeting information, the memo summarized HOLLIS Network Planning issues which libraries should continue to take into account as they plan their budgets for FY1996 and beyond. This section of the memo is reproduced in full below. HOLLIS Network Planning
    There are several network factors which should affect budgets starting in FY96:
    1. IBM 3163 terminals. As reported in the HOLLIS Newsletter in October 1993, IBM has announced that they will discontinue support for the IBM model 3163 terminal effective June 30, 1996. (This model was the model we installed from 1988 through Febr uary 1991.) IBM has not yet announced plans to drop support for their model 3151 terminals, which libraries started to acquire in 1991. OIS estimates that there are approximately 250 model 3163 terminals still installed in Harvard libraries.
      One repercussion of this announcement is that it will no longer be possible to purchase maintenance contracts for 3163 terminals effective June 30, 1996. It is also likely that spare parts for the terminals will be difficult to acquire so that repair of defective or failing terminals will be at least, more expensive and at worst, impossible. We encourage all libraries which still depend on IBM 3163 terminals to plan for replacing them by the end of FY1996. If you would like help in devising a replacem ent plan, please contact Heather Reid in OIS (495-3724).
    2. Terminal printers. A further difficulty which has recently arisen with regard to terminals is that we currently know of no diacritic supporting printer which will work with either IBM 3163 or IBM 3151 terminals. Hewlett Packard recently dropped supp ort for the DeskJet 520 printer and replaced it with a new model (DeskJet 540) which will not function as a terminal printer device. OIS will continue to investigate printer options but it is important to note that as the terminal equipment ages and beco mes technologically obsolete, it will be more and more common for peripheral equipment (such as these "terminal printers") to become unavailable.
    3. Microcomputers. Over the past year, we have seen fairly significant progress in the replacement of dumb terminals with microcomputers, at least for backroom, HULPR work. As a result of the decrease in dedicated terminals (connected to the mainframe via dedicated telephone lines), OIS, in cooperation with OIT, has begun a project to reduce some of the central communications equipment (located at OIT). This equipment is required for the terminal network but not for network attached microcomputers or workstations. Currently we can support no more than 500 terminals on the "HOLLIS terminal network". We expect within the next few months to reduce that number to 440. This reduction will continue as old terminals are retired. In other words, libra ries should not plan to add any new terminals to the HOLLIS terminal network. OIS cannot guarantee that central ports for these devices will be available.
    Keep in mind that planning for the next generation of HOLLIS will resume this year with an anticipated target installation date in 1997. It is reasonable to expect that these old terminals will not be supported in the new system. If you would like some assistance in network planning for your library, contact Heather Reid in OIS.

    | Table of Contents | OIS Contacts |

    ABCD Library Working Group--First Meeting
    by Julie Wetherill
    Heather Reid (OIS) and MarÁ Wooster (McKay), co-Chairs of this working group, opened the meeting by asking for suggestions on the group's scope and direction. ABCD's history
    To provide some background, Lenny Solomon (DAS), founder and Chair of the "parent" ABCD group, spoke about ABCD's beginning in 1985. The Group started as an informal gathering of Harvard people interested in computer-related issues. Over the years, it g rew and smaller working groups focussing on specific topics began to split off from the parent group. Libraries play an integral role at Harvard; library and information technology-related issues have always been of high interest to ABCD members. This i nterest really took off when the HOLLIS Public Catalog went online in 1988. The impetus for creation of the library working group is to bring together library, systems, and research people to develop solutions to common problems.

    Some areas of discussion already identified include:

    • identify information resources and methods of sharing resource costs;
    • support for desktop applications;
    • investigating client/server applications;
    • establish a network for technical exchange;
    • cataloging of images;
    • copyright issues related to images; and
    • using Harvard's own information resources to best advantage.

    The advantages to a grass-roots effort at problem solving can go beyond helping people talk to each other. For example, Lenny described how the Sun Working Group of ABCD was able to negotiate a reduced campus purchase price for a package of Sun software products.

    Discussions of scope and direction
    The greatest challenge for the new library working group is to come up with discussion topics that will attract members' interest. Members have varying interests and it will not always be possible to design meeting topics of interest to all. Rather, the Chairs could plan presentations on special topics and perhaps hold joint meetings with other ABCD working groups as needed. Tracey Robinson cautioned that existing special interest groups may already be addressing some of the same issues discussed by th is working group. For example, Alex Wright's request for guest speakers on information technology projects outside of Harvard could overlap with the activities of the University Library's Professional Development Committee. The point being that this new Working Group should maintain an awareness of other interest group activities on campus and possibly coordinate special programs with these other groups when necessary.

    Suggested topics
    Below is a list of topics suggested at this meeting. This is not an exhaustive list -- Heather and MarÁ are eager to receive further suggestions.

    • a discussion of the issues surrounding support of desktop microcomputers;
    • a "big picture" presentation on networking configurations at Harvard;
    • a review of the various computer operating systems (Windows vs DOS vs Unix, etc.);
    • preparations for the next generation of HOLLIS (HOLLIS2);
    • the Telecommunications Linking Project and OCLC's commitment to network connectivity;
    • campus access to database resources: how they are chosen, how they are funded, how Harvard can take best advantage of its own information resources;
    • guest speakers from outside of Harvard on information technology projects (for example, MIT/Athena, Virginia Tech, etc.);
    • the provision and use of electronic text;
    • how to establish a World Wide Web home page.
    From this list, the group identified two topics of wide interest: a presentation on the Harvard network "big picture" and a forum on the procurement of database resources for campus access. The co-Chairs agreed to pursue these as special topics for upco ming meetings.

    Meeting schedules and listserv information
    The Library Working Group will meet monthly on the second Tuesday, 12 noon in Aiken 241. (The main ABCD meeting is held the first Friday of each month, 12 noon at Aiken 241.) February's ABCD-Library meeting will feature a presentation on network configu rations at Harvard. Future ABCD meetings (main meeting and Library Working Group) will appear in the calendar section of this newsletter.

    " The ABCD main group sponsors a listserv discussion group and each Working Group has its own list as well. Lenny Solomon explained that those wishing to subscribe to one of these lists must attend an ABCD meeting (electronic listserv subscription requests are not accepted). Usually, members are subscribed to the main list and then can join Working Group lists as needed. Lenny collected names/addresses for the new ABCD-Library listserv at this meeting. If you have questions about the general ABCD group, contact Lenny Solomon (495-4215 or by email: solomon@bottesini.harvard.edu). For questions about the Library Working Group of ABCD, contact Heather Reid (495-3724; or by e-mail: heather_reid@harvard.edu) or MarÁ Wooster (495-2836 or by e-mail: wooster@harvarda.harvard.edu).

    | Table of Contents | OIS Contacts |

    Preliminary bibliographic records from Casalini and Harrassowitz
    by Robin Wendler
    Beginning in early February preliminary bibliographic records from Casalini and Harrassowitz are being loaded into the BF file. These records can be used like preliminary (ENCL: 5) records from the Library of Congress or the National Library of Canada, t hat is, they can be migrated from the BF file into HU as a new record or merged with an existing HU record. Migrating or merging these records can save keying a provisional record when placing an order, or provide a basic bibliographic record which can u pgraded to full cataloging. These records will not overlay HU records as a result of the standing search process; they can only be brought into HU by a staff member. Conversely, in order for these records to be overlayed by a utility member cataloging r ecord, the encoding level in the preliminary record must be changed to 'a'.

    You can recognize these records by the VENDOR code in the fixed fields area (CAS for Casalini Libri, HAR for Harrassowitz), by the codes in the 040 (ItFiC for Casalini Libri, GyWOH for Harrassowitz), and by the presence of one or more of the 9XX tags desc ribed below. Not all records will contain all fields or subfields.

    FIELDSUBFIELDDESCRIPTION
    910|aMaterial class. This subfield will contain a phrase such as "Will be supplied on blanket order", "Will be supplied on standing order", or "Bibl. data" (meaning that the bibliographic record is supplied for informational pur poses only, and is to be used for selection).
    "|bBlanket or standing order reference, such as the HOLLIS order-record number for a standing order.
    "|cBlanket or standing order fund code.
    "|dCustomer code used by the vendor for the ordering library.
    "|eDecoded library name to which the code in |d refers.
    "|fVendor code
    "|g Decoded vendor name to which the code in |f refers.
    930|aRecord shipment identification code.
    980|aInvoice date
    "|b Fixed format list price in vendor currency (e.g. |b 000028000)
    "|e Fixed format net amount in vendor currency (e.g. |b 000028000)
    "|fInvoice number
    "|gNumber of copies
    "|hFund (same as in 910 |c)
    "|iFixed format list price in customer currency (e.g. |b 000002200)
    "|jFixed format net amount in customer currency (e.g. |b 000002200)
    990|bList price in vendor currency (e.g. |b 28000 LIT)
    "|eNet amount in vendor currency
    "|iList price in customer currency (e.g. |i 22.00 USD)
    "|jNet amount in customer currency

    At this point, neither vendor can supply 990 fields, but once they can, the 990 is the place to look for eye-readable price information. Harrassowitz is not yet able to supply the 910 field. All of these fields will appear in future shipments from both vendors, and OIS will announce in HULINFO, LIBINFO, and the HOLLIS Newsletter when we expect complete vendor information.

    These local fields will be carried over when a record is migrated or merged into HU. You can (and probably should) delete them once they're no longer needed, but they cause no harm. If the library moving the record into HU is not the one cited in the 91 0, it is better to leave the fields intact so that the library in the 910 will be able to see that the item is coming to them on blanket or standing order.

    Neither vendor's records include subject headings or classification numbers. Headings are not verified. The description in Casalini records tend to be fuller than that in Harrassowitz records, and often includes explanatory notes about the author or the text.

    For examples of preliminary records from Casalini and Harrassowitz please see the addendum at the end of this newsletter. If you have questions, contact Robin Wendler in OIS.

    | Table of Contents | OIS Contacts |

    Notes from the January Meeting
    OIS Welcomes John Maher to Network Group
    Tracey Robinson introduced John Maher, the new Microcomputer and Desktop Application Specialist in OIS. John comes to OIS from the Countway Library's Systems Planning and Development group. John will work with Heather Reid, Lesly Corrielus and Lauren C aulton in supporting the HOLLIS terminal network and other microcomputer and telecommunications initiatives in OIS.

    Tracey reminded liaisons about the procedure for calling in HOLLIS network/terminal problems to OIS. Staff should identify their call as a HOLLIS network problem and be prepared to provide detailed information. This information will be fed into a tracki ng system for network problem reports -- a member of the Network and Desktop Systems Group will contact the library to follow up. To insure that the tracking system works, please do not attempt to leave a message for a specific person when you call -- un less you are following up with an OIS staff member on a pre-existing problem.

    If you have any questions, contact Heather Reid or Tracey Robinson in OIS.

    Training and documentation updates
    HOLLIS staff training will not be held in March to allow the Trainer to take a vacation. Regular staff training will resume in April. The schedule of HOLLIS staff training is available in each issue of the HOLLIS Newsletter, Library Notes, the HULINFO version of Library Notes Calendar, and on the EMS bulletin board in HULPR.

    OIS is sponsoring an introductory workshop for staff who use the McGill TCP3270 client to connect to HULPR from networked PCs. This workshop will be held in Lamont's Electronic Teaching Center. [From the Editor: the January workshops have been completed and those scheduled for February are full as of this writing.]

    OIS just completed the distribution of a new HOLLIS Holdings Editing Guide and a PsycINFO public information sheet. Documentation mailings are directed to HOLLIS liaisons -- if you have questions about the documentation or its distribution, contact Eric Young in OIS.

    Listserv update
    Some recent changes to OIT electronic mail services may have disrupted receipt of HULINFO and LIBINFO mail for some FAS and College Library recipients. Around Christmas, a change in the address of some e-mail accounts (quite possibly invisible to the acc ount holder) caused hundreds of HULINFO and LIBINFO messages to bounce back to the listserv moderator (Julie Wetherill). In self-defense, the moderator desubscribed these accounts. If you are a listserv subscriber but have seen no message traffic for HU LINFO or LIBINFO since late December 1994 -- you may be affected. You can resubscribe to these discussion lists at any time. Send a message to listserv@harvarda.harvard.edu. The text of the message sho uld be: sub [listname] [your name]. (For example; sub hulinfo Jenny Jones.) Contact Julie Wetherill in OIS if you have questions.

    Order weeding cycle due
    OIS began an order weeding cycle in January. Closed orders not updated after 12/31/92 are eligible for weeding during this cycle. [From the Editor: this order weed has been completed -- 124,047 orders were weeded from the Order File. Transa ctions to update the order linkages in the bibliographic records are also complete. Microfiche of weeded orders were distributed to subscribers in mid-January.] If you have any questions, please contact Linda Marean in OIS.

    Problems with lengthy 505 and 980 fields
    OIS has noticed an increase in reports of oversized MARC fields -- fields which are as large or larger than a single screen display. Such fields will not display in HULPR technical services mode. Essentially, the system allows you to build a field tha t the system can't display. The symptom is a bibliographic or holdings record that will not display from the affected field through to the end of the record. The solution is to contact OIS and have the offending field fixed by a Systems Librarian. The REAL solution is for staff to remember that HOLLIS cannot display MARC fields as large as a single screen display. The fields most often involved are 505 and 980. Since both are repeatable, staff could avoid this problem by building multiple occurrences of the field. Contact Julie Wetherill in OIS if you have questions.

    Recent enhancements update
    Tracey reminded liaisons about some recent HOLLIS enhancements to Public Catalog displays and to order record display and navigation. Public Catalog display changes are described in the Notes & Reminders column of this issue. The ord er record changes:

    • display of VENDOR and NV fields on every screen of the o/p/r, and
    • modifications of the STMT command to accept new parameters (STMT P - go to last payment in division, STMT R - go to first receipt statement in division, and STMT L - go to last statement of any kind in division).
    were described in the January 1995 issue of this newsletter. If you have questions, contact Julie Wetherill in OIS.

    Change to timing of HOLLIS billing
    OIS bills libraries for certain items on an annual basis. Examples are special database charges and item records on file. In the past, this annual billing took place in May. For a variety of reasons, OIS wants to distribute these annual bills in Janu ary. Phone calls to affected units indicated that this would not be a problem so the annual charge will be incorporated into the January charges which will appear on the January billing reports. If you have questions, contact Tracey Robinson.

    Budgeting for FY 96
    Libraries budgeting for fiscal year 1996 should note that there will be NO changes to HOLLIS rates (rates will remain at the FY 95 levels). In addition, the flat connectivity charge for HOLLIS devices will stay the same. OIS has distributed a memo to "HOLLIS Managers" detailing FY96 budget information. For more information about FY 1996 budgeting and HOLLIS network planning, please see HOLLIS Budget information for FY 1996 in the Feature Articles section of this newsletter.

    Recon update
    Project Manager Karen Carlson Young reported on current Recon projects: books projects that are ongoing: Widener/Houghton, Law, Baker, Fine Arts, MCZ, Harvard-Yenching's Western Language Collection; for serials, Dumbarton Oaks, Widener, and Tozzer. Book s projects for Countway and Botany will begin in the next few months. A serials project for the Law School Library is also being planned.

    ABCD Library Working Group
    The newest subgroup of ABCD -- a library working group -- met for the first time in January. (ABCD is an ad-hoc group devoted to computing-related issues at Harvard.) Tracey reported that attendees spent the first meeting talking about what scope the gr oup should have and brainstorming about possible topics of interest. One advantage to this "grass-roots" effort is that staff interests drive the direction of this working group. A few topics were identified for future meetings, including: a presentati on on Harvard's network configurations and a discussion of how research databases are selected and funded for campus use. [From the Editor: a summary of the ABCD Library Working Group's first meeting appears in the Feature Artic les section of this issue.]

    Demonstration of HOLLIS Distributed Reporting
    Martha Creedon, OIS Reporting Specialist, demonstrated the new process of distributed reporting for HOLLIS data. The nature of the Distributed Reporting process makes it difficult to summarize in an article -- so what follows is an update on the status o f this project and general information about participation.

    What is Distributed Reporting?

    Distributed Reporting in HOLLIS -- DR HOLLIS or DR for short -- allows library staff to produce HOLLIS reports from their desktop microcomputers. DR is a client-server application -- reporting data is extracted from HOLLIS and stored in a Sybase relation al database on a Unix server (actually, a Hewlett-Packard model computer located at 1730 Cambridge Street). Pilot participants have client software (called GQL; Windows and Macintosh versions are available) installed on their microcomputers. (OIS has bo ught a site license for eight simultaneous users.) They use GQL to compose report requests and in turn receive raw reports from the server. GQL can format the final report, or export the data to another application (a Wordprocessor, database manager, et c.) for further manipulation. OIS has customized GQL to provide an easy to use graphical interface for staff requesting reports -- and individual users can further customize GQL for their own library's reporting needs.

    The data stored in Sybase is a snapshot of regular HOLLIS reporting data. For HU: bibliographic, circulation, item, location, o/p/r, and payment data. For RV: bibliographic, circulation, courses, item, and location data. During the pilot, HU reporting data is updated weekly and RV (course reserves) reporting data is updated at noon and 10 pm every day. In response to a liaison's question, Daniel Bednarek noted that coverage of reporting data is the same in DR as it is for mediated reporting. OIS is devising a method of weeding data from the Sybase tables when the corresponding data is weeded from the online files. Distributed Reporting is available from 9:00 a.m. to 5:00 p.m. week days. There has been no decision about hours of availability after the pilot ends.

    Current project status

    Distributed Reporting is in a pilot stage now with 15 staff users. Original plans called for it to migrate to a full production service in early February. OIS HAS EXTENDED THE PILOT PHASE OF THIS PROJECT THROUGH THE MONTH OF FEBRUARY. This means that s taff in the pilot may continue to use DR without charge through the month of February. (New users who have expressed interest but have not yet been installed will be contacted separately to arrange timing.) Extension of the pilot will give OIS more time to solicit user feedback and to fix known problems, clarify procedures and issues, etc. before the production service begins.

    What it costs to participate

    Distributed Reporting is the library component of a larger project to migrate the Information Utility (IU) from the mainframe to a Unix server. Costing issues for the IU are not yet worked out, and since DR uses similar architecture, costs to OIS are not yet known. For the remainder of this fiscal year, OIS has decided to charge $30.00 per month per user. This is in addition to the cost of the GQL client (about $100 per copy) and a yearly GQL maintenance fee (10 to 15% of the purchase price) which indi vidual users will pay directly to GQL. OIS will reevaluate DR pricing for FY96, later this spring.

    For more information

    OIS is ready to assist units interested in participating in the production-version of Distributed Reporting. If you have questions, would like to see a demonstration, or need details about participating, contact Martha Creedon in OIS. Please note that t he regular mediated reporting service out of OIS is still available.

    | Table of Contents | OIS Contacts |

    Notes and Reminders
    Changes to OPAC options area
    OIS has made changes to the HOLLIS Public Catalog options area per specifications from the Standing Subcommittee of HAAC on User Services in HOLLIS (SSHUSH). Changes include:

    • the dashed line just above the options area now has the message MORE - to see next page imbedded within it. A similar message, BACK - to see prev page will display, when appropriate, directly below. To increase space in the options area, t he label OPTIONS now displays imbedded within the dashed line.
    • the options area itself has been redesigned. There have been changes to clarify the exact meaning of certain commands (e.g., display # - see #th item). The STORE and COMMENT commands have been added. All commands listed in this area now display wit h upper case letters representing the shortest form of the command.

    Interested staff are invited to take a look at these changes in the Public Catalog. If you have comments or questions, please direct these to Dorothy Solbrig (BioLabs Librarian), Chair of SSHUSH.

    BF file weed
    As regularly happens at the beginning of each calendar year, the LC Books file (BF database) has been weeded of all records with publication date before 1991. The database now contains 1991 - 1994 data and 1995 data is being added during this year. If you have any questions, please contact Linda Marean in OIS.

    New features in HOLLIS Plus
    As of Jan. 13, 1995, the following new resources are available in HOLLIS Plus:

    CIA World Factbook (information about countries of the world)
    Dante Project at Dartmouth
    King James Bible in full text
    Shakespeare Plays in full text
    Shakespeare Sonnets in full text
    Women's Studies Resources gopher

    There is also a new "connection screen" that is displayed while connections are being made to remote resources. It is possible to break the connection during this time by pressing control-X. Contact Julie Wetherill in OIS if you have questions.

    Distributed Reporting Pilot Extended through February
    Due to a number of factors, OIS has decided to extend the pilot phase of the Distributed Reporting project through the month of February. This means that those of you who are currently using the service may continue to use it without charge through the m onth of February. (New users who have expressed interest but have not yet been installed will be contacted separately to arrange timing.)

    Extension of the pilot will give OIS more time to solicit your feedback, fix known problems, clarify procedures and issues, etc. before we begin the production service.

    Feel free to contact Jon Rothman in OIS if you have questions.

    Eureka databases downtime
    On Saturday, 18 February, RLG is planning to upgrade its main computer. The implication of this is that those HOLLIS Plus databases available through Eureka will not be accessible between 9:00 a.m. and 6:00 p.m. EST on February 18. The affected d atabases are:

    Avery Index to Architectural Periodicals
    Hispanic American Periodicals Index
    History of Science and Technology Index to Foreign Legal Periodicals
    Index to Foreign Legal Periodicals
    Inside Information
    RLG Bibliographic File

    Contact Kathy Klemperer in OIS if you have questions.

    HOLLIS Plus ftp site moved
    The HOLLIS Plus anonymous ftp site has moved to a new host. On 10 February, 1995, the old site (ftp to elmer and login as hpguest) will no longer be available. To use the new HOLLIS Plus ftp site:

    ftp to ftp-hul.harvard.edu,
    use "anonymous" as your login name,
    use your e-mail address as your password (e.g., xyz@harvarda),
    change to the directory named library,
    change to the directory named hplus.

    This directory contains the following documents:

    clients - a summary of workstation clients that can be used with HOLLIS Plus,
    form - the form to use to register the IP address of in-library HOLLIS Plus devices,
    hplus.kyb - keyboard file for use with FTP Software's TN program.

    It also contains the following directories:

    inspec - user guides for the inspec database,
    mac - Macintosh clients for HOLLIS Plus,
    pc - PC clients for HOLLIS Plus,
    win - Windows clients for HOLLIS Plus.

    If you go back up to the library directory you will also see a directory called graphics. This contains scanned HOLLIS and HOLLIS Plus logos in a couple of different formats. If you have questions, contact Young Sul in OIS.

    | Table of Contents | OIS Contacts |

    HOLLIS Enhancements Update

    by John Rothman
    Changes completed since 11/29/94. This column features brief descriptions of some of the smaller completed changes to HOLLIS which are not described more fully in individual articles. OIS projects and major enhancements will continue to be described in greater detail in newsletter articles. If you have comments, questions, or would like more details about any of these changes, contact Jon Rothman at OIS or by email at ROTHMN@HARVARDA.

    1. The VENDOR and NV (note to vendor) fields now display on all screens of an o/p/r record. This change was in response to a request to enhance the o/p/r record display which was ranked #1 on the Acquisitions enhancements list. (See article in Janu ary 1995 HOLLIS Newsletter.)
    2. Paging through o/p/r and invoice records has been improved with the addition of three new parameters to the STMT command, 'P', 'R', and 'L'. (See article in January 1995 HOLLIS Newsletter.) This enhancement was ranked #2 on the Acquisitions enhancements list.
    3. The OPAC "options" area has been changed to make room for additional commands and to make the usable abbreviations of commands clearer.
    4. Corrections to some character translation problems on printed orders and memos had been occurring (Vietnamese hooked u and o were printing incorrectly on orders and the commas below letters were printing as spaces on memos).
    5. Changes to accommodate phase 1 of format integration (see paper appended to January '95 HOLLIS Newsletter) have been made to the programs which convert incoming records from LC, OCLC and RLIN into HOLLIS records, as well as to the HOLLIS OPAC display programs.
    6. Circulation notices containing uniform titles can now be successfully transferred via FTP.
    7. A change was made that ensures the correct transfer of payment information from invoice to o/p/r by limiting the maximum number of statements on an o/p/r division to 254 rather than 255.
    8. A change was made to prevent ABENDs when a HULPR user blanked out the default command, then used a PF key without changing other data.
    9. Improvements to processing of Human Resources patron data loaded into the HOLLIS patron file. Changes greatly reduce the number of errors that occur in the assignment of faculty and patron category codes in HOLLIS.

    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 d o not have directly visible or readily describable functional effects.

    | Table of Contents | OIS Contacts |

    OIS Current Projects

    This column tracks the large and medium-sized OIS development projects underway and pending. For more information on a particular project, contact the OIS staff member in the "Contact" column.
    ProjectContactStartTarget dateMajor milestones
    Gov DocsR. Wendler----Functional specifications under review.
    Format integrationR. Wendler
    M. Smith
    ----New tags in production, records coming in being converted. Conversion of HOLLIS databases late Jan./early Feb.
    HU to RLINR Wendler9/934/95Working on project plan.
    CICS upgradeC. Husbands11/9412/95Hold until 7/95. Awaiting word on extended IBM support for 2.1.2.
    Recon part 3R Wendler12/933/94Series corrections due mid-Feb. MeSH delayed due to bad file from NLM.
    HOLLIS Distributed Reporting J Rothman5/932/95Pilot phase extended through 2/95.
    ARP
    (automated reserves processing)
    D Bednarek
    C Husbands
    ----Miscellaneous activity
    Casalini/HarrasowitzR Wendler19936/94Both Casalini and Harrassowitz data without approved plan/cost data ready to put in BF. Will aim for 2/1.
    ACF2 security changes
    (preventing HULPR access from many terminals using same signon, among other things)
    L Marean12/935/95Preliminary testing okay. Will install in HULST on 2/15.
    FETCHERRS
    (requesting HD materials through HOLLIS)
    C Husbands6/936/95Specifications being updated.
    LISH
    (indexing enhancements)
    J Rothman7/93Early '95Keyword stress test occurred 1/4. Analyzing results. HAAC will discuss 2/15.
    HSDN dialH Reid1993Fall '94HOLLIS lines done. HULPR lines awaiting further OIT work.
    Server supportT Robinson19947/95Develop and evaluate infrastructre for support of new server machines.

    | Table of Contents | OIS Contacts |
    Network Notes
    Maintenance contracts for IBM terminals
    A few weeks ago OIS distributed to libraries the bills received from IBM for the renewal of terminal maintenance contracts. These bills covered the period January 1 1995 - December 31 1995. We were concerned that the number of contract renewals was mu ch smaller than the number of terminals we believe to still be installed in libraries but according to IBM all terminals which were covered by a maintenance contract in 1994 were included on the bills they sent us for 1995. Various libraries, however, ha ve been able to determine that some terminals which were covered by maintenance in 1994 have not been billed for 1995. IBM denies that this is possible and claims that many of the terminal contracts billed to Harvard libraries in 1994 were never paid.

    Whatever the cause of the dropping of these terminals from the 1995 billing, the result is that many terminals currently in use in libraries are not covered by a maintenance contract. OIS has sent a memo to library managers with a list of all of the term inals we believe to be installed in each unit. The highlighted items (if any) indicate those terminals for which you have already been billed (i.e., they were included on the bills we distributed a few weeks ago). The other terminals listed are currentl y not covered by an IBM maintenance contract.

    OIS intends to submit the serial numbers of currently uncovered terminals to IBM with a request that they be put under maintenance immediately. This will be done on Tuesday February 21st unless we hear from you to the contrary. Since many units have de-installed terminals in the past year, we advise you to check the list that accompanied the OIS memo and make sure that all the terminals included are still in use in your unit. Please also check to make sure that no terminals are missing from th e list.

    If you have questions, please do not hesitate to contact either Heather Reid or John Maher in OIS.

    Function Keys
    OIS would like to remind library staff of the policy on use of the IBM terminal function keys. The following is taken from the HOLLIS Reference Manual, Appendix M. "The IBM model 3151 and 3163 terminals include 24 function keys. Function keys F13 throu gh F23 are available to be programmed by library staff. OIS has reserved function keys F1 through F12 and F24 for HOLLIS functions. DO NOT REPROGRAM FUNCTION KEYS F1-F12 AND F24." The reason for keeping the default functions of keys 1-12 and key 24 is t hat they perform vital terminal functions. If these keys are reprogrammed the terminal will not function properly. Appendix M in the HOLLIS Reference Manual has instructions for reprogramming the upper tier keys, 13-23, as well as for resetti ng the default functions of any key if this becomes necessary.

    Network access to HOLLIS upgraded
    On Tuesday, 31 January OIT upgraded the software that provides network (i.e. HSDN) access to HULPR. This software is invoked on the mainframe side when a connection is made using such packages as PCIP/Cornell TN3270, the McGill TN3270, the Brown TN3270, etc. We do not expect this upgrade to introduce any problems. However, if you connect to HULPR over the HSDN and experience any problems or notice anything different in the way your connection works, please inform Heather Reid, or another member of the networking group in OIS (Lesly Corrielus or John Maher). Please note that this upgrade does not affect users from outside the library (either on-campus or off) who are telnetting to HOLLIS since these connections utilize different software which has no t been changed by this upgrade.

    HOLLIS Plus problems--off hours
    On Sunday, 22 January, there was a problem with HOLLIS Plus where HOLLIS Plus users were not able to connect to any HOLLIS databases. HOLLIS itself was running just fine, and other HOLLIS Plus resources were accessible, but one of the pieces linking HOLLIS Plus to HOLLIS was broken. Unfortunately OIS did not become aware of the problem until midday on Monday, at which time it was easy to fix.

    First, OIS would like to express regret that this interruption of service occurred. Second, anyone who did try to report the problem should contact OIS to let us know what happened.

    Third, OIS is implementing a procedure by which library staff can report HOLLIS Plus problems at any time that a library is open. This procedure should be used *ONLY* by library staff calling from a library; individual users should work through a library . Library staff calling from a library:
    During working hours (M-F, 9-5), call 495-3724 (OIS).
    Outside these hours, first try 495-3724. If no answer or if no one is there who can help, call 495-3000 (this is the machine room, and the phone will be answered by a computer operator).

    When you make the phone call, be *sure* that you say this is a HOLLIS *Plus* problem.

    Before calling anywhere, try to gather the following information. This will be very helpful in diagnosing the problem:

    1. What kind of HOLLIS Plus client are you using (Macintosh, PC-DOS, Windows, terminal, etc.)?
    2. Are you able to get to the HOLLIS Plus main menu?
    3. Are you able to make selections to resources marked &hTEL&lr?
    4. Are you able to make selections of other resources?
    5. Are you able to select resources marked (HOLLIS)?

    The person who answers the phone will either fix the problem or forward the call to someone who can. You will be asked for your name, library and phone number, so that someone can reach you after the problem is diagnosed and hopefully fixed. If you expe rience any problem using this procedure or wish to comment about it or about the January 22 outage, please call Kathy Klemperer or Linda Marean in OIS or send e-mail to kathy_klemperer@harvard.edu or linda _marean @ harvard.edu.

    Turning McGill multiline delete on
    This tip describes how to make the McGill delete function work like the character delete available from the IBM 3163 keyboard. When editing a long 505 field (for example) which contains a single subfield |a, you can trick HULPR into giving you more room by deleting field indicators or the first subfield, and then insert text anywhere in the field. When you press enter, HULPR will force the field onto a new line to reinsert the characters you deleted AND accommodate the new text you inserted. In McGill, you can use this same trick but you will only be able to insert text on the line in which you deleted text. Why? Because McGill's delete feature stops at the right margin -- the rest of field 505 on subsequent lines won't be "dragged back up" when you de lete a few characters.

    505 field before deleting:

     505/5:1 :  |a v. 1. Early work (1905-1911), edited by J. Rud Nielsen.--v. 2.
    
    Work on atomic physics (1912-1917), edited by Ulrich Hoyer.--v. 3. Nuclear
    
    principle (1918-1923), edited by J. Rud Nielsen.--v. 4. The periodic system
    
    (1920-1923).--v. 5. The emergence of quantum mechanics (Mainly 1924-1926),
    
    edited by Klaus Stolzenburg.

    505 field after indicators are deleted. Two extra spaces are available at the end of the first line, but text in the rest of the field has not changed position. You can insert new text ONLY on the first line.

     505/5::  |a v. 1. Early work (1905-1911), edited by J. Rud Nielsen.--v. 2. 
    
    Work on atomic physics (1912-1917), edited by Ulrich Hoyer.--v. 3. Nuclear
    
    principle (1918-1923), edited by J. Rud Nielsen.--v. 4. The periodic system
    
    (1920-1923).--v. 5. The emergence of quantum mechanics (Mainly 1924-1926),
    
    edited by Klaus Stolzenburg.

    505 field after indicators are deleted (with McGill Multiline Delete feature turned on). Remaining field text also moves back as a result of the deletion. You can insert new text anywhere in the field.

     505/5::  a v. 1. Early work (1905-1911), edited by J. Rud Nielsen.--v. 2.
    
    Work on atomic physics (1912-1917), edited by Ulrich Hoyer.--v. 3. Nuclear
    
    principle (1918-1923), edited by J. Rud Nielsen.--v. 4. The periodic system
    
    (1920-1923).--v. 5. The emergence of quantum mechanics (Mainly  1924-1926),
    
    edited by Klaus Stolzenburg.

    McGill null processing ** MUST ** be turned off in order for multiline delete to work properly and not leave imbedded blanks in MARC fields. The apparent blanks in the sample 505 above will disappear when the operator reformats the record (that is, after issuing the ENTER, SAME, or DONE command).

    So how to turn multiline delete on? From the McGill menu bar, select Options and then Session. Click on the Display choice from the Category list on the left. Then click on the line:

      • Multiline Delete Mode

    to select it. An 'x' will display in the check box. Be sure to save this change to your McGill profile to preserve it for future sessions. Contact Julie Wetherill in OIS if you have questions.

    | Table of Contents | OIS Contacts |

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