HOLLIS Enhancements Prioritization
by Jon Rothman
It's that time again! Once again, OIS needs your input to help create a pool of the "most desired" enhancements to work on over the next year or so. (Enhancements are defined as relatively small changes which generally won't take more than 20 or 30 hour s of a programmer's time. As most of you will remember, the last enhancements prioritization process occurred toward the end of 1993. The enhancements list was divided according to five functional areas and each part was reviewed at a meeting sponsored by an appropriate library group:
The result of those meetings was a prioritized list of five enhancements for each of the five functional areas. (The status of those lists is described later in this article).
The Same Process
The major difference in the process this time around is that time has passed. Over the next year, significant amounts of the OIS staff's time and energy will begin to be diverted into planning for HOLLIS 2 and proportionally less time and energy will be available for changes to HOLLIS1. This shift affects enhancements prioritization in two ways:
Update on Enhancements Prioritized in The Last Round
The number 1 rated enhancement from each group has been completed.
3 or more of the 5 prioritized enhancements were completed for all but one of the functional areas. The exception is Circulation where 2 out of the 5 enhancements were completed (A great deal of the time and energy spent on circulation programming in th e past year went into the development of the Course Reserves Database).
Overall, 15 of the 23 enhancements on the list have been completed. There are two special cases among those which have not been completed:
More information will be forthcoming with the enhancement lists. Questions may be directed to Jon Rothman in OIS (email@example.com).
Notes from the March Meeting
HOLLIS Distributed Reporting
To date, 24 library staff have been trained in the use of the Distributed Reporting Database, and the number of interested parties continues to grow. Training is currently scheduled on an as-needed basis; if you would like to sign up, or require more inf ormation, contact Martha Creedon at OIS, email at firstname.lastname@example.org.
OW file continues to shrink
Changes implemented to item record format and display
It is easiest to describe the changes in terms of item record display. The sample item record below contains the new fields and displays. Descriptions of these changes follow, in the order they appear on the screen.
Item record changes, in the order of their appearance on screen:
only permissible values are
OIS will soon set this code retrospectively for existing items by using call number data to determine the value. It is assumed that this process will miss some HD items; so staff are encouraged to supply the H on any HD items they may be editing for othe r reasons.
Byte 1 -- Prior location of item
Byte 2 -- Other information
PRESERVATION codes comprise two system-validated bytes. The system maintains the date of last change to this field. If no data have ever been supplied, the date displays as NONE.
Byte 1 -- Action/Decision
Byte 2 -- Agent/Source
LOCAL codes comprise eight bytes reserved for definition by individual library units. The system does not validate the contents of this field.
All existing items are coded Y. That value will continue to be the default for newly created items except in two cases:
It is worthwhile to repeat something mentioned above: except for the DEP. LOCATION field, use of these new item record data elements introduced with these changes is optional, subject to decisions of individual library units. The default for DEP. LOCATN is blank (not in an offsite depository) and units will want to change this value to H for materials being shipped to the Harvard Depository. If you have questions about these changes, please contact Julie Wetherill in OIS.
New Service Contacts List for library staff
Tracey noted that since OIS' scope of activities has expanded and grown more complex, the process of providing help has become more of a challenge. The most significant changes to the Contact List include the addition of contacts for all of the major sys tems maintained by OIS and "Emergency Help Numbers" for staff having connection problems who do not know who to call. Another first is the attempt to provide coverage by the OIT Help Desk during after hours and weekends. Tracey emphasized that after hou rs coverage in many cases amounts to OIT staff referring problem reports to OIS, sometimes not until the next business day. But this ensures that problems occurring after hours and on weekends are reported to OIS.
How to use this list? From 9:00 a.m. to 5:00 p.m. on business days, there is no change in procedure. Consult the Contact List to determine who to call in OIS -- or, just call OIS (495-3724) , ask your question, and we will refer you to the appropriate p erson. If you are having connection problems and your workstation is a microcomputer, first try contacting your local network support office, in case the problem is related to your local setup. If you do not know who to call, especially when you are havi ng a connection problem, contact the NIC Help Desk (496-2001). After hours and weekends, contact the OIT Help Desk (495-3000).
If you have questions about the list, contact Tracey Robinson or Julie Wetherill in OIS.
Format integration progress report
Series authority records in HOLLIS
As a result of this load, HOLLIS SARs may contain local series treatment decisions for Harvard libraries, the Library of Congress (or a NACO participating library), or both. Please do not delete Library of Congress series treatment information in authori ty records, and add Harvard decisions in separate fields. For example:
642/1: : |a 10 |5 DLC 642/2: : |a 10 |5 wid 643/1: : |a London |b Lorrimer a| New York, N.Y. |b Distributed by F. Ungar 644/1: : |a f |5 DLC 644/2: : |a f |5 wid 5 lam 645/1: : |a t |5 DLC 645/2: : |a t |5 wid 5 lam 646/1: : |a s |5 DLC 646/2: : |a s |5 wid 5 lam
Using separate fields for LC and Harvard decisions will make it easier to keep these records accurate over time. Please contact Robin Wendler in OIS if you encounter any problems or have any questions about these records.
Tips and Tricks for Effective Use of Selected HOLLIS Plus Resources
Members of the panel discussed the following databases:
Erika McCaffrey / Baker Library
Erika's presentation focussed on database coverage and available documentation. Baker's version of ABI/INFORM covers the most recent five years of business literature. Citations and abstracts to major articles from over 800 academic management, marketin g, and general business journals are included, with new citations added each month. ABI/INFORM indexes only major articles; newspapers are not included. ABI/INFORM data is produced by UMI/Data Courier and resides on a VAX server at the Business School. Erika offered a list of ABI/INFORM answers to frequently asked questions (FAQ). A summary of the list follows:
The FAQ included two questions/answers about printing records that turned out not to work with the version of ABI/INFORM available via HOLLIS Plus. The Print function apparently has been disabled in the HOLLIS Plus version of AB I/INFORM. The system does not recognize the commands p or print. Since there is no download or other type of record capture feature, you must rely on local screen printing.
In terms of documentation, Erika suggested five possibilities: a Quick Reference Card, Business Vocabulary ($25 from UMI: 800-521-0600), a journals list (free from UMI), a list of classification codes, and a User's Guide. Sam ple copies of the Quick Reference Card, list of classification codes, and User's Guide are available from the Baker Library Reference Desk (495-6397). Be sure to ask for Erika McCaffrey when you contact Baker to request these materials.
Hugh Wilburn / Loeb Design Library
The Avery Index to Architectural Periodicals is compiled by the Avery Architectural and Fine Arts Library at Columbia University. It is available in HOLLIS Plus via RLG's Eureka service. Avery indexes articles from over 1,000 architectural peri odicals in the fields of architecture and related disciplines, including archaeology, city planning , landscape architecture, urban planning, and decorative design. Coverage starts from 1977, although as the Avery Library undergoes retrospective conversi on, some older materials will be included. Indexing reflects the Library's collecting interests -- Hugh pointed out that Avery is relatively weak in coverage of landscape journals while Harvard's Loeb Design Library has a more comprehensive collection.
John Carper / Countway Library
Countway Plus is Countway Library's medical literature search service. Databases available from this service include:
You need a password to access to Countway Plus -- all Harvard students, faculty, and staff are eligible. Information about access policies and fees is available from the description of Countway Plus available on HOLLIS Plus. Countway Plus is a lso available from nine public terminals at Countway Library.
Printing and downloading
National Library of Medicine Catalog
The History of Science and Technology
Barbara Burg / Widener Library
Barbara Burg, following the request for succinct "tips and tricks" for effective use of selected HOLLIS Plus resources, provided the following helpful points to keep in mind when using the H.A.P.I. and H.S.T. databases.
Hispanic American Periodical Index
Michael Leach / Physics
INSPEC is available via HOLLIS Plus by arrangement with the OCLC FirstSearch service. It indexes over 4,000 scientific and technical journals, dissertations, reports, and conference proceedings in physics, electrical engineering and electronics, computin g and control, and information technology. Many users are surprised to learn that INSPEC also covers many related fields, such as geophysics, astronomy, and library/information science materials. INSPEC comprises the indexing from Physics Abstracts, Electrical & Electronics Abstracts, and Computer & Control Abstracts.
For more information about searching INSPEC, Michael recommended that searchers consult the User Guide available on HOLLIS Plus. A similar printed information sheet on INSPEC is available near HOLLIS Plus terminals. Michael hi ghlighted a few problems searchers might encounter in INSPEC. The corporate affiliation of an author can be searched, but this affiliation information is provided only for the first author on the record. Since multiple authors on INSPEC records is the n orm, this limitation is important to know. Furthermore, corporate affiliation information is often abbreviated, sometimes in unpredictable ways. This makes searching difficult. Another author-related weakness is the listing of collaborators. Research in the physical sciences often involves large groups of collaborating scientists. These groups have names (Michael used the example Cleo Collaboration) and this name is included in INSPEC indexing but names of individual participants are not.
On the topics of downloading and printing of INSPEC citations, Michael pointed out that patrons will have to rely on the printing and screen capture capabilities of their local gopher and telnet software.
World Law Index
Jeannette Yackle / Law Library
Index to Foreign Legal Periodicals
Index to Foreign Legal Periodicals is supplied to the American Association of Law Libraries by the University of California at Berkeley Law Library. It indexes articles from over 450 legal journals, essay c ollections, festschriften and congress reports. Coverage includes international law (public and private), comparative law and municipal law, chiefly for non-Common Law countries. During the presentation, Jeannette described the Index's scope as "coverin g all countries invaded by England." Coverage starts in 1985. Korean and Chinese titles, transliterated according to Library of Congress rules, are also included, but Japanese titles were recently dropped (there exists another index covering Japanese le gal periodicals).
World Law Index
The source for much of the information provided in World Law Index are the official gazettes published by the countries covered by this services. Jeannette described "gazettes" as analogous to the U.S. Federal Register. Gazettes provide access to a coun try's history and government as well as its legal system. English abstracts are included with the indexing. LC has plans to broaden the Index's coverage to include non-Hispanic countries and may scan gazettes to provide full text information.
Notes and Reminders
At Gutman's request, OIS' has written this up as a HOLLIS enhancement request with high priority. The point of this message is to warn library staff about the problem -- adjust your ERIC title searching strategies appropriately until OIS can fix the bad indexing. If you have questions, contact Jon Rothman in OIS.
Delay in Canadiana data
An obscure problem and how to work around it, maybe.
Typically, a staff member who is editing a bibliographic record and has been interrupted before completing work on the record, returns to the work station to find an abend message on the screen along with a string of strange characters overlaying part of the fixed fields, usually on the fourth line of the screen display. The staff member must clear the screen and begin work on the record again. There are variations on this scenario: There is not always a significant period of inactivity before the probl em occurs; it can sometimes be observed when editing an OPR or conducting an index search; the peculiar characters do not always appear in the same position. Sometimes no abend occurs at all, only garbage on the screen.
This problem has resisted analysis although it has become clear that it originates nearer the PC than the mainframe; that is, HOLLIS receives bad data generated by the PC or on the LAN. It may have something to do with the particular TN3270 product being used, though that is not certain. What is certain is that once the problem occurs during a session, it is likely to happen repeatedly. Hence, we recommend that if you receive one of these abends--814A when working on a bibliographic record, 844B on an OPR, or APCT while searching an index--you should sign off from HULPR and drop your TN3270 connection, then start a new session. This is not guaranteed to give you the rest of the day error free, but experience suggests that starting a new session reinit ializes things sufficiently so that all goes well until whatever it is that starts this problem raises its ugly head again.
Be a good listserv citizen!
HOLLIS Enhancements Update
In addition to the changes listed above, 5 additional small changes which affect the HOLLIS infrastructure were completed recently. "Infrastructure changes" are enhancements and bug fixes that are needed to ensure reliable operation of HOLLIS but which d o not have directly visible or readily describable functional effects.
OIS Current Projects
HOLLIS hints is an occasional Newsletter feature that presents helpful hints about HOLLIS system features. OIS is eager to collect suggestions for topics in this section. Please contact Julie Wetherill at OIS (495-3724) if you have a suggestion.
OPR statement 2nd indicator
OPR claims: automatic versus manual claims
The expiration of an action date (AD) on an o/p/r begins the process that leads to production of a HOLLIS claim memorandum. The activity status of the order and the position of the action date determine what the system does next. If the order's activity status is 'A' (open, unreceived) and the action date (AD) on the order statement (statement 001) expires, HOLLIS will produce an automatic claim. If the order's activity status is anything but 'A' or if the expiring action date (AD) is not in statement 001, then the system prints an action notification. Action notifications appear weekly on the infamous HOLLIS action list. Action lists are printed and delivered to OIS on Tuesday and then distributed to library units.
Eureka display problems in HOLLIS Plus
Recently we discovered that there is the potential for problems in displaying records and search results in Eureka databases when accessed through HOLLIS Plus. This problem was raised by Hugh Wilburn at the March HOLLIS Liaisons meeting during hi s demonstration of the Avery Index database. This problem is characterized by missing lines in the header or body of a Eureka record or search result.
The problem is caused by the absence of a carriage return in the 80th column of particular display lines returned from RLIN. If the 'Line Wrap' setting in your local telnet software is not set to 'On', the absence of a carriage return can lead to missing lines of data. The default configuration for many telnet applications specifies Line Wrap On, including PC/TCP 2.X, and TelW. However NCSA PC Telnet, and LAN Workplace for DOS Telnet do not.
To correct this problem using NCSA PC Telnet, edit the config.tel file (in the NCSA directory) and change 'vtwrap=no' to 'vtwrap=yes'. To turn line wrap on after you have already initiated a telnet session, type Alt-P for modify parameters, move the cursor to Line Wrapping and hit the spacebar to toggle between on and off.
To set Line Wrap to On using LAN WorkPlace for DOS, after initiating a telnet session, type Alt-S to bring up the set-up menu, select Display from the menu, from the display sub-menu, choose Autowrap ON.
If you are unsure whether you are experiencing this problem, connect to HOLLIS Plus, Select the RLG Bibliographic File [Eureka], Search for Author: Customs Cooperation Council (Type: 'fi au customs cooperation council' at the Command line). There should be AUTHOR and TITLE labels above the search results -- if you do not see these labels, you are having a text wrap problem.
This problem has been reported to RLIN and in the event they implement a solution on their end, OIS will spread the word. If you have any questions about this please contact John Maher in OIS or via e-mail to: email@example.com.