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HOLLIS Newsletter

Volume 10, Number 4 (April 1995)


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TABLE OF CONTENTS

  • Feature Articles
  • HOLLIS Enhancements Prioritization
  • Notes from the March Meeting
  • Keyword retrieval limit raised
  • HOLLIS Distributed Reporting
  • OW file continues to shrink
  • Changes implemented to item record format and display
  • New Service Contacts List for library staff
  • Series authority records in HOLLIS
  • Tips and Tricks for Effective Use of Selected HOLLIS Plus Resources
  • Notes and Reminders
  • THE Problem in ERIC
  • Delay in Canadiana data
  • An obscure problem and how to work around it, maybe
  • Be a good listserv citizen!
  • HOLLIS Enhancements Update
  • OIS Current Projects
  • HOLLIS Hints
  • OPR statement 2nd indicator
  • OPR claims: automatic versus manual claims
  • Network Notes
  • Eureka display problems in HOLLIS Plus
  • HOLLIS, HOLLIS Plus, VINE, HULPR Service Contacts List for Library Staff

    Feature Articles


    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:

    Functional Area -- Reviewed By
    Acquisitions Acquisitions Roundtable
    Cataloging Cataloging Discussion Group
    Circulation Circulation liaisons
    Indexing HOLLIS liaisons
    OPAC Public Catalog forum (Sponsored by Public Services groups: SSHUSH, RRIC, CILU and CERS)

    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 process this time will be substantially the same:

    • The current enhancement list, broken down into five functional areas, will be distributed in late April or early May.
    • Meetings will be held during the month of May. Dates and times will be included with the lists when they are distributed.
    • OIS staff will be available at each meeting to answer questions.
    • There will be an opportunity to add, delete or change enhancements on the list.
    Differences
    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:

    1. We will be asking each group for three enhancements rather than five.
    2. More than ever, enhancements must be viewed in terms of their "payback period". An enhancement which will take a lot of work and/or time to implement must be extraordinarily useful to pay back that work in the limited lifetime remaining to HOLLIS 1. Careful consideration of the "payback period" needs to be a factor in the prioritization decisions made by the functional groups.

    Update on Enhancements Prioritized in The Last Round
    The October/November 1993 prioritization process resulted in a list of 23 prioritized enhancements (the total was not 25 because two enhancements were prioritized by two different groups).

    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:

    • #9186 (Allow operators to display appropriate receipt information on holdings screens), ranked #5 by the Acquisitions Roundtable -- OIS has concluded that this is not practical in HOLLIS 1.
    • #9175 (Improve error messages in Technical Services mode), ranked #5 by the Cataloging Discussion Group -- OIS has concluded that a massive revision of error message handling is not practical. Individual problematic error messages will be changed as they are encountered.
    The other 6 enhancements which remain incomplete will be included in the lists issued for the new round of prioritization.

    More information will be forthcoming with the enhancement lists. Questions may be directed to Jon Rothman in OIS (jon_rothman@harvard.edu).

    | Table of Contents | OIS Contacts |

    Notes from the March Meeting
    Keyword retrieval limit raised
    In early March, OIS raised the maximum number of items retrievable in a keyword search from 250 to 1,000. This change was an experiment, so there was no publicity. The purpose was to observe and analyze the effects on response time and system resources of a higher retrieval limit. So far, the results are encouraging -- the higher limit has reduced the percentage of keyword searches with maximum hits by half with minimal effect on response time and resource usage. [From the Editor: After rev iewing these results in mid-March, HAAC decided to extend the testing period several more weeks while OIS investigates a bug in NOTIS software that prevents raising the retrieval limit above 1,000.] So, the new, higher limit will remain in place but with out publicity, probably into April. Contact Jon Rothman in OIS if you have questions.

    HOLLIS Distributed Reporting
    As of March 1, Distributed Reporting is now in its early production stage. Martha Creedon would like to thank all the pilot participants for their help -- their patience, knowledge-sharing and sometimes sheer tenacity was (and continues to be!) invaluabl e to the project.

    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 martha_creedon@harvard.edu.

    OW file continues to shrink
    Due to the conversion of records in the OW file to HU by the Recon project the total number of records in OW has gone below the 500,000 mark from an original total of 1.2 million.

    Changes implemented to item record format and display
    OIS is now testing several minor changes to HOLLIS item records. These changes, scheduled to be introduced on Tuesday, 28 March, serve several purposes:

    1. Preparing the way for patron-initiated requests for delivery of materials from Harvard Depository and potentially for other requests, such as recalls.
    2. Allowing items to be set aside for preservation review at discharge in the same way that they can be set aside for review by circulation or cataloging staff.
    3. Facilitating circulation and tech services work by displaying pseudo-patron names as part of the charge information in the item record display.
    4. Providing some customized reporting capability at the item record level.
    data elements introduced with these changes is optional, subject to decisions of individual library units.

    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

    blank --Not in an off-site depository (default)
    H --Shelved in the Harvard Depository

    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.

  • The PRESERVATION REVIEW flag has been added. It functions exactly as the flags for circulation and catalog review do. Note that if more than one of these flags is set, only one message displays for the discharge clerk since the book can be set in o nly one location. Catalog review has the highest priority, followed by circulation, then preservation.
  • Item fields exclusively for reporting purposes were recommended in 1992 by a working group of users. The group recommended three types of coded data which are now displayed on the line labeled REPORT CODE. The specific values originally proposed hav HD 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 -- Prior location of item
    blank--No information provided
    N --New England Deposit Library
    S --Stacks; i.e., the library's onsite collection

    Byte 2 -- Other information
    blank --No information provided
    T --Item transferred back onsite from HD

    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
    blank --No information provided
    C --Conservation
    D --Deacidification
    O --Original binding (as received by library)
    P --Protective enclosure
    R --Reformat (specify type elsewhere in record)
    X --Other (specify in note field, e.g. "Deacidify & CMR Treatment")

    Byte 2 -- Agent/Source
    C --Commercial agency
    H --Harvard
    L --Another library

    LOCAL codes comprise eight bytes reserved for definition by individual library units. The system does not validate the contents of this field.

  • The ALLOW GET code, displayed just below item status, determines an item's susceptibility to patron-initiated requests.
    N --The item cannot be requested directly
    Y


    --The item may be requested by a patron if other criteria are met. (The only patron-initiated request currently under development is delivery from HD; for this case the other criteria would be that the DEP. LOCA TION is H and the item is not charged to another user.)

    All existing items are coded Y. That value will continue to be the default for newly created items except in two cases:

    1. An item derived for the RV database from an HU item will be coded N.
    2. A library may request that all items created for its LOC code be given a default value of N. Such a request should be made in writing to OIS.

  • When an item is charged to a pseudo-patron, i.e., a location such as bindery, an indication of lost or missing status, etc., the PATRON NAME from the patron record is displayed as the first line of charge information. A pseudo-patron is identified b y a student code of P.

    *****

    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
    harvard.edu/ois/contacts/oiscnlst.html"> http://hul.harvard.edu/ois/contacts/oiscnlst.html

    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
    Most of the variable field phase of format integration has been completed. In all new records entering HOLLIS from OCLC, RLIN, LC, or other sources obsolete tags, subfields, and indicator values are being converted to valid values. Retrospective convers ion of the HU, RV, BF, TR,and VS files has been completed for obsolete fields 011, 212, 503, 523, 537, and for obsolete indicators in field 740. Obsolete values for which conversion is complete have been removed from the HOLLIS Tag Table and can no longe r be used in HOLLIS records. Fields remaining to be converted are 265, 305, 315, 582, and indicators in fields 240, 700, 710, 711, and 730. These conversions will take place in the coming weeks, and will be announced on HULINFO.

    Series authority records in HOLLIS
    As announced on HULINFO, OCLC has completed its correction of series headings in HOLLIS records through December 1, 1994. OIS loaded 485,194 corrections to the 2.7 million series headings in the file, and loaded 13,524 series authority records. The rema ining 78,910 series authority records will be loaded in a few weeks, after some improvements have been made in HOLLIS' duplicate detection and record resolution processes.

    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
    Several library-sponsored HOLLIS Plus resources were the topics of this "tips and tricks" panel discussion. Harvard library experts discussed useful features of several HOLLIS Plus databases which might not be apparent to occasional users.

    Members of the panel discussed the following databases:

    ABI/INFORM
    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:

    • How do I stop or break a search? -- Press Ctrl-c to stop a search and return to the ABI/INFORM main menu.
    • How can I narrow a search that has retrieved too many hits? -- Type n to narrow your search. You'll return to the main menu, then select another field to search.
    • How do I combine concepts? -- Within the same field, use the & for AND; the comma for OR.
    • How do I truncate a word? -- Use an asterisk at the end of a word stem, e.g., biotech* .
    • What about hyphens? -- Search hyphenated words with and without the hyphen, e.g., full-text, full text, fulltext.
    • How are search results arranged? -- Search results are displayed in reverse chronological order (most recent first).

    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.

    Avery Index to Architectural Periodicals
    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.

    Searching Avery
    Hugh often instructs patrons to use the BROWSE search in Avery. Browsing means searching a list for the specified word or phrase -- even if no matches are found, you are placed in the list at the point alphabetically where your terms would have occurred. Other useful searches include a FIND SUW search for names of architectural firms. This method finds all forms of a name, since architectural firm names are notorious for changing over time. To check whether Avery indexes a particular journal, he performs a FIND RT search. Depending on the type of search, your results will display as a list of headings and a count of records containing the headings or a list of individual records. The handy SORT command allows you to so rt your list of records -- the example Hugh used was SORT DAT DOWN to display the list in reverse chronological order. If your results set is too large, use Eureka's LIMIT feature. Once you have displayed a list of records or a single record, enter the command LIMIT to see your limit options. Those who know the syntax for a limit command can type the full limit request out -- for example, limit dat after 1990 (limit this set of search results to articles published after 1990). There is a CLEAR command you can use to clear some or all limits on a search. Enter HELP CLEAR for more information. Enter the command EXPLAIN LIMIT for more information on limiting searches.

    Record display
    Hugh recommended the SHORT command -- it produces a brief display and allows two records to display on a single screen. Also, if you do not know how to proceed, consult the commands listed in the OPTIONS area at the bottom of every screen display. One confusing aspect of Avery records is the presence of the Avery Library's call number. Patrons mistake this for the journal's call number at the Design Library. Near the end of Hugh's demonstration, a display problem in Eureka prompted discussion about similar problems suffered by other HOLLIS Plus users working with Eureka databases. OIS has since investigated the problem and a diagnosis/solution appears in the Network Notes section of this issue.

    Countway Plus
    John Carper / Countway Library

    Countway Plus is Countway Library's medical literature search service. Databases available from this service include:

    • Medline (1991 to March 1995)
    • Medline (1984 to 1990)
    • Medline (1976 to 1983)
    • Medline (1966 to 1975)
    • Health Planning and Administration (1975 to February 1995)
    • Current Contents/Life Sciences (4/4/94 - 3/27/95)

    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.

    MEDLINE coverage
    MEDLINE covers the international literature on biomedicine, including the allied health fields and the biological and physical sciences, humanities, and information science as they relate to medicine and health care. Information is indexed from approximat ely 3,600 journals published world-wide. Medline encompasses the data from three separate indexes: Index Medicus, Dental Literature, and Nursing Index. Countway Library's version of Medline covers from 1966 to the present.

    Search strategies
    The emphasis of this presentation was on search strategies when using MEDLINE. Using version 3.0 of Countway Plus, John demonstrated the "menu-driven" design of the Countway Plus interface. Although there are a variety of i ndexes to search, subject searches are encouraged. Subject searching in MEDLINE is extremely powerful and precise. Once you specify the heading -- John used "cystic fibrosis" -- MEDLINE presents it in context with broader and narrower terms from the MeS H thesaurus. In this case, over 2,000 entries contain this heading. You have the option of displaying a scope note describing the heading. You also can choose to view broader headings or "explode" the search to include one or more subheadings (for exa mple, drug therapy) with the main heading (cystic fibrosis). The result set for each search you perform is saved and can be reviewed at any time. The search can be modified with additional terms, sets can be combined, and you can place limits on a set t o restrict the size of results. From the HOLLIS Plus display, most MEDLINE commands are activated by a control key sequence -- such as control - g to set a limit or control - d to rerun a search strategy in another Count way Plus database. The most useful commands display on the screen above and below the record display area.

    Printing and downloading
    The Countway Plus printing and downloading features are not available when connecting via HOLLIS Plus. Patrons will have to rely on the printing and screen capture capabilities of their local gopher and telne t software. Or, travel to the Countway Library and use MEDLINE from one of their in-library Countway Plus workstations.

    National Library of Medicine Catalog
    John briefly described the utility of NLM's online catalog. It offers separate bibliographic files for books, audiovisual, and journals, along with information files on library hours, a directory of inform ation resources, and a suggestion box. One of the most useful is the journal title file, especially since it allows you to search by title abbreviations as well as full titles. NLM's catalog is a good adjunct to the files in Countway Plus.

    Hispanic American Periodicals Index
    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

    1. Updated annually but is 2 years behind - latest records are 1993.
    2. The RLG Home Page on the World Wide Web has the list of journals indexed:
      URL: http://www-rlg.stanford.edu (See the 2nd page under Citadel)
    3. Includes records in Spanish, Portuguese, English, French, German and Italian so be sure to use terms in these languages when doing title word searches.
    4. The EXPLAIN LIMIT command will tell you what limits you can apply to searches in each Eureka database. In HAPI you can only limit by date.
    5. To find book reviews use SU BKR as part of the search statement, eg. Find SU BKR and SUW Poetry, these will retrieve poetry reviews.
    6. Use the Review command to search by set number.
    History of Science and Technology
    1. H.S.T. is a unique database which is only available electronically via RLG.
    2. You cannot use any limits in this database.
    3. A classification index for H.S.T. is available which uses chronological and topical codes. Type EXPLAIN CO for details.

    INSPEC
    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.

    Index to Foreign Legal Periodicals
    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
    World Law Index currently includes only the Index to Hispanic Legislation, as prepared by the Hispanic Law Division of the Library of Congress Law Library. This database contains citations and English- language abstracts of th e national laws, regulations and decrees of 29 countries, taken from their official legal gazettes. These countries include Spain, Portugal, Brazil, the Spanish-speaking countries of Latin America, Haiti, the Philippines, and Lusophone Africa (African na tions formerly colonized by Portugal). World Law Index covers from 1976 to the present. The Law School has printed indexes covering the years 1956 to 1976.

    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.

    | Table of Contents | OIS Contacts |

    Notes and Reminders
    THE Problem in ERIC
    Patrice Moskow from Gutman Library recently discovered an indexing problem with certain ERIC database records. Approximately 17,000 records have titles that are indexed by their initial articles rather than by the first significant word. The reason: ei ther ERIC or our supplier of ERIC data is providing some records with fixed field language codes of "mul" instead of valid language codes. In these cases, HOLLIS sets the 245 filing indicator to zero, causing the title to index by the first letter of the first word (whether or not the first word is an article). Most of these records are in English.

    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
    OIS' supplier of Canadiana has experienced some delays and National Library of Canada records have been loaded only through October 1994. We hope to resolve this problem soon and bring the BF file up to date with Canadiana records. We will keep you info rmed.

    An obscure problem and how to work around it, maybe.
    Since the end of December, OIS has been monitoring the occurrence of certain abends which we believed to have been made obsolete by an enhancement implemented earlier that month. Since then, though, abends 814A, 844B, and APCT have continued to be enco untered, but only by some users of network-connected devices in Widener, especially in Area Studies units.

    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!
    Widener Library is currently migrating staff from DaVinci mail accounts to FAS mail accounts. This message is directed both to Widener staff and anyone else who now or in the future faces a change in their electronic mail systems. Whenever possible, PLE ASE desubscribe from your listserv discussion lists before deactivating your old account! This particular listserv moderator (HULINFO and LIBINFO) especially appreciates this. If you stay subscribed to HULINFO and your account is deactivated, the list c ontinues to try delivering mail, which then bounces back to the moderator. Multiply this by 10, 20, or 50 operators and the listserv moderator could have a nervous breakdown. The instructions for signon and signoff are appended to this issue. If you ha ve questions, please contact Julie Wetherill or Daniel Bednarek in OIS.

    | Table of Contents | OIS Contacts |

    HOLLIS Enhancements Update

    by John Rothman
    Changes completed since 02/02/95. 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 maximum number of hits returned by keyword searches has been experimentally raised from 250 to 1000. OIS is investigating whether it will be possible to raise the limit over 1000. When the final limit is determined, this change will be forma lly announced and documented. (See article in this newsletter.)
    2. Item record display screens now include patron name in the charge information when the patron is a pseudo-patron. (See article in this newsletter.)
    3. Several additional changes to item record contents and display have been made in preparation for implementation of patron-initiated retrieval from the Harvard Depository (the FETCHERRS project) and as a result of the IRK committee report on reporting fields in item records. (See article in this issue.)
    4. The SEND SPINE command was truncating email addresses over 30 characters in length. Longer addresses are now accepted.
    5. The programs which process records entering HOLLIS from OCLC, RLIN and LC have been modified to convert tags made obsolete by format integration to valid tags. (See article in January 1995 newslett er)
    6. Retrospective conversion of HOLLIS files for format integration has been completed for many fields (011, 212, 503, 523, 537, and 740). Changes to indicator values in 700s, 710s, 711s and 730s will be completed over the next few weeks. (See article i n January 1995 newsletter.)
    7. A new program which updates the patron information used to perform access control in HOLLIS Plus has been completed.
    8. A bug which caused columns of amounts and account numbers on vouchers to print one space too far to the left has been fixed.
    9. In the past, when two overdue items charged to the same patron, with fines due on both, were discharged in rapid succession the result was a 611D ABEND on the second discharge. This has been changed so that the second discharge will generate a messag e instructing the operator to discharge the item again.
    10. A message has been provided to help identify some cases where an Item ID has been incorrectly scanned at discharge.
    11. HOLLIS now offers voice-activated service. Simply speak the name of the database you want into the keyboard or monitor and HOLLIS will carry out your requests. More information regarding this new enhancement can be found in a HULINFO message sent ou t on April 1 entitled APRIL FOOLS!

    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.

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    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----Programming aiming to be done for May.
    Format integrationR. Wendler
    M. Smith
    ----Conversion of HU, BF, RV, VS, TR continuing through early March.
    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 in; authorities being held. MeSH delayed due to bad file from NLM.
    HOLLIS Distributed Reporting J Rothman5/932/95In production. Working on improved update methodology, documentation, statistics.
    Casalini/HarrasowitzR Wendler19936/94Casalini data in BF. Harrassowitz data in soon.
    ACF2
    (preventing HULPR access from many terminals using same signon, among other things)
    L Marean12/935/95Preliminary testing okay. Will install in HULST by 3/15.
    FETCHERRSC Husbands6/936/95Item record programming in production. Circ display modifications in progress.
    LISH
    (indexing enhancements)
    J Rothman7/93Early '95KW retrieval limit of 1,000 successful, may try higher. Work beginning on limited KW qualification experiment.
    HSDN dialH Reid1993--HULPR lines will move by 3/31.
    Server supportT Robinson
    K Klemperer
    19947/95Develop and evaluate infrastructre for support of new server machines.
    NEDLJ Rothman3/95--Developing project plan.
    HD automationK Klemperer'936/95--.
    SEICK Klemperer9/94--Developing project plan. Evaluating search engines.
    Finding aidsM Smith1/95--Developing project plan..
    DUCK Klemperer1/95--Considering alternatives.

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    HOLLIS Hints

    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
    From the "little known HOLLIS features" category comes this tidbit the Editor found recently while browsing the HOLLIS Reference Manual (she MUST be sick if she browses that manual). Each o/p/r statement has two indicators following the statemen t number -- the first indicates the type of statement (P, R, M, or N). The second indicator is defined differently depending on type of statement. The tidbit: for receipt, memo, and note statements, you can add an asterisk as the second indicator to v isually flag or bring attention to a statement. Not the biggest piece of news you'll see today -- but someone out there may find it useful.

    OPR claims: automatic versus manual claims
    A frequently asked question during HOLLIS training classes is "when does HOLLIS produce an automatic claim and when does it produce just an entry in the weekly action list?" Here is an explanation gleaned from the HOLLIS Reference Manual.

    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.

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    Network Notes
    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: john_maher@harvard.edu.

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