HP 520 printers available. It has become apparent that there are
a number of refurbished HP Deskjet 520 printers on the market. This
was the last printer which we were able to successfully attach to
the library terminals, and has been discontinued. Hewlett Packard
is now selling refurbished 520s for very reasonable prices, and they
offer a limited three-year warranty. The new computer store, Micro
Center, is carrying these printers for $149.00. The store does take
purchase orders, but you would need to set up some sort of account
with them. Keep in mind, that the Deskjet 520 has a parallel port,
and requires the purchase of a serial-to-parallel convertor in order
to work with the IBM terminals. Still, given the difficulty we have
had in finding a printer to replace the Deskjet 520 in our libraries,
buying the refurbished models may be the solution.
Latest payment flagging completed 24,655
payments approved between 7/01/89 and 6/30/94 have been flagged as
weedable. Fiche for these records have been distributed to those with
subscriptions. These fiche should replace previous fiche which covered
7/01/89 to 12/31/93. Contact Linda Marean in OIS if you have questions.
of fiscal year approaching. It's that time again... Library
units should begin making preparations for yet another end of fiscal
year. (See the HOLLIS / end of fiscal year procedures memo appended
to this newsletter.) HOLLIS end of fiscal year procedures are scheduled
to begin on 30 June 1995 at 6:00 p.m. The HULPR system will remain
in operation Friday until the normal shutdown time of 1:00 a.m.
Saturday to allow circulation units to function normally. However
no payment activity will be allowed after 6:00 p.m. on Friday. Users
attempting to create or modify orders (OPRs), ACUs, or invoices
will get hostile messages such as 'FILE NOT AVAILABLE Contact your
own financial office for specific instructions. Contact Linda Marean
in OIS if you have questions.
100th meeting! 100 liaison meetings ago, HOLLIS was just
an acquisitions system with lots of growing to do. Jon Rothman noted
the names of a few hardy souls who have quite a few liaisons meetings
under their belts: Kathy Anderson, Sarah Becker, Allen Bourque,
Ellen Cohen, Horst Huber, Suzanne Kemple, Minna Kisler, Beata Panagopoulos,
Russ Pollard, Ruth Rosenbloom, Dorothy Solbrig, and Març Wooster.
Apologies if your name did not make the list.
report: HOLLIS projects and enhancements. If a change to
HOLLIS takes less than 30 hours of a programmers time to implement,
it is considered an enhancement. More than 30 hours and it is considered
a project. This distinction is important because approval and implementation
of enhancements and projects are separate activities. Last year,
the Automation Planning Committee (with input from HAAC and HOLLIS
liaisons) developed a list of "final changes to HOLLIS" -- projects
that OIS would pursue in the final years before the next generation
HOLLIS system was developed. At this meeting, Kathy Klemperer, OIS
Assistant Director for Systems Development, reported on the status
of these final projects. Jon Rothman then followed with a brief
discussion about enhancements and prioritization of enhancements
in the area of indexing. A summary of Kathy's remarks on projects
follows. A separate article about the enhancement prioritization
process appears in the Feature Articles section of this issue.
HOLLIS projects breaks down as follows:
progress or completed
- adding libraries
to the circulation system as needed
- format integration
(should be completed by 12/95)
- HOLLIS Plus
- RISM (done)
and Harrassowitz records in BF file(mostly done)
- Course reserves
database use survey (done)
- User comment
documents in the HU database
(transfer of materials from the Harvard Depository)
- Auction Catalogs
- Keyword search
keyword maximum hits to 1,000 (done)
to keyword searches
- New database
search engine for non-HOLLIS databases
- Finding aids
- New database
search engine for non-HOLLIS
asked about the fate of the other recommendations from the Large
Index Searching in HOLLIS (LISH) report. (The LISH task group, formed
in late 1992, was charged with recommending enhancements to improve
the effectiveness of HOLLIS searching. A brief summary of the original
LISH recommendations appears on page three of the November 1993
HOLLIS Newsletter.) Jon Rothman replied that the Automation Planning
Committee prioritized only the two keyword enhancements from the
LISH report. Other non-keyword search enhancements will not be implemented
because they were not ranked highly in the "final changes" process
Results of Enhancements
Prioritization Meetings. All five previously announced HOLLIS
Enhancements Prioritization meetings have now been held (a sixth meeting
to prioritize reserves enhancements will occur on June 7th from 9:30-11:00
in the OIS Conference Room). For those of you who didn't make all
five meetings,here is a list of the enhancements which were prioritized
in the meetings:
#9194 O/P/R statement renumbering
#9389 Add methodology to print receiving unit phone number
fax number and email address on claims but not P.O.'s
#9452 Recreate PN (Personal Name) index for staff mode
#9196 Holdings record templating or copying
#9232 Retain all unique 050s and 090s in duplicate resolution
#9456 Index 050s and 060s in BF records
#9248 Improve ability to step through bills using "next"
#9042 Recall needed notice should have original due
date if recall due date is later
#9198 Proxy names on circulation notices
#9286 Add broader term entries from authority records
to subject indexes
#9062 Authority display in OPAC bug
**New Change TERM command to behave like REDO
#9173 Revisit HOLLIS downloading formats
#9219 Holdings display changes
#9286 Add broader term entries from authority records
to subject indexes
How they fared:
- Library locations
on PBIL Summary Screen (9277) Done
Charge/Discharge Screens (9278) Not done
- Better 'next'
and 'prev' movement in bills (9248) Status: priority 1 in 5/95
- Proxy names
on circ notices (9198) Status: priority 3 in 5/95 ranking
- Ability to
designate "recall" or "hold" status in "has" list for books charged
to lost. (9279) Done
- Index abbreviated
titles (9007) Done
- Repeat a
search across databases (9273) Done
- Make default
display type (short/long) database specific (9163) Done
- Index untraced
series (9274) Done
- Search Options
screens clarifications (9275) Done
- Allow exclusion
of references from qualified searches (9240) Done
- Create new
index for genre and form headings. (9247) Done
- Index abbreviated
titles (9007) Done
- Index $o;
Don't index $f. (9276) Status: Done (index $o); Some units rely
on $f; to remove them from indexes has been dropped.
display in OPAC bug (9062) Status: priority 2 in 5/95 ranking
- Enhance o/p/r
display (9199) Done
- Improve paging
in o/p/r (9160) Done
- o/p/r statement
renumbering (9194) Status: priority 1 in 5/95 ranking;
- Display receipt
information on holdings screen (9186) Status: Not possible in
- Better paging
in staff mode bibliographic/ holdings records . (9181) Done Cataloging
- New cataloging-processing
code for records from OCLC which will be edited in HOLLIS. (9245)
- Change duplicate
resolution rules for retention of 505 fields (contents notes).
- Improve paging
through bibliographic/ holdings records in staff mode. (9181)
- Move single
LOC field (9202) Status: Not possible in HOLLIS 1
- Improve error
messages in tech services mode (9175) Status: Improvements as
at the indexing meeting ranked enhancement 9466 (Index 780/785 fields
in the author/title indexes) as their third favorite, but because
its implementation would be controversial, it was the consensus
of participants that OIS decide between implementing #9466 and substituting
the 4th place finisher: (Make the Tech. Services mode command TERM
act more like the OPAC command REDO.) Given the serious reservations
about indexing 780s and 785s and the repeated decisions against
indexing these fields by various groups throughout the history of
HOLLIS, OIS has decided to replace #9466 with the new enhancement
enhancements may not be implemented in the exact order in which
they were ranked. Many factors (e.g. complexity of the enhancement,
programmer availability, other work going on in the same part of
the system, etc.) influence the actual timing of implementation.
If you have any questions, contact Jon Rothman in OIS.
location code in item records. Over the May 20-21 weekend,
OIS updated over 900,000 HOLLIS item records representing items housed
at Harvard Depository so as to reflect that location in their Depository
examination of the results of this process has not identified a
single case in which an item has been incorrectly coded, batch operations
of this type, on this scale, are very rarely perfect; so, if you
see a record that appears to be wrong, please inform Charles Husbands
or Daniel Bednarek in OIS.
update we encountered over 50,000 items already properly coded as
being at HD. That is good evidence that use of the Depository Location
code has become routine since its introduction at the end of March.
enhancements to HOLLIS Plus. The following changes were
made to HOLLIS Plus on Tuesday, 16 May:
- A 'Search
and Launch' facility which allows you to search for HOLLIS Plus
resources by keyword. The search result includes a list of resources.
Accompanying each resource entry is a document describing it.
You can select an entry from this list and connect to the resource
directly. Or, you can read the description before connecting.
- A Carl UnCover
questionnaire regarding article ordering. You get the questionnaire
after you select UnCover but before a connection is made.
- The COERS
"Electronic Reference Services in the Harvard Libraries" document.
This document is found under two menus: the alphabetical list
of resources, and "Directories, Guides, and Reference Works" under
"HOLLIS Plus resources by subject".
- The "Harvard/Radcliffe
Archival Repositories' Online Finding Aids" choice is now available.
It is found under the alphabetical list of resources, and the
"Directories, Guides, and Reference Works", "Gender studies",
and "Law" selections under "HOLLIS Plus resources by subject".
If you have
questions, contact Julie Wetherill, MacKenzie Smith, or Joachim
Martin in OIS. (JW)
Up Medical Subject Headings. Correction of medical subject
headings (MeSH) is the final area of new development in the OCLC
authority control process. OCLC has completed their correction algorithms
and recently received an authoritative copy of the full MeSH file
from the National Library of Medicine. OCLC began processing all
MeSH headings in the HU database on May 22, 1995 and plan to complete
the process by June 16, 1995. OCLC will send us correction transactions
for those fields which need to be changed, along with matching authority
records. From this point on, MeSH headings will be corrected along
with other headings. OIS sends from the HU database all new records
(except orders), records replaced by a utility record, and records
with AFIX requests to OCLC on the 1st and 15th of each month. OCLC
sends Harvard corrected fields and matching authority records on
the 1st of each month. (RW)
weeding complete. 38,434 Invoices completed before 7/1/94
have been weeded from the Invoice file. This process is normally
done every June as part of the end-of-fiscal-year prcedures. No
fiche are created when Invoices are weeded. If you have any questions,
please contact Linda Marean in OIS. (LM)
for library staff takes place from 9:30 to 11:30 a.m. at 1280 Massachusetts
Avenue, Suite 404. Staff members may sign up for these training sessions
as a series or as needed. Please contact Julie Wetherill in OIS (495-3724)
to register for any of these sessions, or for more information. The
schedule of HOLLIS training is regularly published in this newsletter,
on the EMS electronic bulletin board, and in the Harvard University
10 Session #1: Introduction to HOLLIS. Includes
basic system structure, functions and record types, basic searching,
and an introduction to machine-readable cataloging (MARC) formats.
11 Session #2: In-Depth Searching. Includes
detailed earching techniques and review of index structure.
13 Session #3: Bibliographic Record Creation and
Maintenance. Discussion of bibliographic record creation and
maintenance, in HOLLIS, utility tape processing, sources of bibliographic
data (including the LC books file).
17 Session #4: Serial Holdings Record Creation
and Maintenance. Detailed review of serial holdings record format,
rules and standards for coding holdings data.
18 Session #5: Order/Pay/Receipt Records. Review
of O/P/R records, order creation, conventions for recording
receipt of materials, production of claim memoranda.
June 15 Session
#6: Fund Accounting in HOLLIS. Includes invoice creation, recording
of payment transactions, accounting unit record display and maintenance.
June 20 Session
#8: Introduction to the Circulation Subsystem. An overview of
the HOLLIS patron file, item records, and basic charge, discharge,
recall/hold, and billing functions in the circulation subsystem.
July 25 Session
#9: Introduction to the HOLLIS Online Public Catalog. A review
of basic system structure, searching, record displays, and online
completed since 3/25/95. This column describes completed
enhancements to HOLLIS. If you have comments, questions, or would
like more details about any of these changes, contact Jon Rothman
at OIS, either by telephone at 5-3724 or by email at firstname.lastname@example.org.
- Added new
loc code "net" and 856 field for URL's (Uniform Resource Locators)
to accomodate network-based resources described in HOLLIS. [The
Bibliographic Standards Committee is developing guidelines for
cataloging electronic resources in HOLLIS. An open meeting on
this to be scheduled.]
OPAC downloaded sets fixed. (See article in May, 1995 HOLLIS Newsletter,
- HN (HOLLIS
Number) searches in the OPAC with a blank at the end resulted
in an error message. Now trailing blank is stripped and search
- The REDO
command in OPAC changed to save previous search with a blank at
the end. This makes it unnecessary to key a blank at the end of
the search (after using the right arrow key to get to the end)
before adding additional words.
- Format Integration
tag and indicator conversions implemented for incoming CONSER
place of publication (752) fields no longer dropped from incoming
- 6xx fields
in authority records no longer treated like a generic tag group
during duplicate resolution (i.e. the 6xx fields were not sorted
in tag order in the resulting merged record). Now multiple occurrences
of the same field will display together.
- Prevent multiple
occurrences of LC local fields in authority records, LC local
fields from incoming national authority records are retained only
from the most recent record. Harvard local fields always be retained.
- Change to
duplicate detection for name/title authority records — if the
incoming record has a 100 or a 110 field with a subfield $t, both
author and title text are used when identifying duplicates via
the author index.
- A problem
with retention of tracing information in circulation history reporting
records has been fixed.
of yellow vouchers has been moved to the higher-quality Kodak
"Lionheart" laser printer.
search list production changed. Search lists produced the day
after a charge to lost/missing now include the HOLLIS record number.
- Changes so
that remote dial/telnet users of HOLLIS will "time out" using
the new MVSIP telnet path.
- New loc code
‘arg' has been added for materials in the Gray/Arnold collection
of the Botany libraries.
to the changes listed above, 8 additional small changes which affect
the HOLLIS infrastructure were completed recently. "Infrastructure
changes" are enhancements and bug fixes that are needed to ensure
reliable operation of HOLLIS but which do not have directly visible
or readily describable functional effects. (JR)
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. (JW)
docs in HU
for test data from Bernan & Autographics - programming started.
corrections due 6/16.
methodology, documentation, and statistics continues.
(move materials to HD)
delayed until Sept. 1.
data to BF)
needs to resolve some data problems before OIS can load the
(security enhancements in HULPBT, HULTST and HULPR)
in HULPBT; in HULTST by mid-June.
room" functionality being spec'd. Circ display modifications
w/ libs to consolidate LI's. Programming begins ca. July.
server infrastructure and support
Robinson, K Klemperer
and evaluate infrastructure for support of new server machines.
indexing enhancements (from LISH report)
KW max hits done. KW search qualification programming underway.
testing in progress. Decision on scanner equip made.
(new database search engine)
search engine recommendation to APC on 6/6. Preparing development
group's initial meeting on 6/7. 1st task: choose authoring
deferred. Will revisit in Fall.
12:00 noon - 2:00 p.m., Aiken 241.
Rod Goins, Automation Coordinator for the Harvard College Library
will speak about the College Library's plans to implement networked
CD-ROm databases using Silver Platter's new client-server software,
10:00 a.m. - 12 noon.
Agenda and location TBA.
Review of Ad-Hoc Committee on Rights and Responsibilities process
and product. Proposal for a task force to present scenarios for
restructuring the Assembly to increase representation, enhance programs,
and facilitate communication. Proposal for election bylaws change.
Nominations of new committee members.
HOLLIS Liaisons User Group
9:30 - 11:00 a.m., Lamont Forum Room
of Contents | OIS