Agenda for the next HOLLIS Liaisons Meeting
Notes from the November Meeting
Keyword qualification in HU will go ahead in December. On December 6, it will be made available to staff. Fliers will be distributed for posting on the 7th when qualification will be made available generally. Please do not post the fliers until the seventh. [From the Editor: To date, keyword qualification does not appear to be causing any significant performance problems (although you may have found this difficult to observe given the performance problems experienced after the MVS Operating System upgrade). OIS will be closely monitoring the effects of keyword qualification for a period of several weeks and will provide a further update at the January 10 HOLLIS Liaisons meeting. One side-effect of keyword qualification is the availability of the specific decade qualifier (for example, find su china//yr=199?) in non-keyword (string) searches. A decade qualifier must be valid for string searches in the event a patron issues a keyword search qualified by decade, displays a record, and then traces an author or subject heading from the displaying record. Trace produces in a new string search which includes any qualifiers used in the previous search.]
HD requests from HOLLIS due soon. Programming is nearly complete for the new patron-initiated HD request process in HOLLIS. OIS is now working with libraries to prepare for the debut of this process in early January 1996. Consult the article "Patron-initiated HD Requests in HOLLIS Coming Soon" in this issue for further information.
HUL-CLIENTS list is up and running. The purpose of the list will be to provide a forum for Harvard library staff interested in issues related to desktop client software used to access HOLLIS, HULPR, and HOLLIS Plus. Please see November's issue for subscription information.
Latest payment flagging completed. In early November, OIS flagged as weedable 27,316 payments completed before 12/31/94. Fiche containing these payments have already been distributed to those with subscriptions. These fiche should replace the previous fiche which covered 7/01/89 to 6/30/94. Contact Linda Marean in OIS if you have any questions.
Harrassowitz data finally in BF File. The November 13 shipment of preliminary bibliographic records from Harrassowitz has been added to the BF file in HOLLIS. From now on, Harrassowitz records will be added every two weeks, corresponding to those titles which have been selected for Harvard within the selection forms program. See BF record number AFD8221 for an example. In some cases, these records will duplicate records created by LC. The duplicate records will not be merged in BF; use whichever you prefer.
These are notification records only -- they are suitable for acquisitions or as a basis for a fuller cataloging record, but are not themselves cataloging records. Headings on the records should be checked in HOLLIS and changed to valid forms where necessary.
The records have ENCL 5, which at this time should still be changed to 'a' to allow full cataloging to replace the preliminary record. Soon the system will be changed to treat ENCL 'a' and '5' the same when records are merged-- that is, as not-so-good, subordinate records -- and when that is in place you will no longer need to change the '5' to 'a'.
This shipment of records contains an invalid country code of 'DE' -- a surprise to us, too. When migrating or merging these records into HU, you will have to correct the country code before filing the record. We'll ask Harrassowitz to please supply a valid code or none in the future. Please contact Robin Wendler in OIS if you have any questions.
There are two remaining sections of the Religion Index to be loaded. This will bring RI up to date as of 1993, and will effectively double the size of the database. Hopefully updates to the Index will be coming along in the next year. Please see the feature story below for the details.
Panel on Cataloging Network-Based Resources. The number of network resources is growing rapidly these days and becoming increasingly important tools for research. Librarians are now working out ways to describe these resources using traditional cataloging methods, but does it make sense to add bibliographic descriptions in online catalogs given the prevalence of network search tools, such as Veronica (for gophers) or Web Crawler (for the World Wide Web)? Especially in the case of collocation (bringing similar things together), descriptions in the public catalog do add value.
The purpose of this panel discussion was to highlight some of the issues surrounding cataloging of network resources in HOLLIS and to review use of the MARC field 856 (electronic location and access information). Robin Wendler, panel moderator, noted that in 1994, the HOLLIS Administrative Advisory Committee (HAAC) charged a special working group to come up with guidelines for cataloging these resources in HOLLIS, including use and placement of the 856 field. The guidelines were published in the Group's February 1995 report. Because of space limitations, the guidelines are not reproduced here. Consult the Group's report, which is available at OIS. Contact Patti Fucci in OIS to request a copy.
Except in the area of reporting, OIS has completed all the programming necessary for HOLLIS to handle the cataloging processing of these materials. Some libraries have already begun cataloging selected network resources. The HAAC Subcommittee on Bibliographic Standards is currently working on cataloging guidelines and plans to host an open meeting on this topic in early 1996. In the near future, OIS wants to establish a reporting mechanism to periodically remind libraries to check the status of these resources. HAAC has recommended a quarterly report until OIS can develop an automated method of checking resource links, at which point reporting might occur semi-annually.
Hugh stressed the public services implications of network resource descriptions in HOLLIS. Design does not aim to catalog the "net"; rather, it is up to each library to decide which resource descriptions can be added and maintained over time. Important factors are reliability and stability of a resource. Hugh cited their experience with the Web version of the book Digital Design Media -- a Design Faculty member's publication. After linking to this publication from their home page, Design considered adding a description of the Web version in HOLLIS. But, the faculty member is planning to leave Harvard shortly, and the digital book was to then be moved to a server at MIT. Design has decided to hold off cataloging this item until the new address has been established.
Staff need to try network sites out beforehand and occasionally afterward to insure everything works and remains useful. There is also the issue of financial investment that often determines which resource gets described in HOLLIS; Hugh noted the Avery Index to Architectural Periodicals as an example. Design has cataloged three resources in HOLLIS so far:
Avery index to architectural periodicals (ABS1686; the online version of this index is actually a supplement to the original edition). The locations on this record include:
Bill Mitchell's City of Bits, which has print (BAB7282) and Web (BDT0569) versions. There are separate records for each version because the Web site is different from the print version. The HOLLIS location for the Web version is:
Design Library cataloger Mary Croxen found the cataloging for this item on OCLC. Hugh explained that the odd-looking portion of the site's address (/City%5Fof%5FBits/) results from HOLLIS's inability to display the underscore character. The real address (/City_of_Bits/) must be rendered in HOLLIS using hexadecimal coding. This URL, using underscores or hex, will work. A field 538 was added to provide the hardware and software requirements for viewing information at this Web site. Field 538 data appears in the Public Catalog long display.
The electronic journal Architronic (BCE2420) has four modes of access: electronic mail, FTP, gopher, and World Wide Web. Four separate 856 fields accommodate these access modes, increasing the number of notes in the location:
The Law School Library's experiment with network resources began with the addition to HOLLIS of descriptions for some online WESTLAW and LEXIS/NEXIS titles. Law added locs for the online versions of titles which it also has in paper and have cataloged the paper version. Sample catalog locations appear below:
Ann noted some of the issues that arose: a need to add a LOC subfield |b containing "Online" to avoid the awkward blank after the library location in the catalog display (Law School: ), addition of a coverage note using LOC subfields |g and |l to handle the fact that online coverage of this journal varied between WESTLAW and LEXIS/NEXIS and between online and Law holdings of the printed version. Law is constrained by contract to restrict WESTLAW and LEXIS/NEXIS access, so they added a LOC subfield |n note to that effect.
As for the World Wide Web, Ann remarked that cataloging these resources is like shooting at a moving target. Law has added to HOLLIS descriptions for the Multilaterals Project at Tufts University's Fletcher School of Law and Diplomacy. This site makes available the texts of international multilateral conventions and other agreements. Law has added three different levels of description for this site:
Since this site was first cataloged in June 1995, its contents and location have changed. Ann discovered the location change only because she tried to connect one day and got a friendly message directing her to another address. Not all sites are this helpful. The OIS reporting mechanism will help libraries keep track of these sites and keep their HOLLIS cataloging up to date.
Law has not yet attempted to catalog electronic journals but is aware of the many issues that need to be addressed. These include: what will a cataloger use to catalog from? What is the frequency? How is the journal maintained? Where are the backfiles? ALA's MARBI and CCDA groups are currently working on these issues.
Jeffrey got his start with network resources by copy cataloging a few of them via OCLC. In preparation, he refreshed his knowledge of the MARC data file format and read the HAAC Working Group's report. Jeffrey recommended that catalogers consult the guidelines for use of field 856, available from the Library of Congress gopher Marvel. Marvel is available from HOLLIS Plus or you can connect directly to these guidelines by opening the URL gopher://marvel.loc.gov:70/11/services/cataloging/policy .
Jeffrey highlighted some of the components of the MARC data file format and referred catalogers to Nancy Olson's 'Cataloging Network Resources', available from OCLC's home page. To connect directly to this online manual, open the URL http://www.oclc.org/oclc/man/9256cat/toc.htm . This manual provides a detailed analysis of the elements needed to create bibliographic descriptions of network resources. Lastly, discussions of network resource cataloging issues can be found on the electronic discussion list intercat. To subscribe, send the message "sub intercat [your name]" to firstname.lastname@example.org.
Many network resources formerly available by telnet or ftp are migrating to the World Wide Web -- hence Jeffrey has focussed his efforts on Web sites. Some of the issues involved when cataloging World Wide Web sites include: titles imbedded in a graphic, publishers having no concept of a title on the front page, the need to identify any corporate entity associated with a site, importance of cataloging sites available only on the Internet (Jeffrey cited resources in the field of environmental science which are of great importance and have no print counterparts).
Aside from cataloging these resources, Jeffrey is the local coordinator for Harvard's participation in the OCLC "Building a Catalog of Internet Resources" project. Two hundred libraries are participating in this project to create, test, and evaluate a searchable database of USMARC format bibliographic records, complete with electronic location and access information (USMARC field 856), for Internet-accessible materials. There are approximately 2,000 bibliographic records in this database right now. [From the Editor: you can read a description of this project and try out the database by connecting to OCLC's Web home page. Open the URL: http://www.oclc.org/oclc/man/catproj/catcall.htm to connect directly to the project's front page.
Several questions for the panelists highlighted the fact that all guidelines at this point are provisional, and there is much room for individual judgement. Another concern voiced by many is who will be responsible for cataloging centrally-funded resources such as FirstSearch's Books In Print on HOLLIS Plus or CD-ROM titles available on the HCL LAN. Robin Wendler acknowledged that this is a classic problem that the library community will have to work on. In response to Mary Croxen's comment noted that OCLC will not load computer file cataloging, Robin noted that OCLC has not yet developed the necessary duplicate detection processes to allow these records in. Only records containing 856 fields are being accepted at this time.
Copies of the HAAC Working Group's report on cataloging network resources were handed out at the meeting. If you need a copy, contact Patti Fucci in OIS. If you have questions, contact Robin Wendler or any of the other panelists.
Libraries can now request a new delivery method, the online format, for bibliographic reporting. The new format is an ASCII version of the printed bibliographic reports, minus page breaks, and with the addition of a few lines of basic HTML added so that the report can be displayed on a web browser such as Netscape, Mosaic or Lynx. As currently available for printed bibliographic reports, online reports are available in several standard formats ranging from brief to full bibliographic display with holdings, and can be sorted by main entry, call number, or subject heading. The formatting characteristics of the online reports are identical to their printed counterparts, except that the output will always be single-column and will not include diacritics and special characters.
The receiving library will:
As supplied, the ASCII output uses the HTML tag (PRE) and (/PRE) for preformatted text. Further markup is the responsibility of the individual libraries.
Billing will be the same as for other bibliographic reports. This includes a new report fee of $50 to cover setup charges, (including libraries currently receiving the printed version of a given report), and an additional $10 per run for the creation and storage of the file on disk. For libraries requesting both printed and ASCII output, the charge would be $10 for each component ($20 total).
Online bibliographic formats are available now. Contact Martha Creedon in OIS to request more information, or to set up your report.
Patron-initiated HD requests in HOLLIS coming soon. A new command, GET, will soon be made available to HOLLIS public catalog users. It will enable them to request retrieval of certain items from the Harvard Depository. This function was first specified in late 1992, in the report of a Task Group on a Facility to Enter through the Catalog in HOLLIS End-User Requests for Retrieval from Storage (known as the FETCHERRS report.) The HOLLIS Administrative Advisory Committee (HAAC) subsequently approved that report, and the project was eventually prioritized as one of the "final changes to HOLLIS". The facility is now in the final phases of development; OIS is planning implementation in January 1996.
To GET an item successfully, the catalog user must have a currently valid Harvard ID belonging to a patron category with some level of borrowing privilege at the library that owns the desired item. Users not meeting this criterion will be directed to see library staff for assistance.
Several criteria must be met in order for an item to be "gettable."
1. The item must appear in the catalog on a circulation screen. This means that
a. The library that owns the item must use HOLLIS for circulation.
2. The item record must indicate that the item is kept at Harvard Depository.
3. The item is not currently charged and has no outstanding holds or recalls on it.
4. The item record must be coded as "gettable". HD items are so coded unless their owning library has marked them otherwise.
In the Public Catalog, a "gettable" HD item is labeled in the circulation display with an asterisk and a number. The following example illustrates the circulation display for four volumes of an item belonging to Widener. Volumes 2-4 are at the Depository and are eligible to be requested via HOLLIS. The first volume is already charged out.
From the circulation display, a patron can issue the command GET followed by the item's number to request the book from the Depository. For example, the command get 1 would request volume 2 of the item listed in the sample circulation display above. In response, HOLLIS displays a Request Verification screen, illustrated in Figure 2 on the next page.
The patron enters 1 to request delivery of the item.
There are also choices to cancel the request or obtain online help. To verify that the patron is eligible to make HD requests, a Harvard ID number and last name must be supplied. The system will verify that the requestor has borrowing privileges at the library which owns the item. If not, the user will be advised to consult library staff and processing of the GET request is terminated. Otherwise, a Request Confirmation screen
displays, similar to the one in Figure 3 above. If the user may not borrow this particular item (e.g., if it has a loan code of ncir) the screen will state that the item can be used only in the library. Note that the item's barcode number is supplied as a confirmation number.
If the patron's ID is not current or is not found in a patron record containing the right name, a Request Denied screen will display. This screen is similar to the Access Denied screen that displays when a patron is not eligible for remote access to a restricted HOLLIS database.
Once the request is complete, HOLLIS automatically charges the item to a pseudo-patron created specifically for the HD request process. This patron record generates a catalog message Requested from Depository for a reader's use which appears as the circulation status for the item (Figure 4 below). Note that the *N label no longer precedes the entry for volume 2). The message will usually appear within five minutes of confirmation of
the request. In the meantime should another request be made for the same item it will be blocked. The user will be told that a previous request has been made.
HOLLIS will pass GET requests to HD at scheduled times during the day. Requests made earlier than a cutoff time specified by agreement between HD and each library will be processed for "next day" delivery.
Handling of HOLLIS-initiated HD deliveries will be like present practice except that the information available to the library when the book arrives will be different. Electronic data about HOLLIS HD requests (item and patron identification, pertinent dates, etc.) will be available to the library via file transfer (ftp). In addition, any user's recent requests can be seen with a new WANT command which is precisely analogous to the HAS command used for viewing current charges to a patron. Staff can also use HAS to see charges to the HD pseudo-patron which have not been claimed by their requestors.
The January 1996 Liaisons meeting will feature a presentation on HOLLIS HD requests. OIS is working with the potential participants -- Widener, Divinity, Law, and Countway -- to insure a smooth implementation. If you want more information about this facility, contact Charles Husbands in OIS.
Religion Index: New and Improved. During the second week of December, two new segments of Religion Index data will be added to the Religion Index database in HOLLIS, nearly doubling its size to 672,922 records. Until now, RI has included only Religion Index One, which indexes journal articles. The new files, Religion Index Two and International Book Reviews in Religion, index book chapters and book reviews. All files in the RI database will be complete through 1993. Due to limitations of its system configuration, the American Theological Library Association, producer of RI, is unable to supply more recent information to its data customers. ATLA is planning a major system upgrade, and hopes to be able to supply current data by late Winter or early Spring 1996. Once files are up-to-date, we can expect to receive new records semi-annually, that is, on the same schedule as the CD-ROM release.
Book chapter records are in the books format. They contain the author and title of the chapter, the bibliographic description of the book which contains it, and one or more subject headings:
International Book Reviews in Religion contains two kinds of records, those for reviews and those for reviewed works. The review records are in the article format, and always have a title in the form "Review of...[title]".
The title and imprint of the reviewed work will be given in a linking note, with the display literal "REVIEWED WORK:". The author given is the writer of the review; the author of the reviewed work is not supplied. No subject headings are supplied in the review record; however, in HOLLIS the REVIEWED WORK note will be indexed as a keyword subject, retrievable in the KSH index.
N.B. Review records cannot be qualified by date of publication, because the year the review was published is not available in the record in a place where HOLLIS can find it. In HOLLIS indexes, the publication date of these records appears as four question marks:
REVIEW OF BROKEN COVENANT
Records for reviewed works are in the books format and contain limited bibliographic information and subject headings for any book covered by an IBRR review. These records do not include ISBNs, so the LOC command will not work. Anyone wishing to locate the reviewed book at Harvard will have to search the HU file directly.
Given the two different kinds of records in IBRR, if you search a book's title as a keyword subject (KSH), you will retrieve records for reviews of that book. If you search a book's title as a keyword title (KTI), you will retrieve records for the book itself and for any reviews of it.
In order to take advantage of information in RIT and IBRR records, format qualification has been added to string searching in the RI database. You can now restrict a search to books format (//fo=bks), to retrieve only book chapters and reviewed books, or to article format (//fo=art), to retrieve journal articles and book reviews.
OIS will be updating the printed information sheet and online help to reflect these changes to the RI database. Contact Robin Wendler in OIS if you have any questions.
Notes and Reminders
Guidelines for using the form/genre and physical characteristics fields will be published shortly with the latest edition of the HUL Bibliographic Standards. Staff wishing to recommend a new term not available in a valid thesaurus, establish or modify an authority record, or request a global change, should notify Robin Wendler in OIS. A small subgroup of SSHUSH and Bib Standards will oversee the development of this index and its authority structure, including input and maintenance of authority records. Please contact Robin Wendler in OIS if you have any questions about form/genre and physical characteristic entries.
OCLC's handling of long 505 fields. OCLC will not allow a 505 field (contents note) longer than 1,200 bytes to be input online. However, field length is not restricted on records tapeloaded into OCLC, e.g., records from the Library of Congress. The OCLC PRISM system breaks up extra long 505 fields *For Display Purposes Only*, but when the record is output to a library, there will be only one, very long 505 field. Online, they appear in the OLUC as multiple 505 fields with the same line number. They will have a sequence number in brackets preceding the tag. So, the entire construct looks like this:
11  505 0 Text of contents note ...
Truly separate 505 fields will have different line numbers and no bracketed sequence numbers:
11 505 0 Text of contents note...
If you are claiming a record with an overlong 505 field as described above, unless you edit the record so that it contains multiple, shorter 505s, the 505 field will be truncated by HOLLIS. Many thanks to Alicja Altenberger for reporting this problem. Contact Robin Wendler in OIS if you have questions.
Only one main entry allowed. Many records have been brought to OIS' attention recently which have more than one field in the 1XX range. This is not permitted. USMARC bibliographic records are only allowed to have a single field with a tag beginning with '1' (i.e., 100, 110, 111, 130), because cataloging rules don't support the concept of more than one "main entry" for a piece. HOLLIS will prevent you from putting in two of any single 1XX tag, such as 100, but it cannot prevent you from putting in a 100 and a 130. These records will cause problems if uploaded to OCLC or RLIN, and will cause certain batch processes in HOLLIS to fail.
Web browser document available. Now available at the OIS FTP site and attached to this newsletter is the document, "WWW Clients for use with HOLLIS Plus" -- a description of the technical requirements for the most popular web browsers. OIS had planned since the debut of HOLLIS Plus on the World Wide Web to provide a document that outlines the mininum requirements for running the more popular web browsers used to access HOLLIS Plus. Call OIS for more information and FTP instructions.
Time to make LG updates. As holiday time approaches, library staff should review information in their Library Guide database records and make any necessary changes to business hours, etc. Note that with the implementation of ACF2 security in HULPR, the LG-specific HULPR signon has changed. If you need the LG sign-on, contact Tim Hanke at Wadsworth House (5-7793 or email@example.com) or Julie Wetherill in OIS (5-3724 or firstname.lastname@example.org).
HULPR during the holidays. The HULPR system will be unavailable on the following dates/times during the upcoming holidays.
HULPR will be available on its regular schedule at all other times. Note that the HOLLIS system is available 24 hours a day / 7 days a week and does not have scheduled holiday downtimes. Contact Linda Marean in OIS if you have questions.
HOLLIS Plus enhancements. In early November the following resources were added to the production version of HOLLIS Plus:
* Bible Gateway (Web only)
The electronic journal Physical Review Letters Online is in full text, available on the World Wide Web version of HOLLIS Plus. This service is a free trial subscription that will continue until December 31, at which time a decision will be made whether to continue the subscription. Select the alphabetic list of resources, and then select Physical Review Letters Online. If you are outside of a library, you will be asked to supply your last name and Harvard ID number.
PRLO is provided through OCLC's Electronic Journals Online WWW Interface (EJO). This means that the design of the user interface has been created by OCLC and cannot be modified by Harvard at this time. Your comments are valuable, however. Please use the HOLLIS Plus suggestion box to make comments and suggestions.
Please note the following constraints on using PRLO:
Please send comments and questions about any of these new HOLLIS Plus features via the suggestion box located on the main menu.
OIS expects that the Windows Passport software will be used primarily for accessing OCLC -- i.e. as a replacement for the current DOS Passport. While it is possible to use Passport to connect to HULPR (with the ALA character set) there are some problems in doing so, and we continue to recommend the McGill TN3270 as a Windows client for HULPR.
OIS has also purchased an upgrade to the University's site license for the McGill product. This will enable McGill users to upgrade from the 2.5 or 2.6 release to the 3.0 release. OIS is currently assessing the stability of the 3.0 release. Once our initial testing is completed we will make it available on the OIS FTP site. If you would like to take a preliminary look at the new release, or if you have any other questions about Passport or McGill, please contact Heather Reid.
HOLLIS Enhancements Update
In addition to the changes listed above, 9 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.