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HOLLIS Newsletter

Volume 11, Number 2 (February 1996)

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  • Feature Articles
  • A report from the ABCD-Library Group meeting
  • Format integration and reporting
  • Reporting database enhancements
  • Minutes from the January Liaison's meeting
  • OIS Current Projects
  • Training Schedule
  • Notes and Reminders
  • GovDocs list established
  • HOLLIS/HOLLIS Plus Enhancements
  • Calendar


  • Index to HOLLIS Newsletter, Volume 10 (1995)

    A Report from the ABCD-Library Group Meeting
    by Martha Creedon

    At the January 16 meeting of the ABCD-Library group, Allen Bourque presented attendees with an overview of how he is using HOLLIS Distributed Reporting and Paradox for Windows to support collection development, management and c ollection use analysis at the Cabot Science Library.

    Allen began his presentation with an overview of three problem areas which he has faced over the past few years:

    • At the institutional level, there is a need to track resource allocation and to monitor collection use by discipline.
    • At the individual library level, budgetary considerations have forced severe cuts in spending. Serials budgets have been particularly effected.
    • On a personal level, Allen was asked in 1992 to assume the role of Acting Librarian at Cabot Library. The many new challenges he faced included responsibility for collection development.

    Prior to the availability of Distributed Reporting, Allen received monthly printed reports and ASCII data files from OIS mediated reporting. This data was used primarily to analyze monthly circulation activity and to track serials expenditures. This pro cess imposed many limitations, especially relating to turnaround time and the non-iterative nature of mediated reporting. Changes to reports and data files were costly in terms of time as well as expense. Furthermore, after importing the data files into DOS Paradox applications, Allen found reporting in the DOS Paradox environment to be restrictive.

    Allen has been involved in the HOLLIS Distributed Reporting project from its early planning stages, including pilot participation. Using the GQL query tool, Allen can easily define and create data files on his desktop PC. The data can be manipulated wi thin GQL to produce printed reports, or can be saved according to the user's specifications for use in other desktop applications such as Paradox. Allen reported that the Windows release of Paradox is much improved over the older DOS version, and as a Wi ndows application, is far more intuitive than earlier versions.

    Allen presented live demonstrations of applications which he has developed using HOLLIS Distributed Reporting and Paradox for Windows. In one example, Allen has begun to identify areas of Cabot's monograph collection which are in need of development by l ooking at the number of charges on older items. Allen demonstrated a simple query to return the call number, title and number of charges for items in certain call number ranges which have a publication date prior to 1950 (the number of charges are the nu mber of charges since June of 1990 when Cabot began HOLLIS online circulation). Allen found that a large number of these older items were circulating more frequently than he would have expected, and a quick check of the stacks showed that many were in n eed of repair. As a result of his analysis, Allen has been able to identify areas of the collection which need updating and development.

    Using the call number ranges which he identified in the above scenario, Allen created a Paradox database of "Cabot Collection Development Areas" which includes LC Class, Subject, LVL (library location), and other holding libraries. The database also cont ains an Update flag which Allen manually maintains to indicate various levels of collection update priority, and a Notes field where he can record observations such as "Significant use," "Build ," or "Keep up". Part of the database maintenance involves t ime in the stacks to make some of the observations which are recorded in the Notes. In another example, Allen is using HOLLIS Distributed Reporting to review serials expenditures. The Distributed Reporting database includes all unweeded order records, as well as payment data for the current and previous fiscal years, thus allowing compa risons between one year and the next. And, like several other libraries, Allen plans to use Distributed Reporting to identify collection overlaps between Cabot and other libraries on campus, especially among expensive serial titles.

    At the conclusion of the meeting, Allen noted that he would be glad to answer questions about his experience from anyone who was unable to attend the meeting. Anyone interested in finding out more about HOLLIS Distributed Reporting should contact Martha Creedon at OIS.

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    Format integration and reporting
    by Jon Rothman

    At the December 12th HDR Open Meeting OIS presented several possible approaches for accommodating Format Integration in Distributed Reporting. As a result of the discussion and input at that meeting plus further internal discussion in OIS, we propose to do the following:

    • A new one-byte field will be defined in the BIB table. This field will contain the contents of the new Archival Control Byte from the 008 of the Bibliographic Record.
    • Eight additional one-byte fields will be defined in the BIB table to represent the eight possible format codes in HOLLIS. Each of these fields will be set to a value meaning 'yes' if that format code exists in either the 008 or any 006 occurring in t hat Bibliographic Record. The field will be set to a value meaning 'no' if that format code is not used at all.
    • The current Format field will be retained in the four tables where it exists (BIB, LOC, OPR, PAY) and will contain the "primary format" (i.e. the format code from the 008).
    • The Serial Type (STYPE) which occurs in the BIB, OPR and PAY tables will contain the STYPE value from the first Serial format fixed field (008 or 006) which occurs in the Bibliographic Record.
    • The "primary format" field(s) will be retained both to allow sorting of results by format and to allow simple querying where primary format alone is adequate.

    Queries which require more precise selection on format will need to include a qualification on the appropriate format code field in the BIB table.

    Please feel free to send comments and questions to the mailing list hdr-users@elmer.harvard.edu and/or to me (j_rothman@harvard.edu) or Martha Creedon (Table of Contents | OIS Contacts |

    Reporting Database Enhancements
    by Martha Creedon

    At the HOLLIS Distributed Reporting (HDR) meeting on December 12, several decisions were made regarding Distributed Reporting database changes. Below is a list of the changes that will be implemented. An exact implementation date has not yet been esta blished, but we are hoping to complete these changes by mid-March.

    • Add loc subfield d (12 characters)
    • Add pseudopatron id to Circulation History
    • Add flag for the existence of an 830 and/or 440
    • Increase length of Title to 75 characters
    • Add indicator for existence of 069 ind 1=1 (indicates existence of NLM serial control#)
    • Add 028 (Music Number) subfield b (10 characters)
    • Add indicator for the existence of 780/785 fields (serials preceding entry/succeeding entry)

    The following two enhancements were implemented in December:

    • Add "Source" from the Order record (20 characters)
    • Add "Vendor Address" for non-coded vendors (20 characters)

    To save space in the database:

    • Drop the loc subfield w from the HU database. (The field will not be dropped from the RV database).
    • Rather than dropping the older Circulation History from the database, the previous fiscal year will be retained as a separate table in the database, with current FY Circulation History maintained separately. Each table will be represented in the GQL model.
    • Deleted item records will be removed from the reporting database.

    Please feel free to send comments and questions to the mailing list hdr-users@elmer.harvard.edu and/or to me (martha_creedon@harvard.edu) or Jon Rothman (j_rothman@harvard.edu).

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    Minutes from the January Liaisons Meeting
    MVS upgrade and system outages
    OIT has completed the upgrade to the MVS operating system that began in early December. OIS apologizes for the system performance problems that occurred during the upgrade, but performance should now be back to normal.

    Because of these and several other network outages over the last six months, OIS is reviewing the procedures for alerting the library community when network problems occur. In the case of network outages, OIS often does not know the extent or who is affec ted, making it difficult to pass on accurate information by electronic mail or the HOLLIS emergency phone chain. OIS would welcome any ideas on how best to pass on such information. Contact John Rothman with your suggestions.

    LG signon suspensions
    All staff share one HULPR signon, called "lgedit," to edit records in the Library Guide database. With the new ACF2 security process in place, lgedit has been suspended a number of times when staff repeatedly input the signon incorrectly. The correct pa ssword is "holl1s" (the letter I is really the number1). If you have trouble inputting this signon or suspect that you have suspended lgedit, please contact OIS so that it can be reset for other users.

    FY1997 fee schedule published
    The OIS FY 1997 fee schedule is attached to the January 1996 HOLLIS Newsletter. Jon noted the reduction in the circulation charge from 14 cents to 9 cents. On the reverse is a "HOLLIS Monthly Connectivity charge by library" section. Note that the secon d column should be labeled "FY1997" instead of "FY1996." Contact Tracey Robinson in OIS if you have questions.

    Keyword qualification update
    Keyword qualification has been available on a trial basis in the HOLLIS Public Catalog since early December. Usage has been low, with a small impact on CPU usage and average response time. OIS will continue to study the impact and related costs, but indi cations are that this enhancement is manageable.

    Security takes a vacation
    Linda Marean, OIS Security Administrator, will be on vacation from January 20th to February 13th. In her absence OIS will process emergency security changes only. Contact Patti Fucci in OIS if you have questions.

    IBM 3163s off support in June
    John Maher, OIS Network/Communications Specialist, reminded liaisons that IBM model 3163 terminals will no longer be covered by maintenance contracts after 30 June 1996. All service for these devices will be on a more expensive fee-for-service basis. Th ere are also increasing problems with modems and muxes that service the terminal network. For these reasons, OIS recommends that units plan the replacement of terminals with microcomputer workstations. Contact Heather, John, or Lesly in the OIS Network and Desktop Systems group for more information.

    GET demonstration
    Charlie Husbands demonstrated the new HOLLIS Public Catalog GET command for patron-initiated retrieval from the Harvard Depository. GET is scheduled to become available in early February.

    Since an article describing how GET works appeared in the December 1995 HOLLIS Newsletter (pp. 8-11), Charlie's demonstration is not described here. This article describes a few changes to the catalog circulation display and GET processing that have been made since December.

    The GET procedure was designed to be relatively easy but not so easy as to promote frivolous requests. One of the standard security checks_comparing a patron's ID with data in the HOLLIS patron file _still permitted patrons to request HD materials even t hough they have no borrowing privileges at the library. HOLLIS now consults the owning library's circulation policy table to confirm that the patron has some level of borrowing privilege before the GET process can proceed. The requestor is asked to conf irm the request if the circulation policy check reveals that the item must be used in the library.

    To prepare for GET, various minor changes to the catalog circulation display have been implemented, including:

      recalls or holds on them;
    • display of all barcoded serial items instead of only those charged;
    • a longer arrow at the left of each item;
    • small changes to the text of the message at the bottom of the item list, governed by the presence or absence of a holdings record.

    Most Depository materials owned by Widener, Countway, Andover-Harvard, and Law libraries will be eligible for retrieval via the HOLLIS GET command. [Editor's note: When everything appears to be working well, OIS will distribute to libraries a flyer that c an be used to introduce this new HOLLIS feature to patrons. Soon to be released, the latest edition of the HOLLIS Reference Guide brochure also contains a description of this process.]

    Contact Charlie Husbands or Julie Wetherill in OIS if you have questions.

    Government Documents Depository Cataloging
    In an effort to streamline the technical processing of government documents, Harvard has contracted with two vendors, Bernan and Autographics, to supply shipping list and cataloging records for depository materials received by Harvard. At this meeting, R obin Wendler described for liaisons how the process will work and the implications for technical services staff.

    The recommendations that led to this HOLLIS enhancement originated with a government documents working group formed in late 1991. The Bernan and Autographics data will correspond to depository materials received by the Government Documents Division of HC L (some of which are then distributed to other Harvard libraries) and the Law School Library. Each vendor has a profile of the SuDoc ranges received by these depositories. Weekly, Bernan will send provisional shipping list records that will be loaded in to the HU database. HOLLIS uses the OCLC holding unit codes in the cataloging records to build locations and call numbers in the HU record. Library locations are suppressed from catalog display by default. Staff will need to activate their location and make other minor modifications to prepare the record for catalog use. Once a month, GPO cataloging from OCLC is sent by Autographics and loaded into HU. HOLLIS will use Bernan control numbers to compare and merge cataloging records with the correspondin g shipping list records.

    Bernan records

    A sample shipping list record appears in Figure 1. Bernan shipping list records carry a vendor code of BER and have ENCL 5 (subordinate to any other record during subsequent cataloging processing). An 035:6 field carries the shipping list number which i s searchable by the FIND GN index. SuDoc numbers in field 086 are also searchable using FIND GN. There will be brief bibliographic information and some notes, including a shipping list date. These records are loaded without any sort of duplicate detecti on in place. A Bernan record might duplicate a record representing a firm order for the same item. If duplicate records are discovered, contact Government Documents so the records can be cleaned up.
    Figure 1: Bernan Record
    When a new Bernan "shipment" is loaded, a staff member can use FIND GN to produce an index listing of the latest shipping records. The library location will need to be activated (change loc second indicator from "x" to "p", or to 'c' if adding a call num ber and shelving at this point) and other modifications may be necessary. The location field may contain notes (subfield |n) with information useful for processing. In Figure 1 "|n M" refers to monograph and "|n AJF6729" indicates that this is a piece- level description. The staff member may want to delete this location and check the item in on the HU record AJF6729.

    Robin noted that Bernan will be supplying records for books, serial issues, and other formats. Bernan serial issue records serve only to notify a library about receipt of new issues and staff will want to routinely delete locations on these records. Aut ographics will not be supplying serial cataloging records.

    Autographics records

    A sample Autographics cataloging record appears in Figure 2. Autographics will be supplying only standard GPO cataloging records _ no OCLC member cataloging will be included. There will be no updates to GPO catalog already sent. Autographics identifies the right shipping list record based on a match on SuDoc stem and adds the Bernan record number to the Autographics' record. HOLLIS uses this number to match the AG to the Bernan record. The resulting record will carry a vendor code of OCG; the 035:6 shi pping list number will be moved to a 500 note. If the situation warrants, a holdings record will be created (same as with current OCLC cataloging).
    Figure 2: Autographic Record
    Libraries which do not choose to class and shelve these government documents at point of receipt should change LOC second indicator to 'p', in order to receive notification when cataloging arrives.

    Bernan shipping list records are in HU now and available to staff. The first batch of Autographics cataloging is not due until early March. Staff, especially in the Government Documents Division, will be watching this process carefully for errors and ex ceptional situations. All staff are encouraged to contact Government Documents if they have questions.

    [Editor's note: to assist in this process, Gov Docs has started a Government Documents Processing Discussion list--see the announcement in the Notes & Reminders section of this issue.]

    Robin stressed that although the Bernan-Autographics process is a significant improvement over manual cataloging and processing, not all eventualities can be provided for. This procedure provides a 90% solution and covers a significant portion of the doc uments Harvard receives.

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    Notes and Reminders
    GovDocs List Established
    The long awaited plan to automate the processing of U.S. depository documents is a virtual reality. For the first time all incoming U.S. depository documents, in all formats, will be fully cataloged in HOLLIS.
    Using ftped temporary records (later overlaid with ftped full MARC records) documents processing staff will catalog all new U.S. depository documents as they come in.
    We anticipate that there will be issues to discuss, experiences to share, and problems to work out. To that end an Internet Discussion List for Government Documents is now up and running. It is a discussion list where staff members of libraries currentl y receiving U.S. Depository Documents can discuss their questions, problems, solutions, etc. encountered when processing these documents. Librarians and Library Staff can join this list by sending a message to majordomo@husc.harvard.edu containing the line "SUBSCRIBE govtdocs-list.
    We would like to encourage members of all libraries receiving Government Documents to subscribe to this list as it could be a very useful tool for troubleshooting processing problems.

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    HOLLIS/HOLLIS Plus Enhancements
    by Jon Rothman Changes completed since 12/11/95 This column features brief descriptions of some of the smaller completed changes to HOLLIS and HOLLIS Plus. OIS projects and major enhancements will continue to be described in greater detail in newsletter articles. If you have comments, questions, or w ould like more details about any of these changes, contact Jon Rothman at OIS, either by telephone at 5-3724 or by email at ROTHMN@HARVARDA.

    • Previously, updating the Distributed Reporting datasets in Sybase required going through the entire HOLLIS online files to identify new and changed records (a time-consuming process). New programs are now in use which identify the new and changed rec ords from much smaller "recovery" datasets (thus the update process is considerably more efficient.
    • An error in the User Comment Facility resulted in loss of some typed data from the continuation screen of the Purchase Request option. This has been corrected.
    • Users with email accounts at fas.harvard.edu often try to send sets of records from the OPAC to themselves by specifying their email addresses as "name@fas" (i.e. leaving off the last two nodes of the address). These sets cannot be successfully deliv ered since the email address is incomplete. The HOLLIS SEND command processing has been changed to append ".harvard.edu" when the node specified is only "@fas" so that these sets are now deliverable.
    • rogramming has been completed which makes it easier to add and maintain additional libraries' holdings in the RV database when they start using the HOLLIS Reserves subsystem.

    • The following databases have been added to HOLLIS Plus:

    Medline via Countway Plus (not really new; just a link to parallel the link for Medline via SilverPlatter)
    Library of Congress Web Site (Web only)
    CIC Electronic Journals Collection
    NewJour Electronic Journal & Newsletter Archive (Web only)
    Ejournal SiteGuide (Web only)
    Thomas (Web only)
    U.S. Supreme Court Decisions (Web only)
    Links to individual JSTOR journals (Web only)

    • The following Internet Searching Tools were added to HOLLIS Plus: (use the "Listed by Subject" choice to see these tools; individual tools do not appear in the alphabetic list)
    Alta Vista (Web only)
    DejaNews (Web only)
    Excite (Web only)
    InfoSeek (Web only)
    Lycos (Web only)
    Open Text Index (Web only)
    Web Crawler (Web only)
    WWW Virtual Library (Web only)
    Yahoo! (Web only)
    ("Web only" indicates that a resource is only available from the Web version of HOLLIS Plus.)
    • The following content changes have been made to HOLLIS Plus:
    Dates of coverage added to resource titles (when possible)
    New subject categories:
    "Electronic Journals"
    "Internet Searching Tools"
    "Governmental Resources"

    • The main program used in production of circulation products used to terminate abnormally when trying to process bibliographic records which had previously been MERG'd or MLOX'd. This has been corrected.

    • Improvements have been made to the default commands supplied in error situations when using the patron charge index.

    In addition to the changes listed above, 4 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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    9 February Cataloging Discussion Group
    11 am- 12:30 pm, Lamont Forum Room
    Subject Headings at Harvard will be the topic, as Peters Lisbon discusses his role as Chief Subject Cataloger and the state of subject headings at Harvard

    13 February ABCD-Library Meeting
    12 noon, Aiken 241
    Topic TBA

    14 February ABCD-WWW
    3:15 - 5:00pm, 1280 Mass., Ave., Suite 404
    Topic TBA

    21 February Acquistions Roundtable
    2-4 pm, Location TBA
    Susan Lee is the scheduled speaker to discuss career growth with the University Libraries

    23 February Format Integration Open Meeting
    10 -12 noon, Lamont Forum Room
    Robin Wendler, OIS Bibliographic Analyst, will be describing the implementation of format integration in HOLLIS, OCLC, and RLIN. This session is primarily designed for cataloging and technical services staff to prepare them for changes in MARC standards which go into effect in early March. Interested staff who are unable to make this meeting should contact Robin Wendler for hand-outs. The April meeting of the Cataloging Discussion Group will be reserved for followup discussion of format integration issu es.

    3 March ABCD-Main Meeting
    12 noon, Aiken 241
    Topic TBA

    8 March Cataloging Discussion Group
    11 am- 12:30 pm, Lamont Forum Room
    The topic will be cataloging electronic resources. Members of Bib Standards will present and discuss the Policies and Guidelines for Cataloging Electronic Resources at Harvard

    12 March ABCD-Library Group
    12 noon, Aiken 241

    13 March ABCD-WWW Group
    3:13 pm, Aiken 241

    13 March HOLLIS Liaison Meeting
    9:30 - 11 am, Location TBA

    27 March Technical Services Roundtable
    12 noon- 1 pm, 1280 Mass., Ave., Suite 404
    Dale Flecker, HUL Associate Director for Sytems and Planning, will be talking about HOLLIS II and possible implications for technical services functions. Dale recommends that participants read the Stanford University Libraries report: "Redesigning the Acq uisitions-to-Access Process" as a launching off point for discussion. You can get a copy from: http://www-sul.stanford.edu. Look under "About SUL-AIR" If you have trouble getting a copy of the report, contact Patti Fucci in OIS.

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    OIS Current Projects
    ProjectContactTarget dateMajor milestones
    Gov DocsM. Smith1/96Final testing; setting up production process.
    Format integrationR. Wendler3/96Will be writting checklist and consulting with librarians.
    FETCHERRS (HD retrieval)C. Husbands2/96Moved to production 2/21
    HU to RLINR Wendler10/95Model approved; programming to be scheduled
    CICS upgradeC. Husbands6/96Selection of strategy due by 9 February.
    UNIX server infrastructure and supportT Robinson
    K. Klemperer
    --Working on Business Resumption Plan for server
    HD automationD. Bednarek8/95FETCHERRS programming in progress.
    SEICK. Klemperer1/96 pilotPrototype of generic user interface being tested
    Finding aidsM. Smith1/96 pilotReviewing new EAD DTD

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