TABLE OF CONTENTS
July 10, 1996
Agenda to be announced
The process to select and install a new generation integrated library system for Harvard has been moving slowly for some time while OIS watched developments in the commercial marketplace. The Automation Planning Committee recently decided that the approximately 2.5 year project should begin this summer. At the May Liasions meeting, Dale Flecker (HUL Associate Director for Systems and Planning) provided an update on the planning process.
The vendor pool
One key decision already made is that unlike what we did with HOLLIS, HOLLIS II will be based on a turnkey system (i.e., Harvard buys and installs the system off-the-shelf). OIS has been watching the vendor marketplace looking for an adequate pool of library systems to evaluate. Currently, all but one of the major library systems vendors have undertaken redesigns of their systems based on the client/server model of computing. By winter 1996/1997, there should be an adequate pool of vendors for evaluation.
Several of Harvard’s peer institutions have recently chosen next generation systems which means we will be able to include observations of installed systems in our evaluations.
The evaluation process
With a turnkey system as our goal, the focus of evaluation will be on the vendor and potential weaknesses of the product. For the current HOLLIS system, emphasis was on design: what functions were needed; how they should work.
The HOLLIS II system evaluation process will involve two separate groups: a Steering Committee and several Task Groups. A Steering Committee (see page 3 for membership) will be responsible for overseeing the evaluation and selection process, performing auditing steps, making the big decisions. The tentative list of Task Groups (membership not yet finalized) will each consider a major functional area:
Financial Operations — processes and transactions related to acquisitions of library materials; generation and distribution/transmission of library user bills for circulation, document delivery, special database use, etc.; relationship between library financial functions and university financial systems (ADAPT project, student billing, etc.).
Processing and Intellectual Access — identification and definition of functional requirements in support of the entire technical processing stream from selection of materials to end-processing, including: acquisitions, cataloging, authority control, resource files, record loading and output, indexing and retrieval for staff.
Public services — all HOLLIS II functionality directly available to library users from in-library public workstations and remote (home or office) workstations, including: indexing, searching, results/record display, online help, patron-initiated requests, downloading, interface, configurability.
Circulation, Reserves, and Inventory Control — investigate aspects of an integrated system that pertain to the physical management of collections, such as: standard circulation functions, patron record issues, ILL, reserves.
Technical and Systems Issues — assess the technical architecture and operating environment of each system under consideration, including both client and server elements. Concerns include: system architecture, management, backup and recovery, data loading and export, security, statistics and system reporting, scaling, desktop environment, adherence to technical standards, vendor support, and system migration issues.
The vendor selection process will involve two major phases. In the first, Task Groups will analyze and document functional needs, then produce a checklist of those critical or important functions that HOLLIS II must provide. They will focus on functions provided in HOLLIS today and determine which need to be available in HOLLIS II. They will also consider what functions not in HOLLIS today are needed or highly desirable. During their analyses, Task Groups must avoid the temptation to design specific interfaces and functions.
Phase two involves evaluations of vendor systems. The Steering Committee will select 2-4 vendors that are most likely to satisfy Harvard’s needs. The Task Groups will perform in-depth analyses of these vendors’ systems, using the functional needs checklists prepared in the first phase. This analysis will require vendor visits to Harvard and on-site visits to see installed systems. Based on these evaluations, Task Groups will prepare a report to the HOLLIS II Steering Committee containing: an analysis of how each system satisfies the functional needs from the checklist, a comparative evaluation of the systems analyzed, and enumeration of the important functional needs that each system does not satisfy (with recommendations of how the need could be satisfied).
Meanwhile, the Steering Committee will be thinking about other questions, such as how solid is the vendor (will vendor be around in 5-10 years)? Who is the vendor’s market? How is it to deal with this vendor? Since HOLLIS II is expected to serve Harvard for at least 10 years, we will want to build a lasting and satisfying relationship with whatever vendor we select.
The University Library Council (ULC) has approved the University Library Public Service Committee’s proposal for an Intra-library Loan Pilot Program. The goal of this program is to enhance the ability of participating libraries to request books from one another, and will establish a way for patrons to return books borrowed through intra-library loan to any participating library. At the May Liaisons meeting, Curtis Kendrick (Assistant Director in the University Library for the Harvard Depository) provided an overview of the process.
In January 1995, the ULC Public Services Committee (PSC) identified intra-library loan as an area of major concern. The Public Services Committee appointed a working group co-chaired by Lee Anne George (HCL Librarian for Information and Document Delivery Services) and Curtis Kendrick to examine the issue of intra-library loan. The group began its investigations in October 1995 and set a land speed record by submitting its report in February 1996. With endorsements from the Public Services Committee and the ULC, a pilot project was planned for September 1996.
The Intra-library Loan Pilot will be supported by the HOLLIS Public Catalog. Patrons will use HOLLIS to identify an item and make a document delivery request for it. HOLLIS will prompt the patron for name, ID number, e-mail address, phone number, delivery location, and provide an option to add free text information about special conditions. Patrons will be able to indicate the participating library at which they will pick up material. Materials will be returnable to any participating library (this happens now informally, but is officially endorsed under the Pilot Project).
Unlike the GET command used to request delivery of HD materials, intra-library loan requests will be initiated from the HOLLIS bibliographic display rather than the circulation display (item record).
In response to a question by Kathy Anderson, Curtis noted that the HOLLIS file of Human Resources (HR) patron data will be the file of record when determining a patron’s eligibility to use this process.
The completed request will be sent as an e-mail message to the patron’s home library. (For the graduate faculties, home library is self-evident. Within FAS, requests will be vetted through Widener, although materials can be delivered to other units within FAS/HCL.) The HOLLIS output will arrive at workstations running AVISO interlibrary loan management software. The home library will send out a request to the supplier. AVISO allows for creation of a preferred list of suppliers so if one cannot supply the item, the request bounces to the next supplier on the list. AVISO also has a link to the OCLC ILL process.
Assuming that the item is available, the supplying library will charge it to the patron (in most cases). The HUL Messenger Service will deliver the item to a location convenient to the patron. Returned items will also be delivered via the Messenger Service. The pilot service will offer a turnaround time of five days for delivery of requested items. There will be no charge to patrons.
Planning groups formed
A Steering Committee (Lee Anne George (Chair), Curtis Kendrick, Kathy Klemperer, Ellen Westling, John Collins, and Sue Marsh ) has been established to prepare for the pilot and monitor its progress. There are also six working groups charged with addressing specific issues related to implementation of the pilot: HOLLIS, AVISO, transportation, procedures, evaluation, and publicity.
OIS will be programming the HOLLIS interface to this process and the link to AVISO. To realize maximum efficiencies when delivering requested items, there will be some consolidation of Messenger Van services, which are currently funded by HUL but managed by HCL.
The pilot project is scheduled to begin in September 1996. The Steering Committee will arrange for several check points during the 1996/1997 academic year to check progress and fine tune the process.
One concern is that some libraries with restrictive access policies would be “net borrowers” (borrowing more than is lent) in this pilot project. Curtis acknowledged that there may be some patrons who, based on their category, will not be able to borrow from a specific library. The Steering Committee expects to track borrowing and lending activity during the pilot in order to identify such trends. A net lender reimbursement mechanism will be instituted.
There were several questions relating to the types of materials that might be requested for intra-library loan. Would patrons expect intra-library requests to become inter-library loan requests if the material can not be supplied by a Harvard library? A patron’s electronic mail address and telephone number are collected by HOLLIS during the request process. Direct communication with the patron will be necessary if there are problems filling the request.
What about requests for non-circulating items? Curtis noted that HOLLIS will pass all library locations to AVISO; if the first location cannot supply, others may be able to. The supplying library would make the final determination about whether a request can go through. The home library will also play an active role in mediating this service. There will be occasions when requests must be intercepted early on if they cannot be filled.
Since requests are made from the bibliographic display, HOLLIS will not have circulation status information — what will happen to requests for checked out materials? This issue is one of many to be investigated as planning proceeds this summer.
libraries be expected to supply photocopies when journal articles are
requested? Supplying photocopies is an unresolved issue. The major holdup
is cost; people felt vulnerable to additional work and costs of filling
More details about the Intra-library Loan Pilot Project will become available as development proceeds. Contact Curtis Kendrick (496-4010; or by e-mail firstname.lastname@example.org) if you have further questions.
At the May Liaisons meeting, MacKenzie Smith (OIS Senior Systems Librarian) described the evolution of the Harvard Digital Finding Aids Project from a special collections task force report published in November 1994. The HOLLIS Administrative Advisory Committee (HAAC) had requested that the task force think about ways to improve access to finding aids for Harvard’s special collections. The report suggested the digitization of these finding aids, inclusion of a link to these from Public Catalog collection records (when technically possible), and eventually scanning the original materials and making them available online.
A Harvard-Radcliffe Digital Finding Aids Project Team was set up in Summer 1995 with representatives from Houghton, Widener, Law, Radcliffe, Botany, Design; and also including input from others in the community. The first hurdle was determining the best way to encode a printed finding aid for online use. The Team settled on SGML (Standard Generalized Markup Language) as the encoding method. They were able to build on the work done by the Berkeley Finding Aids Project, which has been refining an SGML DTD created specifically for finding aids. This DTD is now called the Encoded Archival Description (EAD). Berkeley, in collaboration with other academic institutions, has set up a database of SGML finding aids linked to images and scanned collections and has made the whole thing available via the World Wide Web. Harvard’s Finding Aids Team wanted to take the same route.
Before local markup could begin, Team members had to choose an authoring environment, that is, the software that would assist them with the SGML encoding of finding aids. After much evaluation, the Team settled on the SGML version of WordPerfect for Windows (version 6.1). Harvard has a site license for this product. An SGML-enabled wordprocessor for the Macintosh does not yet exist so Mac users have chosen a separate SGML encoding package called AuthorEditor.
At this point, Team members are busily marking up finding aids. Progress has been slow because just after the project started, the Society of American Archivists decided to redo the Berkeley DTD from scratch. The good side of this is that Harvard has been very involved in recommending changes to the DTD to accommodate our local practice. The Library of Congress recently took over maintenance of this DTD, indicating that it has been widely accepted at a high level.
Harvard University Library has purchased OCLC’s Site Search package to provide a search engine for these digitized finding aids. OIS hopes to have a test system available later this summer. More information will be provided as development proceeds. Contact MacKenzie Smith in OIS if you have questions about this project.
Back in 1991, RLIN requested that Harvard send its bibliographic data for loading into the RLIN bibliographic file. This large collection of data would help support the Harvard libraries’ participation in RLG programs and serve as a back up HOLLIS file in case of problems. After five years of discussion, debate, and development, it looks like sending HU records to RLIN is about to become reality.
In early May, OIS sent a test file to RLIN for loading. After some investigation, the concept of RLIN as a HOLLIS backup is no longer considered feasible in the short term, since RLIN cannot handle high volume data loading. However, there are sufficient reasons to continue with the project. Once this process goes into production, OIS will send records twice a week, selected by HU update or creation date. Provisional records, AMC records, and records with ineligible locations (such as CRL) will be excluded. Newly processed records will be sent first and probably once a month we will send chunks of the HU backfile, working backwards through HU until done. There will be no indication on an HU record that it has been sent to RLIN. However, we will know that all records by a certain date have been sent.
Once HU records are in RLIN, what kind of holdings information will be available? RLIN’s different record structure plus Harvard’s complicated administrative structure could mean confusion when interpreting who owns an item from an HU record in RLIN. OIS will send a bibliographic and holdings record for every location in the HU record. RLIN records will carry a generic Harvard library identifier. One or more holdings records will be created with a NUC symbol for the specific library, along with HU LOC subfield |c and call number, holdings information, and notes if present from the local holdings record.
Libraries currently using RLIN for cataloging will continue to do so using the same holding symbols. After being loaded into HOLLIS, these records will be sent back to RLIN with the new holding symbol. When all of the HU backfile is in, we will reevaluate whether RLIN libraries should do their current cataloging on the new symbol.
The general Harvard identifier will not be enabled for RLIN inter-library loan requests. The RLIN library identifier will be blocked from people sending ILL requests.
At a special meeting of HDR users last December, several decisions were made regarding Distributed Reporting database changes. The programming for most of the data extraction is now complete, and as we go to press the database files are being re-loaded to include the changes.
After the database loads are complete, a new model will be made available for users to download when logging in to GQL. The changes should not effect existing queries or report formats.
Changes to the Bibliographic data table:
1. Music No. Subfield |b (Brief). Contains the first 10 characters of the 2. T069 Flag. This field will contain a ‘Y’ if the bibliographic record has an 069 with a first indicator of ‘1’ (indicates the existence of an NLM serial control number).
3. T440/830 Flag. This field will contain the following values:
- No 440 or 830 in the bib record
4. T780/785 Flag. This field indicates the existence of serials preceding/succeeding entries, and will contain the following values:
- No 780 or 785 in the bib record
5. Title (Brief) has been increased from 50 to 75 characters.
To support recent changes in format integration, the following new fields are now stored in the Bibliographic data table:
Archival control flag.
Changes to the Item data table:
1. *Item ID Number Changes to the Location data table: Add: 1. Call No. Subfield d (12 characters). This field will contain the first 12 characters of the loc subfield d (Text after Call No.)
1. Loc Subfield w (HU only)
Planned changes that are NOT part of this re-load:
Add pseudopatron id to Circulation History
If you have questions, contact Martha Creedon in OIS.
A recent survey indicates that most library units are in favor of replacing the HOLLIS emergency phone chain with announcements sent via the HULINFO electronic discussion list. (Since the late 1980’s, OIS has used the phone chain to distribute status reports about HOLLIS system problems. Lately the chain has regularly failed at this task.)
Starting immediately, OIS will use HULINFO to issue status reports about system problems. In the event that HULINFO is not available, OIS will contact HOLLIS liaisons by telephone. There were a handful of units for which a phone chain is still necessary — OIS will contact these units by telephone. All units that expressed interest in phone notification have been contacted. If your unit needs phone notification and you have not heard from OIS, contact Linda Marean in OIS.
An upgrade to the IBM 3090 mainframe has been scheduled for May 19th. A few units have reported slowdowns in HOLLIS/HULPR system performance in recent weeks. This upgrade is expected to resolve these problems. [From the Editor: the upgrade was delayed until Sunday the 26th, at which time the IBM 3090 was replaced by a 9672 Transaction Server. Contact Linda Marean in OIS if you have questions about the upgrade.]
The close of Harvard’s fiscal year is approaching. HOLLIS end of fiscal year procedures are scheduled to begin on Sunday, June 30, 1996 at 6:00pm. The HULPR system will remain in operation Sunday until the normal shutdown time of 1:00am Monday to allow circulation units to function normally. However, no payment activity will be allowed after 6:00pm.
More details about this process appear in a memo attached to this issue. This same memo appeared with the May issue. Contact your own financial office for specific instructions. Contact Linda Marean in OIS if you have any questions.
As of May 8, 27,889 HOLLIS order payments were flagged as weedable. The microfiche that record these payments has already been distributed. Staff should weed flagged payment statements when they encounter them. Weedable payments contain a second indicator of Y (weedable, no discount applied) or Z (weedable, discount applied).
To weed an eligible pay statement, either position your cursor at the beginning of the statement’s line number and press ERASE EOF (erase end of field) or on the command line, enter the command DSTM n where n is the number of the statement to be weeded. You can also use DSTM to delete a range of statements, as in DSTM 2 5 (delete statements 2 through 5).
Martha Creedon, OIS Reporting Specialist, has developed a collection of Windows help files that provide application-specific information on using the GQL query tool for HOLLIS Distributed Reporting. Once installed, these files are accessible from your GQL session. Instructions on obtaining and installing these files appeared on page 7 of the April HOLLIS Newsletter. If you do not have a copy of the April issue, an online version is available from the OIS home page (http://hul.harvard.edu/ois/nls/hnls.html). Contact Martha in OIS if you have questions.
Preliminary cataloging records supplied by Otto Harrassowitz (loaded into the BF file) have undergone some minor changes recently. LC classification letters are now stored in the 072 field rather than the 050. This means that LC class letters will not show up in the fixed field, and acquisition reports based on this fixed field element will not include BF preliminary records from Harrassowitz.
In a recent batch of new Harrassowitz records, 490 fields for series did not contain indicator values. Staff will have to supply values when the BF record is moved into HU. Harrassowitz has since fixed this problem.
OIS received the first batch of cataloging from Autographics in April. Addition of these to HOLLIS required some enhancements to HOLLIS conversion programs. OIS will continue to monitor this process and will notify staff of any further changes.
The migration of the HULINFO and LIBINFO electronic discussion lists from mainframe/Listserv software to Elmer/ListProc software occurred in late March. Despite a few last minute difficulties, both lists are now stable.
There is one outstanding problem that some FAS mail users have encountered when trying to post messages to either list. It appears that From: addressing for FAS mail users is a little arbitrary -- sometimes mail comes out as husc.harvard.edu and sometimes it’s fas.harvard.edu.
HULINFO is a private list -- meaning that only subscribers can post messages. To do this, ListProc compares the address of the incoming message against the HULINFO subscription list. If the addresses do not match exactly, the message is bounced back to the sender. In an environment where FAS mail return addresses can change arbitrarily, posting to HULINFO can be a frustrating experience.
As a short term “bandaid” OIS has temporarily changed HULINFO and LIBINFO from private to public lists (i.e., remove the requirement that only subscribers can post messages). This will eliminate the bouncing message syndrome. HULINFO will continue to be a closed list (i.e., all subscription requests are passed by the List Moderator and only members of the Harvard community are eligible to subscribe. LIBINFO has never been a closed list (i.e., anyone can subscribe) and will continue with the same status.
OIS is pursuing other solutions, and would prefer to return HULINFO and LIBINFO to “private” status as soon as possible. We will keep subscribers posted as our investigations proceed.
So, FAS mail users -- please go ahead and post to these lists as needed. Your messages will go through without difficulty. If you have questions, please contact the HULINFO/LIBINFO moderator, Julie Wetherill, in OIS.
Now that the Spring 1996 semester is over, libraries should review their records in the Library Guide (LG) database and make changes to service hours in the event such hours differ during the summer. Also, libraries that have recently undergone retrospective conversion should review descriptions of their collections available in LG to insure that the information is up-to-date. The HULPR signon for LG is logonid = lgedit and password = holl1s (the I is the number one). Contact Julie Wetherill in OIS if you have questions.
The OIS new web site is open for business! Point your browser to:
OIS welcomes Caren Smith as a new Systems Librarian, replacing Daniel Bednarek, who recently left to become Senior Information Analyst with the Giga Information Group in Kendall Square. Caren is not new to Harvard or OIS; previously she served as Knowledge and Consultation Services Librarian at Countway Library and from 1986-1989, as an OIS Systems Librarian involved with development of the HOLLIS circulation subsystem.
OIS also welcomes Gabrielle Starr as a new Editorial Assistant to the Library Services Group. Gabrielle, along with Peter Shoemaker, assists with the production of HOLLIS and HOLLIS Plus publications and maintenance of the OIS World Wide Web Home Page.
And farewell to Young Sul, UNIX System Administrator, who recently departed OIS for a job opportunity in Boston. Also Natan Leyva, a programmer on the OIS casual payroll for five years, who graduated summa cum laude from Harvard College with the Class of 1996 and plans to study law at Yale University.
Subscribers to HULINFO and/or LIBINFO can now consult an online guide to ListProcessor version 6 (the list management software on which these discussion lists run). The User’s Guide to ListProcessor version 6.0 is available from the OIS home page. Point your browser to:
This Guide describes the general ListProc commands available to subscribers and listowners. It was adapted from the Preliminary User’s Guide for ListProcessor version 6.0 and has been slightly modified to accommodate OIS list maintenance practices. Contact Julie Wetherill at OIS.
HOLLIS training 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 Patti Fucci in OIS (495-3724) for more information or to register for a session.
As of the end of May 1996, OCLC has processed 3,870,332 records since the start of the Recon project in September 1992. It is estimated that a total of 4.1 million records will be processed by the end of the project in December. Nearly all of the faculty library collections have now been converted, with the exception of Countway’s Rare Books. Recently completed monograph projects include: Dumbarton Oaks, Music Library and the Law School. Currently underway are Widener/Houghton, including the Modern Greek titles, and Botany. OCLC has projected the completion of the Widener collection by early October. In addition, several of the smaller, departmental collections are now being converted. These include the Chemistry, Gordon McKay-Blue Hills and Russian Research Center libraries. Others will be done by OCLC over the course of the next several months.
Serials are nearly completed, with the exception of the last of the Widener/Houghton titles, Wolbach and some remaining titles from Harvard-Yenching Western languages and Andover- Harvard.
Non-roman alphabet languages are also in the process of conversion. Conversion of these cards in the catalogs of the Widener Slavic and Middle Eastern Divisions is being done in-house by special project staff who have the language expertise to handle the alphabets. Cards in the Chinese, Japanese and Korean languages, including the vernacular, for the Rubel and Harvard- Yenching libraries will be converted over the next five years, under the terms of a separate Retrospective Conversion Agreement with OCLC. Under discussion with a different vendor is the addition of the vernacular characters to the Law School’s CJK records. It is expected that a final decision regarding this project will be made within the next few weeks.
Contact Karen Carlson Young (Recon Project Manager) at 496-4011 if you have questions.Calendar