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HOLLIS Newsletter

Volume 11, Number 7/8 (July/August 1996)

Subscription Info | OIS Contacts

  • Next HOLLIS Liaisons Meeting (#108)
  • Feature Articles
  • Fall 1996 Public Documentation
  • HOLLIS Public Documents via Acrobat
  • New Site for Harvard Library Home Pages
  • Notes and Reminders
  • JSTOR Version 1.0
  • Invoice file weeding
  • Just a Reminder about Contents Notes...
  • Help! FirstSearch enhancement needs evaluation
  • McGill update
  • A leaner and meaner OW?
  • HOLLIS Distributed Reporting News
  • OIS Current Projects
  • Training Schedule
  • Calendar

    Next HOLLIS Liaisons Meeting (#108)

    September 11, 1996
    Lamont Forum Room

    Agenda to be announced

    | Table of Contents | OIS Contacts |

    Feature Articles

    Fall 1996 Public Documentation
    by Julie Wetherill

    With Fall 1996 just around the corner, it is once again time for library units to check their supplies of HOLLIS and HOLLIS Plus public documentation. What follows is a review of OIS documentation policies and information about new and revised documents that are currently available.

    OIS distribution policies
    In an effort to simplify documentation distribution procedures and to save trees, OIS has ceased central printing and distribution of most HOLLIS and HOLLIS Plus related public information sheets. Instead, OIS provides access to several electron ic versions of each sheet from its Web and FTP sites. Library staff are invited to retrieve these sheets using any of the following approaches:

  • Download the compressed WordPerfect files from the OIS Web site: http://hul.harvard.edu/ois/publications/pubs.html

  • Download the compressed WordPerfect files from the OIS FTP site: ftp://elmer.harvard.edu/ (select pub/, then either HOLLIS Public or HPLUS Public)

  • View and print the Acrobat PDF files from the OIS Web site: http://hul.harvard.edu/ois/publications/pubs.html

  • View and print the abridged versions of these sheets, in HTML format, available from a database’s resource page in HOLLIS Plus: http://hplus.harvard.edu/

  • Request a printed master copy from OIS using the request form on the OIS Web site: http://hul.harvard.edu/ois/hollis_info/docrqust.html or by contacting Patti Fucci in OIS directly (495-3724; p_fucci@harvard.edu).

  • OIS will continue to print and distribute the HOLLIS and HOLLIS Plus Reference Guides (the folded brochures) on a regular basis. Reference Guide distribution During August each year, OIS distributes to libraries new supplies of the folded brochures known as the HOLLIS Reference Guide and the HOLLIS Plus Reference Guide. Distribution of these guides is based on subscription records. These Guides will be distributed to HOLLIS Liaisons in mid-August. The HOLLIS Reference Guide will not be revised this year, so any existing copies with the date January 1996 (and red HOLLIS logo) can still be used. There will be a revised version of the HOLLIS Plus Reference Guide.

    HOLLIS and HOLLIS Plus information sheets OIS offers a large selection of information sheets on specific topics for both HOLLIS and HOLLIS Plus. Complete lists of these are available from the OIS Web site. Point your Web browser to:


    and then select either the HOLLIS or HOLLIS Plus choice. The following information sheets are new or recently revised:

    HOLLIS sheets
    •ATLA Religion Index
    •Search Limits
    •Searching by Keyword HOLLIS Plus sheets
    •ABI/INFORM (FirstSearch)
    •Biological Abstracts (SilverPlatter)
    •Books in Print (FirstSearch)
    •Dissertation Abstracts (Eureka)
    •Index to Foreign Legal Periodicals (Eureka)
    •Hispanic American Periodicals Index (Eureka)
    •Handbook of Latin American Studies (Eureka)
    •History of Science and Technology (Eureka)
    •Newspaper Abstracts
    •Russian Academy of Sciences Bibliographies (Eureka)
    •World Law Index (Eureka)


    These sheets are available as WordPerfect files (for downloading) or as Acrobat PDF files (for viewing and printing). The WordPerfect files are compressed; after downloading, you will need an unzip utility to decompress them. Before making a large number of copies, check that the formatting of these sheets is correct. Different software and hardware configurations can influence the appearance of these wordprocessed files. To view and print the Acrobat PDF file versions, you will need an Adobe Acrobat Reader that is integrated as a helper application with your Web browser. Information about unzip utilities and the Adobe Acrobat Reader is available from the OIS Web site. Consult the HOLLIS Public Documents via Acrobat article in this issue for more information on Acrobat technology.


    For FAS, the academic year begins September 16th. Other Schools start even earlier. OIS urges public services staff to acquire whatever information sheets they need in August and have them copied as soon as possible. Units which use the University’s central copying service, be advised that there could be long delays for copy orders submitted on or after the beginning of September.

    If you have questions about public documentation or OIS distribution policies, please contact Patti Fucci in OIS.

    | Table of Contents | OIS Contacts |

    HOLLIS Public Documents via Acrobat
    by Julie Wetherill

    For the last eight years, WordPerfect has been the “native” file format for HOLLIS and HOLLIS Plus public documentation. Documents were distributed in print, and more recently are available as downloadable WordPerfect files available from the OIS FTP and World Wide Web sites. Distribution of print documents wasted paper and presented logistical problems for OIS. Electronic distribution of FTP files was an improvement from the OIS perspective, but still presents obstacles for library staff (FTP capability, decompression software, and a compatible wordprocessor are all necessary to print the downloaded WordPerfect file at your local printer).

    OIS now offers Acrobat PDF file versions of the HOLLIS and HOLLIS Plus public documents. This new option offers some advantages to OIS and to libraries over either print or FTP distribution. What follows is a description of Acrobat and an explanation of why OIS has chosen to deliver documentation as PDF files.

    What is Acrobat?

    Acrobat is the name for a family of document interchange software products written by Adobe Systems Inc. The underlying file format is the Portable Document Format (PDF). A wordprocessed document that OIS would normally print and distribute can instead be converted into a PDF file, which represents the exact appearance of the printed document. The PDF file can then be viewed and printed by anyone with Acrobat Reader software. Since the PDF is platform-independent, and Reader software is freely available for a variety of platforms (Windows, Macintosh, UNIX), documents can be exchanged freely between users of those platforms.

    Converting existing wordprocessed documents into PDF files is a relatively easy process involving some special software (available at a reasonable price) from Adobe Inc. Graphics, photos, typefaces and page layouts do not lose anything in the translation, preserving the look and feel of the original document. More information about producing PDF files can be found at Adobe’s World Wide Web site (http://www.adobe.com/acrobat/).

    In order to view or print a PDF file, you must install Adobe’s Acrobat Reader software and configure your World Wide Web browser to use it. A version of the Acrobat Reader is available for Windows, Macintosh, and UNIX workstations. Acrobat Reader software can be downloaded for free from Adobe’s World Wide Web site (http://www.adobe.com/acrobat/readstep.html). This site also contains detailed installation notes.

    The Acrobat advantage

    While Acrobat is not a total solution, there are still advantages to offering PDF files as an option. The biggest advantage is the preservation of a document’s page layout, fonts, and graphical elements regardless of the computer platform on which the document is viewed and printed.

    File transfer is not necessary to acquire a PDF file — just installation of the Acrobat Reader. PDF automatically compresses files for more efficient storage and transmission but no special decompression software is necessary to use these files. The biggest disadvantage of Acrobat for some users might be the need to install the Reader in order to view and print PDF files. But the installation procedure for Windows and Macintosh workstations is relatively easy and there are detailed installation notes at the Adobe Web site to assist. There are also system performance issues; i.e., Adobe lists minimum system requirements to support the Acrobat Reader that users will want to consider.

    Using Acrobat files

    The process of acquiring a document via Acrobat works something like this: a staff member interested in acquiring a copy of the information sheet for the Avery Index to Architectural Periodicals connects to the page on the OIS Web site which lists HOLLIS Plus public information sheets. After the user selects the Avery PDF file with a mouse click, his/her Web browser detects the request for a PDF file and starts up the Acrobat Reader. The image below illustrates how the first page of the Avery information sheet would appear to the user.

    The Acrobat Reader allows the user to navigate through the document, zoom in or out, block and copy text, and print all or a portion of the document to an attached printer. The printed document will include all of the original formatting and needs no further editing. The user does not have the option of modifying the original file.


    PDF files will be one additional option for distribution of HOLLIS and HOLLIS Plus public documentation. Libraries may still choose to download the WordPerfect files or request printed master copies from OIS.

    It is likely that Adobe Acrobat will grow in popularity as a method of delivering page images — some library staff have probably already come across U.S. Federal tax forms as PDF files. Increasingly, electronic newsletters and journals are being delivered as PDF files. At some point in the near future, one or more resources available from HOLLIS Plus will probably require an Acrobat Reader to view its data.

    | Table of Contents | OIS Contacts |

    New Site for Harvard Library Home Pages

    by Julie Wetherill

    At least 20 Harvard libraries now have home pages on the World Wide Web. To make it easier to find these sites, the Harvard University Library (HUL) recently sponsored development of a central home page of library home pages. Anyone interested in viewing this site should point their Web browser to:


    This Home Page contains links to individual Harvard library home pages. There are currently 20 separate home page links, arranged alphabetically, by Graduate School, and by subject.

    This site is also available from the VINE (under “Library Resources”; http://www.harvard.edu/home/library) and will eventually be available from HOLLIS Plus.

    The HOLLIS Plus Working Group (a subcommittee of HAAC) has administrative responsibility for this site. Regular maintenance is the responsibility of OIS. Comments about this site, or suggestions for additions, can be sent to Julie Wetherill in OIS.

    Harvard Libraries offering Web Home Pages

    • Harvard University Archives
    • Baker Library
    • Biological Laboratories Library
    • Botany Libraries
    • Cabot Science Library
    • Chemistry Library
    • Francis A. Countway Library of Medicine
    • Divinity School Library
    • Documentation Center on Contemporary Japan, Reischauer Institute
    • Monroe C. Gutman Library
    • Harvard-Yenching Library
    • John F. Kennedy School of Government
    • Law School Library
    • Littauer Library
    • Frances Loeb Library (Graduate School of Design)
    • Harvard University Map Collection
    • Ernst Mayr Library (Museum of Comparative Zoology)
    • Eda Kuhn Loeb Music Library
    • Physics Research Library
    • John G. Wolbach Library (Center for Astrophysics)

    | Table of Contents | OIS Contacts |

    Notes & Reminders

    JSTOR Version 1.0

    A new release (version 1.0) of the interface to the JSTOR (Journal Storage Project) service became available in June. (JSTOR is a HOLLIS Plus resource that provides electronic access to back issues of an increasing number of core journals in economics, history , and other disciplines.)

    This version of JSTOR will include an improved search interface and enhanced system performance, as well as new graphics. Many of these changes are based on helpful feedback received from librarians and researchers at JSTOR sites.

    1.0 Improvements include:
    •improved multifield search form
    •ability to limit searches specifically to articles, book reviews, etc.
    •ability to limit searches to a specific journal or group of journals
    •ability to limit searches specifically to articles, book reviews, etc.
    •ability to modify a search from the search results page
    •search results may be displayed as a weighted list or chronologically
    •programming changes and improved hardware will allow the system to respond more quickly
    • the database for all journals has been re-indexed and automatic stemming has been removed.

    Perhaps the biggest change will be that JSTOR will begin to make use of the frames options now supported in Netscape and NCSA Mosaic. The frames option will allow a static toolbar to always be available at the left of the screen when searching or browsing JSTOR. All JSTOR options will remain available to those who use browsers which do not support frames.

    The JSTOR librarians thank those who have contributed valuable comments which helped them prepare for this update to JSTOR. If you have any questions or comments, please feel free to contact them at the University of Michigan:

    Kristen L. Garlock
    1152 Shapiro Library
    Ann Arbor, MI 48109-1185
    (313) 764-4426

    Sherry Piontek
    209 Hatcher N
    Ann Arbor, MI 48109-1205
    (313) 764-1314

    | Table of Contents | OIS Contacts |

    Invoice file weeding

    At the end of June, 38,263 invoices completed before 7/1/95 were weeded from the HOLLIS Invoice file. This weed was a normal part of End-of-Fiscal-Year processing. No fiche were distributed as part of this process. If you have any questions, contact Linda Marean in OIS.

    | Table of Contents | OIS Contacts |

    Just a Reminder about Contents Notes...

    Those of you who have to add long contents notes to HOLLIS records are aware that each note can be no longer than a single HOLLIS screen. 17 lines of data per note is a good, safe rule-of-thumb — if you need more space than that, use multiple 505 fields. When more than one 505 field is necessary, only the first 505 field tells whether the contents are complete, incomplete, or partial. This indicator refers to all the contents notes taken together, for example, if in 3 contents notes you have supplied the complete contents of the item, use the value ‘0’ in the first 505 field first indicator. For second and subsequent 505 fields, use first indicator value ‘8’ (No display constant generated), e.g.:
    505/1:00: ‡g vol. 1. ‡t The history of Anne Arundel County — ... [intermediate volumes omitted from example] ‡g vol. 23. ‡t The history of Prince Georges County —

    505/2:80: ‡g vol. 24. ‡t The history of Washington County — ‡g vol. 25. ‡t State manifest and birth record (1764-1977).

    Please contact Robin Wendler in OIS if you have any questions.

    | Table of Contents | OIS Contacts |

    New FirstSearch enhancement needs evaluation

    OIS needs your assistance in evaluating a FirstSearch enhancement recently completed by OCLC.

    Back in the Fall of 1994, OIS arranged for several focus groups to evaluate the FirstSearch user interface. One result of these meetings was a list of the what Harvard librarians liked and disliked about this interface. OIS forwarded this to OCLC.

    Recently, Jennifer Faure from OCLC Reference Division got back to us with an enhancement that she thinks satisfies one of the criticisms from our original evaluation.

    The enhancement involves the FirstSearch Print command. One of our criticisms was that the FirstSearch Print command did not actually print records directly to a local printer. OCLC has made modifications to make this possible.

    Before describing the modified Print function, note the following caveat. The success of this process depends on the ability of your telnet client to accept “direct print” requests.

    OCLC already knows that the telnet clients usually found on Windows 95 and Windows NT workstations are not capable of handling “direct print” requests. We have also discovered that Microsoft-based telnet clients on Windows 3.x workstations usually will not accept “direct print” requests. For example, I use the Windows/PCTCP telnet client and the modified Print command does not print records directly to my printer. Lastly, Macintosh workstations using NCSA telnet do not work; specifically, invoking the improved Print function causes the FirstSearch session to freeze.

    Theoretically, non-Microsoft telnet clients and many non-Windows telnet clients should be able to handle this process. According to OCLC, this process either works smoothly without additional software configuration on your part, or it does not work at all.

    With all that said, here is how the improved Print function works:

    After you retrieve a set of results in a FirstSearch database enter:
    p vt [record number or range of records]: example:
    p vt 1-8

    or enter:

    p full vt [record number or range of records]: example:  
    p full vt 1-8

    The “vt” parameter initiates a direct print request, sending all records directly to your local printer. The records will scroll across the screen with no forward prompts between records.

    Please try this process out on your local workstations that have printers. Of course, if all of your workstations use flavors of telnet that have already been identified as incompatible with this function, then no need to attempt evaluation.

    OCLC is interested in feedback on this enhancement. Please send any comments or questions to Julie Wetherill in OIS. Thanks for your assistance.

    | Table of Contents | OIS Contacts |

    McGill update

    There is little new to report in terms of new releases of the McGill TCP3270 client used to access the HOLLIS mainframe systems. For the Windows platform, OIS continues to endorse versions 2.5 or 2.6 of McGill. Later releases are available but field tests have revealed significant problems.

    McGill now has a Macintosh verson of McGill. OIS has acquired a copy for testing, but results are not promising. Field testers have identified significant problems with the latest release (3.12). Feedback regarding these problems will be forwarded to McGill Systems Inc.

    Contact a member of the OIS Network and Desktop Systems Group (Lesly Corrielus or John Maher) if you have further questions.

    | Table of Contents | OIS Contacts |

    A leaner and meaner OW?

    In July, the OW database (Old Widener Collection) plummeted to an all new low of 85,000 records.

    Theoretically, OW could shrink down to nothing when Recon ends in December 1996 (that is right, six months from now).

    Practically, however, a large percentage of what is left in OW probably represents records that will never match data coming out of the Recon process, for one reason or another. A small clean-up operation may be necessary at the very end to finally dispatch OW to the great online catalog in the sky.

    | Table of Contents | OIS Contacts |

    HOLLIS Distributed Reporting News
    by Martha Creedon

    Fiscal Year Change-Over

    This is a summary of the database changes which relate to the fiscal year rollover.

    1.In the Item Record, Charges YTD now pertains to the current fiscal year.

    2.In Payment Data, records for FY95 have not yet been removed from the database. The payment data table should only have the current fiscal year and all of the previous fiscal year. We are in the process of scheduling this rollover and will keep users posted through the hdr-users mailing list.

    Technical Tips


    A good example of when and how to be aware of NULLs is seen when searching the Payment Data table for unapproved invoices. The Invoice Record Status field contains one of two possible values, X or NULL. X indicates an approved invoice. If you want to search for unapproved invoices, you need to search for Invoice Record Status


    Searching for Invoice Record Status not equal to X will NOT work because the NULL value is a value that does not exist and therefore can be found only if you specify IS NULL in your query.


    At times, cutting and pasting rows of results is preferred over saving results in a file. To do this, simply highlight the results you want and pull down Edit...Copy to copy the selection into the clipboard. Then, Paste the selected results into the application where you want to use them. Note that the results will be formatted using the current setting of Results...Results Options. If these options are not what you want (for example, they are set up for creating comma-delimited output), choose Results...Results Options and re-configure the options.

    Results can be Cut and Pasted into qualification on a query, as long as the list of values does not exceed approximately 1,500 rows. For example:

    1. Select rows of the HOLLIS Number column. Check Results...Results Options to remove field separators or other special characters.

    2. Edit...Copy, or press CNTL+C to copy the values into the clipboard.

    3. Position the cursor in a qualification box for HOLLIS Number and use Edit...Paste, or CNTL+V to paste the list into the qualification box..

    Questions, comments or ideas for future technical tips? Call or email Martha Creedon, or send email to the mailing list hdr-users@elmer.harvard.edu.

    | Table of Contents | OIS Contacts |

    OIS Current Projects

    Project Contact Target date Major milestones
    HOLLIS II Checklist T. Robinson Ongoing --
    Morse Music Barcoding M. Creedon Summer '97  
    Straus Conservation to HOLLIS R. Wendler 6/97  
    CICS Update

    L. Marean

    New RV LiIbraries M.Creedon
    Summer '97 Divinity and Fine Arts scheduled
    HOLLIS Plus New Resources L.Ievins
    M. Smith
    J. Wetherill
      Academic Press journals, Patrologia Latina and new AIP journals in beta this week; Inspec via WebZ in alpha.
    HOLLIS Plus Old Resources L.Ievins
    M. Smith
    J. Wetherill
    5/1/96 Moved LiOn and PCI off trial; changed WNC to IP-based access.
    HOLLIS Plus Infrastructure L.Ievins
    M. Smith
    J. Wetherill
      Migration to chiasma complete; rewriting maint scripts in perl; standardizing IP list for Harvard; building 'database of databases.'
    Finding Aids M.Smith 12/96 Enhancing EAD guidelines. Doing SGML markup of finding aids. Designing interim networked database.

    | Table of Contents | OIS Contacts |

    HOLLIS Training Schedule

    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.
    Sept 10/Oct 7 Session #1: Introduction to HOLLIS. Includes basic system structure, functions and record types, basic searching, and an introduction to machine-readable cataloging (MARC) formats.
    Sept 12/Oct 8 Session #2: In-Depth Searching. Includes detailed searching techniques and review of index structure.
    Sept 16/Oct 10 Session #3: Bibliographic Record Creation and Maintenance. Discussion of bibliographic record creation and maintenance in HOLLIS, sources of bibliographic data (including the LC books file).
    Sept 17/Oct 15 Session #4: Serial Holdings Record Creation and Mainenance. Detailed review of serial holdings record format, rules and standards for coding holdings data.
    Sept 19/Oct 17 Session #5: Order/Pay/Receipt Records. Review of O/P/R records order creation, conventions for recording receipt of materials, production of claim memoranda.
    Sept 23/Nov 21 Session #6: Fund Accounting in HOLLIS. Includes invoice creation, recording of payment, accounting unit record display and maintenance.
    Oct 22/Dec 17 Session #9: Introduction to the HOLLIS Online Public Catalog. A review of basic system structure, searching, record displays, and online help.
    Sept 26/Oct 24 Session #10: Introduction to HOLLIS Distributed Reporting. Includes system overview, constructing basic queries, sort/saving results, and printed reports.
    Oct 1/Nov 4 Session #11: Introduction to McGill TCP3270 for Windows (vers 2.5). Connecting/disconnecting, fonts/toolbar/colors, using the regular and ALA keyboard maps, simple HULPR editing, saving sessions, and multiple sessions.
    Oct 3/Nov 7 Session #12: Advanced McGill TCP3270 for Windows (vers 2.5). Redefining the toolbar, ALA keyboard advanced topics, creating macros and assigning them to keyboard, toolbar, and poppad, advanced editing techniques.

    | Table of Contents | OIS Contacts |


    Sept 6 ABCD Main Meeting 12 noon Aiken 241 Topic to be announced
    Sept 10 ABCD-Library Location, time, and agenda to be announced.
    Sept 11 HOLLIS Liaisons Meeting 9:30-11:00 am Lamont Forum Room
    Topic to be announced
    Sept 18

    Acquisitions Roundtable Location and time to be announced
    Topic: A planning meeting.
    All interested library staff are invited to come and identify meeting topics for the upcoming academic year.
    Contact Co-Chairs Bob Sennett or Graham Christian for more information.

    Sept 18 Technical Services Roundtable
    12 noon Location to be announced
    Topic: A planning meeting.
    All interested library staff are invited to come and identify meeting topics for the upcoming academic year.
    Contact Beata Panagopoulos for more information.

    | Table of Contents | OIS Contacts |
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