September 11, 1996
Every year OIS produces an analysis of the use of the HOLLIS public catalog, giving counts for various kinds of activity. This is a rather complex document, requiring detailed knowledge of the system to interpret correctly. Instead of circulating the full report OIS has compiled the following summary of a few of the more interesting statistics:
• There were 7.7
million searches performed last year. Of those searches:
• Nineteen million bibliographic records were displayed. Circulation status for these titles was requested 1.4 million times, and detailed holdings information 400 thousand times. For the citation databases in HOLLIS, local holdings information was requested 370 thousand times.
• Users requested help from the system 80 thousand times, and were given “automatic” help (e.g., when a patron got more hits on a search than HOLLIS will display) 210 thousand times.
• Users downloaded (via e-mail) 83 thousand sets of bibliographic records, with an average of 7.5 titles per set. • Fourteen hundred “comments” were sent to the library through HOLLIS.
• Twenty-two thousand books were requested from HD though HOLLIS (a feature only implemented in February, 1996).
• HOLLIS databases were used as follows (count of sessions initiated):
If you are interested in obtaining the full report, please contact OIS.
The early part of September is traditionally the time when new enhancements to HOLLIS become available. This fall, the small number of enhancements to HOLLIS reflect the increasing attention being paid to development of our next generation library system, dubbed “HOLLIS II.” Enhancements to the HOLLIS Plus service are also included in this report.
Two new circulation units: Fine Arts Library and Littauer Library.
(American Bibliography of Slavic and East European Studies) (Late 1980s-
Archives and manuscripts category (subject menu)
A new tag, 263, is now available in the Library Guide database for a library’s WWW home page URL. The first indicator of the 263 determines whether or not the field will display in the public catalog. For example, the library’s main web page would display in the catalog, but a technical services resource page probably would not. A subfield $c can be used to tell which particular library department the web page belongs to, if applicable. The 263 field appears on both the short and long displays in the public catalog with the label “WWW HOME PAGE:” following the PHONE and E-MAIL labels and preceding the HOURS label.
263 — WORLD-WIDE WEB HOME PAGE (R)
Contains the URL for the library’s home page.
Home Page URL (NR)
example: 263:_ _: $a http://www.law.harvard.edu/library/
This field is available for use now. Add a 263 to your library’s LG record and see how it looks! Contact Robin Wendler in OIS if you have questions.
With the 1996 fall semester about to begin, this is a reminder for libraries to update their Library Guide (LG) records with any new information about their hours of operation or services. Also, libraries involved with retrospective conversion should review the LG descriptions of the portion of their collection “in HOLLIS” and“not in HOLLIS” in case this information has changed.
If you need more information about editing LG records, contact Julie Wetherill in OIS.
Contrary to what you’ll read in the HOLLIS Distributed Reporting (HDR) help file, the Circulation History file contains more than just the current fiscal year. The circulation table currently carries completed circulation history from FY95, FY96 and the current fiscal year, FY97.
It also carries all incomplete circulation history (i.e., item charged but never discharged) since the beginning of HOLLIS circulation.
OIS is planning to put one complete FY of circulation history in its own table, leaving the rest in the “current” circulation table, but this has not yet been done and will not be done until October at the earliest.
Any questions, please contact Martha Creedon in OIS. In the meantime be sure to qualify your queries by charge date to select the correct date range for all circulation history queries.
HOLLIS and HOLLIS Plus Reference Guides have been distributed. The HOLLIS reference guides were distributed in early August. All libraries should have received copies in quantities based on subscription information. The HOLLIS Plus Reference Guide was distributed during the last week of August and should be received by all units during the week of September 2nd.
Public information sheets describing individual databases and features are no longer centrally distributed by OIS, but are available for viewing, downloading and printing from the OIS Web Site. For a list of available documents, point your browser to:
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 (such as the one which comes with Windows) to decompress them. Before printing them, please check to make sure that the formatting is still correct.
Acrobat PDF files must be viewed or printed via the Adobe Acrobat Reader (available from the OIS Web site). To learn more about Adobe Acrobat, please consult the article, “HOLLIS Public Documents via Acrobat” on page 2 of the July/August issue or find the article in that issue on the web at:
If you have questions concerning distribution, please contact Julie Wetherill at OIS.
The Grossman Library for University Extension has joined the HOLLIS family! Their new HOLLIS LOC code, "gro", displays as "GROSSMAN:" in the public catalog. Located on the third floor of Sever Hall, the Grossman Library holds approximately 6,000 mostly English-language monographs, most of which are also held by other Harvard libraries. Grossman’s holdings will be added to HOLLIS over the coming months. More information about the library can be found by searching FIND LI GRO in the LG database.
This column features brief descriptions of recent changes to HOLLIS and HOLLIS Plus.
1. Several fields requested by users were added to the Bibliographic and Location tables for distributed reporting.
2. Item reporting was improved by eliminating a bug which excluded certain items from the reporting files. Items improperly excluded were those with non-blank HD/Preservation reporting fields and recall or hold data. This group includes many items retrieved from HD by the GET command.
3. The patron file purge program was modified to prevent it from deleting expired patron group subrecords containing addresses needed by another subrecord. The patron file was then weeded to eliminate many obsolete data.
4. Cataloging and public display for the Grossman Library was enabled.
5. Field 263 for a library’s home page URL was defined for the LG database. (See article in this issue.)
6. A bug was fixed in the public circulation display which referred the user to the holdings display in cases when a holdings record existed but is not displayable in the catalog.
7. A bug preventing the display of certain public notes in holdings records (field 852 subfield z) was eliminated.
8. A bug in processing incoming OCLC records with multiple 049s was fixed so that a LOC not generating a subfield c following a LOC with subfield c will now be formatted correctly instead of inheriting the previous subfield c.
In addition to the changes listed above, fifteen 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. If you would like more details about any of these changes, contact Charles Husbands in OIS.
1. Added a new “Trial Resources” choice from the main menu, for resources being considered for addition to HOLLIS Plus.
2. Resources listed as Trials in August include:
Britannica Online (trial resource) (Web only)
3. Added the following new resources:
(American Bibliography of Slavic and East European Studies) (Late 1980s-)
4. On the Main Menu, combined “Harvard Home Page” and “VINE” into one choice called VINE (Harvard Campus Information) -- reflecting the merge of these two services.
5. On the Main Menu, added a link to the Harvard Library Home Pages web site.
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.