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HOLLIS Newsletter

Volume 11, Number 9 (September 1996)


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TABLE OF CONTENTS

  • Next HOLLIS Liaisons Meeting (#107)
  • Feature Articles
  • HOLLIS Catalog Use
  • Fall 1996 releases of HOLLIS and HOLLIS Plus
  • WWW Addresses in the Library Guide
  • Notes and Reminders
  • Library Guide reminder
  • Circulation history coverage
  • Public documentation redux
  • Extension School Library added to HOLLIS
  • HOLLIS & HOLLIS Plus Enhancements
  • OIS Current Projects
  • Training Schedule
  • Calendar


    Next HOLLIS Liaisons Meeting (#107)

    September 11, 1996
    9:30-11:00am
    Lamont Forum Room

    Agenda

    1. Announcements: Julie Wetherill
    2. World Wide Web interface to a FirstSearch database: Kathy Klemperer
    3. Intra-Library Loan Pilot Project: Caren Smith (OIS) and members of the Pilot Project's Steering Committee

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    Feature Articles

    HOLLIS Catalog Use
    by Dale Flecker

    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:
    33% were author searches
    34% were title searches
    18% were subject searches
    13% were keyword searches
    The remaining 2% of the searches were call numbers, ISBN searches, etc. A full twenty-five per cent of all searches found no match (one suspects a lot of spelling and keying errors...). Only 1.7% of the searches were “qualified” (by language, date, format, library, etc.).

    • 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.

    | Table of Contents | OIS Contacts |

    Fall 1996 releases of HOLLIS and HOLLIS Plus
    by Julie Wetherill

    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.

    HOLLIS

    Two new circulation units: Fine Arts Library and Littauer Library.

    HOLLIS Plus

    New resources

    ABSEES (American Bibliography of Slavic and East European Studies) (Late 1980s- )
    Encyclopedia Britannica Online (trial resource) (Web only)
    Harvard Library Home Pages (Web only)
    Journal of Biological Chemistry (trial resource) (Web only)
    Merriam-Webster’s Collegiate Dictionary, Tenth Edition (trial resource) (Web only)
    Molecular Vision (Web only)
    New England Archivists (Web only)
    Periodicals Contents Index (trial resource) (Web only)
    Project Muse (trial resource) (Web only)

    Other changes

    New Archives and manuscripts category (subject menu)
    New Trial resources currently under consideration category (main menu) 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
    On the Main Menu, added the choice Harvard Library Home Pages.

    | Table of Contents | OIS Contacts |

    WWW Addresses in the Library Guide
    by Robin Wendler

    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.

    First indicator:

    _ Display
    0 Do not display

    Second indicator:

    _ Undefined

    Subfields:

    a Library Home Page URL (NR)
    c Department, if not applicable to entire library (NR)

    For example: 263:_ _: $a http://www.law.harvard.edu/library/
    263:1 _: $a http://hugse1.harvard.edu/~library/technical.htm $c Technical Services

    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.

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    Notes & Reminders

    Library Guide reminder

    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.

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    Circulation history coverage

    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.

    | Table of Contents | OIS Contacts |

    Public documentation redux

    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:

    http://hul.harvard.edu/ois/ publications/pubs.html

    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:

    http://hul.harvard.edu/ois/nls/hnls.html.

    If you have questions concerning distribution, please contact Julie Wetherill at OIS.

    | Table of Contents | OIS Contacts |

    Extension School Library Added to HOLLIS

    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.

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    HOLLIS & HOLLIS Plus Enhancements

    This column features brief descriptions of recent changes to HOLLIS and HOLLIS Plus.

    HOLLIS

    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.

    HOLLIS Plus

    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:

    • Encyclopedia Britannica Online (trial resource) (Web only)
    • Journal of Biological Chemistry (trial resource) (Web only)
    • Merriam-Webster’s Collegiate Dictionary, Tenth Edition (trial resource) (Web only)
    • Periodicals Contents Index (trial resource) (Web only)
    • Project Muse (trial resource) (Web only)

    3. Added the following new resources:

    • ABSEES (American Bibliography of Slavic and East European Studies) (Late 1980s-)
    • Harvard Library Home Pages (Web only)
    • Molecular Vision (Web only)
    • New England Archivists (Web only)

    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.

    | 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

    C.Husbands
    L. Marean

    Ongoing  
    New RV LiIbraries M.Creedon
    C.Husbands
    L.Marean
    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.

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    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 Session #6: Fund Accounting in HOLLIS. Includes invoice creation, recording of payment, accounting unit record display and maintenance.
    Oct. 22 Session #9: Introduction to the HOLLIS Online Public Catalog. A review of basic system structure, searching, record displays, and online help.
    Sept. 26 / Oct. 2 4 Session #10: Introduction to HOLLIS Distributed Reporting. Includes system overview, constructing basic queries, sort/saving results, and printed reports.
    Oct. 1 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.

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    Calendar

     
    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.

     

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