November 13, 1996
***Note change in time***
Agenda to be announced
"Just Short of a Miracle" - Harvard's Intra-Library Loan Pilot Project
Sue noted that the ILL Pilot came into being only with much hard work on the part of many individuals from a large cross-section of the Harvard library community. Among those singled out for special thanks were Lee Anne George (HCL Librarian for Information and Document Delivery Services) and Curtis Kendrick (Assistant Director in the University Library for the Harvard Depository).
Plans for the Project began in 1995. According to Curtis, the ULC Public Services Committee identified intra-library loan as an area of prime concern in providing new services to patrons. A working group was convened in October 1995. Their recommendations for this ILL service were endorsed by the Public Services Committee and the ULC, and planning began in June 1996.
The working group originally included a proposal for delivering photocopy services, but upon the recommendation of the ULC, this portion of the project was postponed. But photocopy delivery in some form could be a future enhancement. He speculated that the ILL service together with changes in information delivery technologies may eventually further the harmonization of library access policies across the university.
To manage the planning and development of this ILL service, six task groups were formed. Task Groups and their chair persons are:
AVISO: Lee Anne George
How the process will work
Figure 1 illustrates an HU record with a get any request on the command line.
Note that the get command used to request Harvard Depository (HD) materials is still available from an item’s circulation display. HD materials can be requested via intra-library loan, but there will be a longer turn-around time for delivery (5 days instead of next day).
HOLLIS responds with the Request Verification Screen (Figure 2). This screen displays information about the requested item and indicates that loan periods and fines are those of the supplying library. It prompts the patron to choose a library for delivery and to type a Harvard ID number and last name. There is an option to cancel the request if the patron does not want to proceed.
Currently, all holders of valid Harvard IDs from the Human Resources (HR) Office will be allowed to make intra-library loan requests through HOLLIS. Also included are degree candidates from the Extension School and Research Assistants with proxy borrowing privileges (that is, RAs with a special borrower subrecord attached to a faculty HR patron record).
If HOLLIS verifies that the patron is authorized to make an ILL request, the system’s response will be a Destination Choice screen (Figure 3). All nineteen participating libraries are listed with their corresponding codes. The patron will enter the code for the preferred delivery destination.
After a destination is chosen, HOLLIS responds with a Request Completion screen (Figure 4) that confirms the choice and prompts the patron for an e-mail address and any other information that may help with fulfillment of the request. There is also a reminder about the 5-day turn-around and that the requested item will have been checked out to the patron by the time it is delivered.
After the ILL request is sent, HOLLIS provides the patron with a tracking number (the item’s HOLLIS number) and a reminder of the library that is mediating this request (Figure 5).
The patron’s “home library” tracks and mediates ILL requests. The system determines home library based on faculty information in the HOLLIS patron file. For example, since the patron in the example is affiliated with the Graduate School of Design, he is directed to contact Loeb Design Library with any questions about this request. For users in FAS (including Harvard College) and Central Administration, Widener will serve as home library.
Mary Clare Altenhofen questioned whether HOLLIS would prevent patrons from requesting non-circulating materials. Caren Smith responded that information about circulation status is stored in the HOLLIS item record. This ILL request process is specifically designed to work off the bibliographic record, so status information from the item record is not available. Requests that cannot be fulfilled will be mediated by the patron’s home library.
The HUL Messenger Service will provide delivery of requested materials. Each library will have a single designated pickup/delivery spot for staff use. Special book wrappers to identify materials which have been checked out via ILL are currently being designed by the procedures task group.
The procedures task group is also developing a manual to document the operating procedures for this service. Training for library staff has been scheduled for early October.
The original plans for this process recommended the use of ILL management software called AVISO. Libraries would use AVISO to process incoming requests and produce detailed statistics that would help libraries evaluate the service later in the pilot. [Tests of the ILL process during September revealed significant problems with AVISO. In early October, the Steering Committee decided to implement the ILL pilot project without AVISO.— Ed.]
Tracey Robinson inquired about statistics gathering during the pilot. Sue responded that statistics will be the responsibility of the home libraries. [Since statistics gathering was an AVISO strength, and will be an important part of evaluating the pilot, project participants are now investigating alternative methods of statistics collection. —Ed.]
If you have questions about this pilot, contact Lee Anne George (Widener).
The Future of HOLLIS Enhancements
In addition to major development projects, OIS has continued to work on enhancements to HOLLIS based on priorities established by HOLLIS liaisons, although (as was planned) at a decreased rate in the last few years.
During the past year, OIS completed very few prioritized HOLLIS enhancements. This is due to several factors:
Approved developments (new and ongoing):
This new policy will be presented and discussed at the following meetings:
Notes from the May Meeting
Homepage updates Several new homepages sponsored by the Harvard University Library were announced, including:
Continued progress on the demise of OW
OIS plans to remove OW from the Database Selection screen in HOLLIS and from HOLLIS Plus as soon as the last recon records have been added to HU. The database will continue to be accessible in HULPR staff mode during a cleanup period so staff can migrate or merge the remaining records into the HU database or delete them, as necessary. When most of the cleanup is done, remaining records will be printed for review, and the database will be completely removed from HOLLIS and HULPR.
Because the call number index is shared between HU and OW, it may be possible for public catalog users searching the Widener Call Number index to retrieve and display OW records during the time between the end of recon and the final removal of the OW database. This is not likely to be a problem, but reference librarians need to be aware that OW records may continue to be accessible in the CW search.
Please direct any comments, questions, or concerns to Robin Wendler in OIS.
New online circulation libraries
HOLLIS documentation updates
Provisional records (ENCL=’a’, ‘2’, or ‘5’) are excluded, as are Archives/Mixed Material records (HOLLIS format=’U’) and Information records (HOLLIS format=’I’)
LOCs for non-Harvard libraries are dropped. This includes CRL and the BTI libraries. LOCs with catstat of ‘x’, ‘d’, or ‘q’ will be dropped.
Deleted records and records with no eligible LOC fields will be output with the record status ‘d’ — deleted.
Remaining records will be converted to USMARC format in a structure based on the one in HOLLIS, that is, one bibliographic record and one or more holdings records — one per LOC. Each holdings record will include an 852 field with an NUC code (based on the LOC subfield $i) plus the call number and public notes from the LOC, as well as public information from any existing HOLLIS holdings record — including volume/issue holdings statements. The record will be updated in RLIN whenever the bibliographic record, LOC, or HOLLIS holdings are changed.
RLG will load the records under the RLIN library identifier ‘MAHG’. See Figures 6 and 7 for sample HU data in RLIN.
MAHG will not be enabled for ILL, and online screens in RLIN will explain which of Harvard’s individual libraries participate in the RLIN ILL or SHARES programs and how to contact them.
If you have questions about the HU to RLIN load, contact Robin Wendler in OIS.
OIS staffing update
Also, John Maher (Network Specialist) now works part time while he returns to school. OIS will be hiring another full-time network technician to assist John and Lesly Corrielus.
[Since the September meeting, there have been two other OIS staff changes of note. Kathy Klemperer, previously Assistant Director for Systems Development, has transferred to the HUL Preservation Center to work on the digital preservation program. Kathy will participate in an effort to develop models for the implementation of digitization projects and will be responsible for the completion of several projects that are already underway. Alex Aminoff joined OIS in mid-October as a Unix System Administrator. Alex’s previous position was with the Computing Services Group at William James Hall. — Ed.]
OIS appreciates everyone’s patience during this period of staff changes. If you have questions, contact Tracey Robinson in OIS.
HOLLIS II update
Circulation, Reserves and Inventory Control - Barbara Mitchell
John Collins asked if there was any likelihood of Harvard choosing more than one vendor for HOLLIS II (i.e. different vendors for different functions or subsystems). Tracey answered that it is unlikely that the process will result in the selection of multiple vendors.
HOLLIS Plus recent enhancements
Foreign Broadcast Information Service. Also pending resolution of final contract issues, translations and transcripts of foreign broadcast material will be available via HOLLIS Plus. The data itself is loaded at NTIS. [This resource, now known as World News Connection, became available in late September. — Ed.]
Online physics journals. Michael Leach and the physics and science libraries are working on acquiring several new online physics journals. There are registration and access control issues to resolve.
Environmental Periodicals Bibliography. MIT is hosting the Environmental Periodicals Bibliography data; OIS will provide a web-based user interface to the data and make it available via HOLLIS Plus. [After the September meeting, the arrangement with MIT broke down. Harvard is currently investigating alternatives. — Ed.]
Warning about First Search databases
WebZ: Web-based interface to HOLLIS Plus database OIS is using OCLC’s WebZ software, which provides a gateway between the World Wide Web and Z39.50-compliant databases, to develop a web interface to some HOLLIS Plus databases. This is the first step in what is certain to be an evolving interface environment.
At first, the WebZ interface will be offered in addition to the telnet connection used now, but as we gain experience and improve the interface, OIS would expect telnet connections from HOLLIS Plus — which require every user’s workstation to be accurately configured for telnet — to be phased out. Eventually, many databases from a variety of sources and servers will be accessible via a single standardized interface, using common search and display screens and commands.
During the past month, SSHUSH (Standing Subcommittee of HAAC on Users Services in HOLLIS) has been reviewing and commenting on various draft interfaces, and OIS has been learning about the capabilities and limitations of Z39.50 and WebZ. For the initial implementation, OIS will install this interface in front of a Z39.50 compliant database available from HOLLIS Plus, such as INSPEC. Ultimately, other HOLLIS Plus databases could use this interface once the design is satisfactory.
Development continues and initial implementation is tentatively expected later this fall. Contact As development proceeds, OIS will provide more information via this newsletter and HULINFO. Contact MacKenzie Smith in OIS if you have questions.
OIS is making final preparations to decommission the gopher version of HOLLIS Plus by the end of calendar year 1996. A number of factors have contributed to this decision, including very low usage and 50% fewer resources than the web version.
OIS has notified library public services departments about these plans. Later this fall, a warning message will appear to the few remote users who still connect to the gopher version. If you have questions about the removal of the HOLLIS Plus gopher, co ntact MacKenzie Smith in OIS.
Nine potential vendors for Harvard’s next generation library system will be visiting Cambridge over the next four months to demonstrate their products and services. In addition to meetings with HOLLIS II committees, each vendor will demonstrate its prod uct in an open meeting to which all interested library staff are invited.
All meetings will be held from 3-5 pm in the Boylston Hall Auditorium:
This schedule also appears on the HOLLIS II web site (http://hul.harvard.edu/hollis2/admin/vndrmeet.html). Any changes to this schedule will be posted on HULINFO and on the web site. Contact Julie Wetherill in OIS if you have questions.
Field 263 in the Library Guide (LG) database is designed to contain the URL (the electronic address) for a library’s World Wide Web home page. (A description of field 263 appeared in the September 1996 issue, “WWW Addresses in the Library Guide.”)
Staff planning to add their library’s URL should be aware of a limitation to HOLLIS character handling that can impact storage and display of electronic addresses. Sometimes, these URLs include a spacing tilde (“~”; also called a “twiddle”) or a spacing underscore (“_”; also called an “underbar”).
HOLLIS (and many other online library systems) do not currently support the spacing tilde and spacing underscore. True spacing tildes and underbars must be used in URLs or these connections will fail.
A workaround for this problem was published in the July 1995 HOLLIS Newsletter and is summarized below.
Staff should use the hexadecimal values “7E” for spacing tilde and “5F” for spacing underbar, preceded by a percent sign (%), to express these characters when inputting URLs in LG records. That is,
Ugly -- yes, but World Wide Web browsing software (Mosaic, Netscape, Lynx, etc.) allows for this substitution. And, the future functionality of these URLs is preserved.
Contact Robin Wendler in OIS if you have questions.
HULPR security Recently a student called to ask that a HULPR Logonid be reset in such a way that they could logon and change the password. In this particular instance, the student was a legitimate user. However, this occurrence has pointed out some potential problems:
1) If an illegitimate user asked for and received such a change, they would then have unauthorized access to HULPR.
2) Many Circulation desks have legitimate student users, but many also have Logonids which are shared among Circulation staff. In such a case, a password change by one student would render the Logonid unuseable by other Circulation desk staff until the ne w password was distributed to those who needed it. For just these reasons, many of these shared Logonids are always ‘signed on’ by the supervisor, not the student user.
In pre-ACF2 security a password change required a form signed by the HOLLIS Liaison. Although a paper form is no longer used, OIS believes that these requests should properly come from the HOLLIS Liaison or the supervisor. In most instances, this has been the case. To ensure that we do not inadvertently create a security problem, OIS will henceforth only reset Logonid’s when we know the person who is calling. If we are called by someone unfamiliar to us, we may ask to speak to the supervisor or HOLLIS Lia ison for confirmation. If this causes a problem for anyone, we apologize in advance, but we hope it will be less of a problem than an unuseable Logonid or unauthorized HULPR access.
HULPR During the Holidays
HULPR will be available on its regular schedule at all other times. Note that the HOLLIS system is available 24 hours a day / 7 days a week and does not have scheduled holiday downtimes. Contact Linda Marean in OIS if you have questions.