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HOLLIS Newsletter

Volume 11, Number 11 (November 1996)

Subscription Info | OIS Contacts

  • Next HOLLIS Liaisons Meeting (#110)
  • Feature Articles
  • The Oxford English Dictionary at Harvard
  • (W)ebsconet Now Available
  • HOLLIS Distributed Reporting Tips and Techniques
  • HOLLIS II Updates
  • Notes and Reminders
  • Holiday OIS Hours
  • Recycling computers and terminals
  • HULPR password expiration & macros
  • "Document contains no data"
  • HOLLIS & HOLLIS Plus Enhancements
  • HOLLIS Training Schedule
  • Calendar

    Next HOLLIS Liaisons Meeting (#110)

    November 13, 1996
    2:00-3:00 p.m.
    Lamont Forum Room


    1. Announcements: Julie Wetherill
    2. Recon Update: Karen Carlson Young
    3. The Future of HOLLIS Enhancements: Robin Wendler
    4. Format Integration Indexing Extravaganza: Robin Wendler

    | Table Of Contents | OIS Contacts |

    The Oxford English Dictionary at Harvard

    The Oxford English Dictionary, second edition (commonly known as OED2), defines 616,500 words and includes over 2,400,000 quotations in giving an account of the history, meaning, and use of words in English from the middle of the 12th century up to the 20th century. Harvard now hosts the online version of the OED2, which is virtually identical in content to the 20-volume 1989 second edition (in print). The OED2 is scheduled to become available via HOLLIS Plus in early November.

    The full text of the OED2 is housed here at Harvard, on a UNIX server belonging to OIS. It is indexed by a search engine called OpenText (formerly known as PAT) that specializes in the processing of textual data encoded in the Standard Generalized Markup Language (SGML)--like the OED2. In front of the OpenText search engine is a World Wide Web server, with a special gateway to the OED2 written by the University of Michigan and licensed by Harvard. (This same technology could be used for other SGML-encoded full text collections, and OIS is discussing possible future projects to load Chadwyck Healey databases such as the Patrologia Latina.)

    While it is possible to customize the OED2 web interface somewhat, OIS will not be making changes to it at this time. At the end of fall semester OIS will be asking various user communities, including library staff, for feedback on this interface and for possible enhancements to it.

    OED2 access
    Access to the OED2 is restricted by network IP address and is currently set to accept anyone from the harvard.edu domain or any of the known Harvard subnets outside of harvard.edu. This means, however, that you cannot access the OED2 from off-campus unless you first logon to a Harvard central machine (like the HUSC machines at the FAS Science Center, for example) and then connect to HOLLIS Plus from there.

    Figure 1: OED2 main menu

    Figure 1: OED2 main menu

    Further, because the OED2 has a web-based user interface, it will not be visible from IBM terminals in libraries or from PCs or Macs which use telnet to connect to the HOLLIS Plus common client. This is because the common client is a Gopher client, and the Gopher HOLLIS Plus can not access web resources. There is a plan to replace the Gopher common client with a web common client in December, at which time library terminals and telneting PCs and Macs will have access to the OED2.

    Using the OED2
    From the OED2, it is possible to retrieve either entire dictionary entries (including quotations) or to search within and retrieve quotations. Single word searches (“Basic Searches”) and more complex boolean and proximity searches are available (see Figure 1). Basic searches include single word lookups, a browse capability for word stem searching, search on etymology, and more (see Figure 2). Online information about using the OED2 is available from the site.

    Figure 2: OED2 basic searches menu

    Figure 2 OED2 basic searches menu

    OED2 officially became available from HOLLIS Plus on Tuesday, 5 November. Point your web browser to HOLLIS Plus (http://hplus.harvard.edu/) and look for the link to the OED2 on the front menu. OED2 is also available from the alphabetic listing and under the subjects “humanities” and “Dictionaries and Encyclopedias.”

    Anyone who has been using the OED2 from the HOLLIS Plus beta (test) site should switch to the official version.

    Staff comments are welcome -- please use the HOLLIS Plus comment facility or the comment option on the OED2 main page. For information by phone, contact MacKenzie Smith in OIS.

    (W)ebsconet Now Available
    by Mary Beth Clack
    Ebsco Subscription Services released the World Wide Web version of Ebsconet -- (W)ebsconet -- this past summer. According to recent press releases, (W)ebsconet users will find all the traditional Ebsconet features, such as ordering and claiming issues, searching for serials by title or publisher keywords, ISSN, and EBSCO title number. The only traditional function not currently available is access to the Missing Copy Bank, but that service will be up on the Web shortly.

    Additional capabilities to assist with subscription management are planned for the future, including electronic links to several integrated library system vendors, document delivery service and EBSCO's reference databases with indexing, abstracts and full text articles.

    To access (W)ebsconet on the web, point your web browser to: (http://www.ebsco.com/EBSCONET/). Full access is restricted to users with an access code and password, but there is a guest login available that allows you to test basic functionality.

    Note that the Technical Services Resources web site (sponsored by the Harvard Library's Technical Services Managers Roundtable) has a link to the general Ebsco web site (which then links to (W)ebsconet). Point your browser to (http://hugse1.harvard.edu/~library/technical.htm) to access the Technical Services Resources web site (and lots of other great links).

    (W)ebsconet is best supported by Microsoft Internet Explorer and Netscape (version 2.0 and higher) Web browsers. To use (W)ebsconet, customers will need an account number and password. To set up a password, contact Leslie Knapp at 1-908-542-8600,1-908-544-9777 (FAX), with your Ebsco customer account number. Leslie welcomes any questions you may have once you have used (W)ebsconet.

    HOLLIS Distributed Reporting Tips and Techniques
    by Martha Creedon
    An important but often overlooked GQL feature is Borders. Borders are used to highlight individual components of the report, or simply to enhance the report’s overall appearance and readability. Thin horizontal lines between records, for example, can increase the readability and therefore the utility of a long list of bibliographic records. Consider an example of a list of records which might be used in a project to identify and correct typographical errors in a library’s use of the loc subfield c. Here the idea is to create a worksheet for a staff member to use while looking up individual records in HULPR. Figure 3 lists some of the records using only the default report format.

    Figure 3: Sample report without borders

    Figure 3: Sample Report without borders

    As a simple list, the report might be useful to someone who is reviewing the scope of the project, but the report needs to be clearer for the person who will work on the actual cleanup. After the first few records, for example, it becomes increasingly difficult to visually follow each line across the width of the report. With the simple addition of some GQL Border features, the report will become easier to read and use.

    Figure 4: Choose Report...Borders

    Figure 4: Choose Report...Borders

    Figure 5: GQL's Report Borders Dialog Box

    Figure 5: GQL's Report Borders Dialog Box

    The Borders dialog box allows the customization of the following areas of a report: Report Frame, Column Header, Columns, Special Column, Grand Total, Primary Subtotal, Secondary Subtotal, and Record. From the standard report window, follow these steps:

    1. Pull down the Report...Borders menu (See Figure 4).
    2. One at a time, select individual report components for which you want to assign special line styles. When you click on a component such as Report Frame, arrows appear in the sample report to indicate where the “border” will be added. In Figure 5, the user has clicked on Report Frame. Note the arrows that appear on the Sample Report .
    3. Specify a line style for the component you have selected. Line styles include: None, Single, Thick, Very Thick, Double and Dotted. In the example, several report components have been selected and assigned different line styles. (Figure 6)

    Figure 6: Sample report with borders

    Figure 3: Sample Report with borders

    The finished report has a Very Thick border around the Report Frame, a Single line for the Column Header, a Double line before the column marked as “special” (in this case the Loc Subfield c), and a Single line between records. In addition, column headings are now left-justified and slightly re-worded to better line up with the data.

    Obviously, many reports don’t require extra formatting using borders, but there will be times when your report will be handed off to someone else who might benefit from the enhanced clarity, or who will simply appreciate the professional appearance that just a little extra work will create. Experiment! Contact Martha Creedon in OIS if you have questions.

    HOLLIS II Updates

    Note that there is a HOLLIS II web site (http://hul.harvard.edu/hollis2/) with up-to-date information about task group activities, reports and minutes, vendor info, and meeting schedules.

    Note on vendor public meetings
    There have been two schedule changes for HOLLIS II vendor meetings. The Endeavor meeting has been rescheduled for 13 December, 3-5pm, in the Boylston Hall Auditorium. The 15 January meeting with DRA is still from 3-5pm but has been moved to Starr Auditorium at the Kennedy School.

    There is some confusion about the time and place of these meetings. Some staff are using an old meeting schedule with different times. Please ignore earlier schedules. Use the schedule that appears on the HOLLIS II web site (http://hul.harvard.edu/hollis2/admin/vndrmeet.html).

    Steering Committee minutes available
    The June and September 1996 meeting minutes of the HOLLIS II Steering Committee are available from the HOLLIS II web site. Point your browser to: (http://hul.harvard.edu/hollis2/steer_comm/sc.html).

    Task Group checklists available
    Each HOLLIS II Functional Task Group has been asked to produce functional checklists to be used in evaluating vendor systems. The HOLLIS II web site now has the following documents available:

    Circulation, Reserves, and Inventory Control Task Group

    • Basic Circulation Functions: Charge, Discharge, Renew
    • Holds
    • Recalls
    Financial Operations
    • Vendor File Data Elements and Characteristics
    • Invoice Elements and Functions
    • Fund Accounting Functions and Data Elements
    • Payment History
    Processing and Intellectual Access
    • Cataloging and Record Import/Export
    • Authority Control
    • Holdings
    • Retrieval and Display
    Public Services
    • Downloading and Printing
    Please note that all documents are in draft at this point. Interested staff are encouraged to review these as soon as possible and pass their comments or questions on to the appropriate Task Group. Each document has links to its Task Group.

    HOLLIS II Communications Officer appointed
    Julie Wetherill (OIS) will play the role of HOLLIS II Communications Officer during this Project. Please feel free to call or send e-mail to Julie (OIS/495-3724 or by email: julie_wetherill@harvard.edu) or to any other member of the Project Task Groups and Steering Committee if you have questions or comments.

    If you have access to the World Wide Web, note that the HOLLIS II web site offers numerous opportunities to send e-mail comments.

    If you point your browser to: (http://hul.harvard.edu/hollis2/contacts/lists.html), you will see a page full of links to distribution lists for each Task Group and the Steering Committee.

    | Table Of Contents | OIS Contacts |

    Notes and Reminders
    Holiday OIS Hours

    As OIS will not be staffed Dec 23-25 and January 1, there will be some alterations and reductions in normal services. Please note that there will be no HOLLIS products distributed on those days.

    Note that from 12 noon on 12/24 until 7am on 12/26, and from 5pm on December 31 until 7am on January 2 HULPR will not be available; HOLLIS and HOLLIS Plus will be available but not attended.

    As is normally the case for holidays and weekends, selected staff are assigned to be “on call” for emergency problems with library systems (HOLLIS, HULPR, HOLLIS Plus). In addition, the UIS data center is not staffed during these times.

    Any problems with HOLLIS or HOLLIS Plus which occur during Christmas or New Years Day will be dealt with starting at 7am on 12/26 or 7am on 1/2/97. Happy Holidays!

    Recycling Computers and Terminals

    Old workstations and dumb terminals taking up space in your office? Linda Marean has discovered the answer—an organisation called ‘East West Education Development’. They take used computer equipment, refurbish it and distribute it to non-profit organisations and/or schools, many of them overseas. They are happy to have both workstations and ‘dumb’ terminals -- like 3163’s. They will come and pick up your equipment. So clear out that chunk of basement where you have 3163’s piled up! And keep them in mind when your old workstations bite the dust!

    To arrange for them to pick up equipment, you should make a list of what you have available and Fax it to Ed Murray at 261-6644. Be sure to provide a person they can contact to arrange the time and place for pickup. If you have any questions,you can call East West directly at 261-6699, or contact Linda Marean in OIS.

    HULPR Password Expiration & Macros

    Many of you are receiving or will soon receive the system message requiring you to change your password for HULPR, a regular requirement of the ACF2 security system. For College Library users with New Key software and macros which perform the login process, there appears to be a problem in receiving the password expiration message. Some of the macros may be covering up the expiration message so that the user does not realize her/his password has expired, with the result that you cannot login to your account.

    To avoid this problem, login to HULPR manually, entering your logonid and your password by hand. If you receive a message indicating that your password has expired, you will need to change it. If you are using a macro that includes your password, you need to make sure the macro is updated as well to reflect the new password.

    People using shared logonids must be careful to pass on the password change to all the appropriate users. This way we can avoid the possibility of dueling password changes by different staff members. OIS will be tightening its security to try to control unauthorized or unwarranted password changes. There are occasions when a staff person will need to call us because a password has been forgotten or the logonid has passed to a new employee. If we do not recognize your name, we may ask to verify that you are authorized to change the password for the logonid in question. We wish to minimize the chances that someone could gain unauthorized access to HULPR. If you have any questions about this process, please contact Lauren Caulton in OIS.

    "Document contains no data"

    While using HOLLIS Plus recently, have you received this message? Since early October, OIS and library staff have noticed this phenomenon, characterized by a "document contains no data" message or empty screens when a resource or document page is selected. A piece of network hardware (router) was the initial suspect and after adjustments this phenomenon stopped--temporarily. By late October it returned. While OIS continues to investigate, staff should note the following workaround if this problem occurs.

    The “document contains no data” message is misleading -- there is data available.. Sometimes re-selecting the page will eliminate the problem. However, the ability of your web browser to "cache" or save copies of the web pages it views makes this difficult. In most cases this cache process helps the browser work efficiently by saving recently-viewed pages so that the browser does not have to go out and grab the pages again and again. However, this cache is not selective -- error message screens or blank screens are saved as well.

    If browser cache is preventing you from getting to a page or to a resource, the solution is to empty the browser's cache. The process for doing this will vary depending on the kind of browser you use (Netscape, Microsoft Internet Explorer, Mosaic, etc.). Usually there is a configuration setting within the browser to do this. If you have this difficulty and do not know how to empty cache, please contact your local microcomputer support office. You could also try contacting the NIC Help Desk (6-2001) for assistance.

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    HOLLIS and HOLLIS Plus Enhancements

    • Circulation information display for Littauer was activated.
    • A bug was eliminated to prevent imperfect MARC holdings records from being exported from HOLLIS. Incomplete or incorrect records were formed in some cases when HOLLIS fields were not sufficiently strictly ordered by tag.
      (This correction will enable the loading of HOLLIS records into the RLIN database to work properly.)
    • Abend 330S was replaced by the message "Search data missing or invalid." This situation arises when an operator beginning circulation work issues a command implying that an index search has already been issued when in fact none has.
    • Programming for the intra-library loan pilot project was completed.
    • Public catalog circulation display was changed to provide better information about certain items in temporary locations--specifically about items that are non-circulating or that are normally housed in the Harvard Depository.
    • A change was made in the selection of devices receiving the request for information about their in-library locations to eliminate certain terminal classes for which this information can be determined without asking the catalog user to supply it.
    HOLLIS Plus

    The following enhancements to HOLLIS Plus became available in October.

    Note that there is an identical list of enhancements on the “What's new with HOLLIS Plus” page, including hyperlinks to the resources. Point your browser to: (http://hplus.harvard.edu/whatsnew.html) to see this list.

    • Added a link to the United Nations and Other International Organizations site, sponsored by the United Nations International Drug Control Programme.
    • Added Harvard Environmental Resources On-Line (Web only).
    • Split the “Directories, Guides, and Reference Works” subject category into categories: “Dictionaries and Encyclopedias” and “Directories and Guides”.
    • Added home page links for the Cabot Science Library (Web only) and Loeb Design Library (Frances Loeb Library, Graduate School of Design) (Web only) to the Environmental Studies subject category.
    • Changed title from “Merriam-Websters ...” to “Webster’s Collegiate Dictionary, Tenth Edition”
    • Added minor changes to text describing Countway Plus and MEDLINE via Countway Plus
    • Added phrase (links to library catalogs) after the resource name HYTELNET to clarify its purpose.
    • Removed the Internet-Accessible Library Catalogs via Yale. A more up-to-date list, HYTELNET, was recently added.
    • Removed the link to LOCIS (the Library of Congress’ online catalog). LOCIS is available from the Library of Congress web site.

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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.

    Nov 5 / Dec 5
    Session #1: Introduction to HOLLIS. Includes basic system structure, functions and record types, basic searching, and an introduction to machine-readable cataloging (MARC) formats.

    Nov 12 / Dec 9
    Session #2: In-Depth Searching. Includes detailed searching techniques and review of index structure.

    Nov 14 / Dec 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).

    Nov 18 / Dec 12
    Session #4: Serial Holdings Record Creation and Mainenance. Detailed review of serial holdings record format, rules and standards for coding holdings data.

    Nov 19 / Dec 16
    Session #5: Order/Pay/Receipt Records. Review of O/P/R records order creation, conventions for recording receipt of materials, production of claim memoranda.

    Nov 21
    Session #6: Fund Accounting in HOLLIS. Includes invoice creation, recording of payment, accounting unit record display and maintenance.

    Nov 26 / Dec 19
    Session #10: Introduction to HOLLIS Distributed Reporting. Includes system overview, constructing basic queries, sort/saving results, and printed reports.

    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.

    Dec 2
    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.

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    8 November
    Cataloging Discussion Group
    11-12:30 Lamont Forum Room
    Contact: Ann-Marie Breaux, 495-4719

    13 November
    HOLLIS Liaisons
    2:30-4 Lamont Forum Room

    HOLLIS II Vendor open meeting: Sirsi
    3-5pm, Boylston Hall Auditorium

    20 November
    Techincal Services Managers
    12 noon, KSG Taubman 204
    Contact Beata Panagopoulos at 496-1775.

    Acquisitions Roundtable
    2pm, location to be announced
    Contact Bob Sennett, 496-1502, or
    Graham Christian at 496-2493.

    27 November
    HOLLIS II Vendor open mtg: VTLS
    3-5pm, Boylston Hall Auditorium

    6 December
    ABCD main meeting
    12 noon, Aiken 241

    11 December
    HOLLIS II Vendor open mtg: Ameritech
    3-5pm, Boylston Hall Auditorium

    13 December
    HOLLIS II Vendor open mtg: Endeavor
    3-5pm, Boylston Hall Auditorium

    20 December
    HOLLIS II Vendor open mtg: GEAC
    3-5pm, Boylston Hall Auditorium

    3 January
    HOLLIS II Vendor open mtg: Ex Libris
    3-5pm, Boylston Hall Auditorium

    15 January
    HOLLIS II Vendor open mtg: DRA
    3-5pm, Starr Auditorium, Kennedy School of Government

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