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HOLLIS Newsletter

Volume 12, Number 5/6 (May/June 1997)

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Table of Contents:
  • Next HOLLIS Liasons Meeting

  • Feature Articles

  • Notes from the May Meeting
  • OIS Project List

  • Notes and Reminders

  • HOLLIS Training Schedule

  • HOLLIS Fiscal Year Procedures Memo

    Next HOLLIS Liaisons Meeting (#111)

    September 10, 1997
    2:30-4:00 p.m.
    Lamont Forum Room

    To Be Announced
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    GLIPH Unveiled
    by Julie Wetherill

    The feature topic of the May Liaisons meeting was a demonstration of GLIPH, Harvard's new web-based interface and database search engine. GLIPH, or Graphical Library Interface for Patrons at Harvard, is powered by the OCLC SiteSearch product -- a client /server-based system developed around a common search and retrieval protocol called Z39.50. Caren Smith, OIS Systems Librarian, demonstrated the new interface and provided some background on its development. What follows are highlights of Caren's present ation.

    Development of an on-campus search engine and web interface was initiated by the HUL Automation Planning Committee. The two primary goals were to be able to host databases on a local search engine outside of HOLLIS and to integrate local and remote datab ases under a uniform Harvard web interface. INSPEC, a remote bibliographic database currently available from HOLLIS Plus, was chosen as the first GLIPH database.

    SiteSearch design
    Members of SSHUSH (the Standing Subcommittee of HAAC on User Services in HOLLIS) have been working with OIS over the last year on GLIPH interface design. According to Caren, three principles drove the interface design process:

    1. The user must always know what functionality is available,
    2. The system must be easy to navigate, and
    3. The database must be easily identifiable as a SiteSearch (GLIPH) resource

    During the last five weeks of INSPEC development, SSHUSH formed a task group (Caren Smith, Kathleen Donovan, Mary Angelini, Tom Parris, and Julie Wetherill) to develop online help for the interface and INSPEC. This group also added refinements to scre en design and renamed the new interface GLIPH (Graphical Library Interface for Patrons at Harvard). The group selected the image of the Mayan hieroglyph ch'am (to grasp) as the symbol representing GLIPH.

    GLIPH features
    Caren's demonstration focussed on GLIPH functions and screen design. Those familiar with the character-based interface provided by OCLC's FirstSearch service will see similarities in SiteSearch/GLIPH search options. Two types of searches are availab le: keyword and exact phrase. The user can compose a search using drop down lists of indexes, or type a search into a command line. Boolean and proximity operators are available. Browsing (finding the number of times a word or phrase occurs in a partic ular index) is also available. GLIPH also preserves search history and allows saving and e-mailing of records.

    While GLIPH offers some valuable features, liaisons noted some that are less desirable. GLIPH does not currently support the document delivery function offered by the FirstSearch version of INSPEC. It is unclear at this point if this function will be available in the future. The order of citations in search results is not readily apparent. It appears to be chronological (latest at the top) but is actually according to the date the records were added to the database. A sort function would help but requires development. Saving and e-mailing records is useful, but there is no way to save or "unsave" a range of records. Since saved records persist after they are e-mailed, such a feature would be useful.

    Liaisons offered several suggestions to improve screen layout by more clearly separating menu choices on the top and left side from the search functions in the central part of the screen. Many of the suggestions have since been implemented. But GLIPH is a work in progress -- OIS will continue to refine the interface during the months to come.

    Future GLIPH developments
    For the time being, HOLLIS Plus will offer traditional character-based access to INSPEC via FirstSearch alongside INSPEC via GLIPH. Later this summer, OIS will implement a local database under GLIPH -- most likely the Environmental Periodicals Bibliograp hy dataset recently purchased by the Harvard College Library.

    Another project will be to develop a "hook to holdings" feature, that would, for example, make it possible for INSPEC citations to link to Harvard holdings. This is a high priority project because OIS has begun considering how to migrate citation databas es out of HOLLIS before the move to HOLLIS II. Some HOLLIS databases, such as Academic Index and Legal Resource Index, are already remotely accessible via Z39.50 from several data vendors and it would be relatively easy to integrate these under the GLIPH interface. These popular HOLLIS databases offer hook to holdings so a parallel function in GLIPH will be important.


    OIS will provide updates on GLIPH developments via this newsletter and the HULINFO electronic discussion list. If you would like to take a look at the interface, you will need to use HOLLIS Plus -- all GLIPH databases will be accessible from HOLLIS Plus menus. Point your web browser here to access the INSPEC (via GLIPH) resource page. If you have questions, contact Caren Smith in OIS.

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    HOLLIS and the Backspace Key
    by Julie Wetherill
    In every user survey OIS has ever undertaken, the number one complaint from users of the HOLLIS Public Catalog has always been "why can't you make the backspace key work?" Most users expect that pressing backspace will delete the character to the cursor' s left (also known as "destructive" backspace). OIS recently identified a software solution that would allow this key to work in HOLLIS sessions that originate from HOLLIS Plus.

    HOLLIS gets a bad rap
    The keyboard's behavior during a HOLLIS session is controlled by your communications software, not by HOLLIS. This is true whether you dial-up or make a network connection with telnet. Your communications software mimics or emulates the keyboard and scr een display expected by the host computer system. This is referred to as "terminal emulation." While there are many terminal emulations that can be required by particular hosts, the two most common are vt100 and tn3270. Tn3270 is usually required when connecting to IBM mainframe systems (such as HOLLIS); vt100 will work for most other systems.

    The backspace problem results from using telnet (which "speaks" vt100) to connect with a host system (HOLLIS) that speaks tn3270. When you press backspace, the vt100 command sequence sent by your communications software to HOLLIS is not the sequence tha t would produce a backspace action in a tn3270 environment. Your communications software may allow you to redefine this key so that backspace works properly. Or there may be an alternate key sequence that performs the backspace function. For example, i n the Windows 95 telnet client, backspace does not work but the control - backspace combination does.

    For backspace aficionados -- a partial fix
    OIS recently modified the scripts used to access HOLLIS Plus telnet resources so that the backspace key provides a "destructive" backspace. This modification affects connections to all telnet resources (including HOLLIS, FirstSearch, Eureka, and SilverPl atter databases) originating from HOLLIS Plus. No modifications to telnet have been made -- just a change to the script that launches your telnet connection to a resource and remains active in the background until the session ends.

    This modification has no affect on direct telnet connections to HOLLIS. The backspace key will work (or not work) as in the past. If you have questions, contact MacKenzie Smith in OIS.

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    HOLLIS Plus Updates

    New resources in June

    • 4 Academic Press journals
      • Anaerobe
      • Blood cells molecules and diseases
      • Biologicals
      • Seminars in Neuroscience

    • 6 American Institute of Physics journals:
      • Journal of Mathematical Physics
      • Low Temperature Physics
      • Optics Letters
      • Physical Review A
      • Physical Review C
      • Physics of Fluids

    • American Mathematical Society journal:
      • Conformal Geometry and Dynamics

    • Astrophysical Journal Electronic Edition
    • 3 Institute of Physics journals:
      • Bioimaging
      • Physiological Measurement
      • Physics in Medicine and Biology

    • Labyrinth (Georgetown University)

    • Perseus Project (Tufts University)

    • PolicyFile (Chadwyck-Healey)

    • Television News Archive (Vanderbilt University)

    Change to Current Contents OVID Technologies recently changed the menu choices offered by the Current Contents service. Eight individual subject areas or “editions” (Science, Agri, Bio, Environ Sci, Arts & Humanities, Clinical Medicine, Engineering & Technology, LifeSciences, Phys, Chem, Earth Sci, and Social & Behavioral Sci) can now be searched separately, or all editions can be searched together.

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    Limited Global Change facility now available for LOCs
    by Charles Husbands
    OIS has developed the capability to modify large numbers of location fields that require similar changes. This facility draws upon Distributed Reporting to identify the LOCs to be changed and on the background method used for adding targeted OCLC and RLIN records to HOLLIS to apply the specified changes. Between these operations a new batch program reconstructs the LOCs according to a library’s specifications. The batch program will apply the specified changes to all LOCs presented to it without checking the _content_ of the subfields it receives; hence, ability to identify candidate LOCs precisely through Distributed Reporting is essential. The batch program can perform any combination of the following functions in a single execution. (Beware that some actions or combinations, though permitted, could produce nonsensical results.)
    • Change the value of an indicator.
    • Add, replace or delete any non-repeatable subfield.
    • Add, replace or delete all subfields $a and $b as a group.
    • Replace or delete the first occurrence of a repeatable subfield.
    Note that subsequent occurrences cannot be changed, except when $a and $b are being processed together. Therefore, is it not possible to change a repeating subfield based on its content, because its relative position can vary.
    • Add a repeatable subfield to a LOC that contains none of the same kind.

    Development of this capability was prompted by requirements of the Law Library as it returns to Langdell, but OIS expects that it will find other application. Jobs to effect global LOC changes will be billed on the same schedule as custom reports. Requests should be addressed to Martha Creedon in OIS.

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    Houghton Drawings in the Union Catalog
    by Robin Wendler
    Back in the Fall of 1991, staff in the Houghton Library began creating records for drawings and prints in a separate HOLLIS database, VS, established by the Houghton Department of Printing and Graphic Arts. In 1994, a special project in Houghton also add ed records for the architectural drawings of H.H. Richardson to the database.

    It was always the intention to make the VS database available to the public once there was a critical mass of records. When the Richardson project drew to a close, Houghton and OIS discussed alternatives, and the decision was made to move the records fro m VS into the Union Catalog. In May, the VS database was frozen, and its 1327 records representing some 15,000 individual drawings were moved over into HU, where they can be discovered by the public. For example:

    The architectural drawings in the Richardson collection were cataloged in series based on the building project, and each record can contain details of several individual drawings, which can be found in the LONG display format. For example, the "INCLUDES: " section in the record below shows details for the 2 drawings of the Trinity Church Parish House storm porch:

    The VS database will remain, inactive, in HOLLIS until OIS finalizes plans to dismantle it. Contact Robin Wendler in OIS if you have questions.

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    Notes from the May Meeting

    Recent payment weeding
    In mid-May, 30,967 payment statements approved between 07/01/89 and 06/30/96 were flagged as "weedable". Michrofiche containing these statements also were distributed in May to those units with subscriptions. Contact Linda Marean in OIS if you have questions.

    End of fiscal year approaching
    Its that time again... A memo detailing end of fiscal year procedures in HOLLIS was sent to HOLLIS liaisons and fiscal managers in early May. A copy of the memo is included in this newsletter.

    HULPR extended hours in May
    To accommodate Cabot Library's extra operating hours during reading period and exams, extended hours for HULPR are scheduled for Sunday May 4 through Friday May 23. Regular HULPR system hours return starting May 24th.

    Software from the OIS web site
    Christina Oltmer, OIS Microcumputer Support Specialist, noted that the OIS Networking and Desktop Systems group has a web site for distributing software, such as TN3270 (McGill), Netscape, telnet clients, OCLC and RLIN access software, and a few software utilities. Files may be retrieved from the web site.

    Note that some of this is commercial software licensed for use only by the Harvard University Library community. To FTP licensed software, you will need to supply a login and password. Contact OIS for the login information. Contact Christina in OIS if you have questions about the NDS web site.
    HOLLIS Plus moves to a new server

    Lydia Ievins, OIS Systems Librarian, announced that HOLLIS Plus recently moved to a new server. The move should be transparent to HOLLIS Plus users as long as their desktop machines have been configured to point to ‘hplus.harvard.edu'. After the move , it became apparent that there were a few public access workstations mistakenly pointing directly to the old HOLLIS Plus machine address. These should have been fixed by the end of May. But, contact OIS if you are experiencing any difficulty connecting to HOLLIS Plus.

    This move also appears to have solved a chronic problem which caused users to receive the message ‘Document Contains No Data' when trying to connect to a HOLLIS Plus resource. If this problem recurs, contact OIS.

    Library staff comings and goings
    Horst Huber introduced Mr. James K. Lin, the new Assistant Librarian for Cataloging Services at the Harvard-Yenching Library. Previously, Mr. Lin was the Team Leader of the Japanese Cataloging Team at the Library of Congress. Among his duties at Harv ard-Yenching Library, Mr. Lin will be taking over Horst's role as HOLLIS Liaison.

    Kathleen Anderson reminded everyone of the May 16 farewell party for Ann-Marie Breaux, Assistant Head of Technical Services at Lamont. Ann-Marie will be moving on to a position at Yankee Book Publishers.

    HUBS Accounts soon to be gone!
    Tracey Robinson reiterated UIS announcements that HUBS accounts really are going away, and soon! (HUBS or Harvard University Basic Services provided electronic mail service to the Harvard campus before the advent of e-mail services on local area netw orks.) Apparently there are still a handful of library accounts on HUBS. Anyone with a HUBS account is advised to contact the UIS/NIC Help Desk at 496-2001 for more information.

    HOLLIS II updates
    Tracey Robinson reviewed the updated timetable for HOLLIS II. To summarize, in February 1997, the HOLLIS II Steering Committee decided to delay the start of the evaluation phase (phase 2) of this project until fall 1997. Consequently, the target imp lementation date for "HOLLIS II" was moved from summer 1998 to summer 1999.

    Phase 2 may be delayed, but the HOLLIS II Team remains busy. The Functional Task Groups have been preparing for the evaluation process by developing "scenarios" or "scripts" to test functions of the candidate systems. Members of the Steering Committee a nd the Technical Issues Task Group will be gathering more information from vendors at ALA in San Francisco at the end of June. Starting in August, the Steering Committee will begin the process of selecting the short list of vendors.

    Tracey also noted a recent HAAC decision regarding enhancements to the current (classic?) HOLLIS system. Given the year delay, HAAC was asked to reconsider whether OIS should invest more resources in current HOLLIS developments. The Committee decided th at there was not enough time to schedule any new major enhancements (with one exception noted below).

    HAAC did agree that OIS should investigate the implemention of a web front end to the current HOLLIS public catalog. This would involve developing a web to 3270 interface that would essentially translate character-based HOLLIS displays into web pages. B asic HOLLIS functionality would not change, but a web front end would allow for hypertext links of some types of data, such as URLs and traceable headings. It would also eliminate the need for telnet or tn3270 connections and allow a user to access HOLLI S directly from a web browser. This is not HOLLIS II -- just an interim web interface for the public catalog. OIS will be investigating options this summer and expects more information to be available in the fall.

    If you have questions, contact Julie Wetherill or Tracey Robinson in OIS.

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    OIS Current Project List

    ProjectTarget DateMajor milestones
    Morse Music BarcodingSummer '97Barcodes scheduled for production @Data2; Item records need to be barcoded into Sybase.
    Straus Conservation to HOLLIS6/97LOC setup done, HOLLIS Ids and NUC code established. OPAC display tables to be done later. Awaiting decision on cataloging before setting up RLIN or OCLC.
    New RV LibrariesSummer '97Divinity and Fine Arts scheduled for late June/early July. Ready to copy records from HU to RV for Fine Arts.
    HOLLIS Plus New ResourcesCurrently working on OneSource, RISM Online coming up.
    HOLLIS Plus InfrastructureSetting up proxy server for IP-restricted resources; building 'database of databases' (prototype due 6/13). Rewriting main scripts in perl.
    LOC Global Change CompatibilitySummer '97Jobs for Law have run
    SiteSearchINSPEC in prod; dbname is server issue and patched; infrastructure changes to make future interface updates easier. Environmental Periodicals Bibliography data are being converted, waiting for feedback from EPB producer .
    OpenTextPatrologia Latina in prod 4/18, upgrade to LiveLink Search from OT on order.
    DFAPDoing markup; waiting to install LiveLink Search engine; NEH grant proposal
    Digital Library Arch. ReviewIdentify pilot projects; plan for prototype system; naming conventions; NEH grant; white papers
    Duplicate Item IDSAppears to be primarily a problem with item id's in the HN, HW range
    Baker's New SystemFall '97Baker's new library system (Endeavor) is scheduled to be up by Fall 1997. They will be using extracts of HOLLIS data for their initial load. They will need some sample records on diskette, with holdin gs embedded and without, and corresponding print by 6/6, and a complete pull down menu by the end of June.
    EnhancementsongoingAdd 866s when lacking 853/863 data: change to HLDGSUM for Countway, needed before next holdings pull for NLM.
    Migration of Databases out of HOLLISongoingWorkng on database removal cookbook. RW will clarify needs for PP, RC, UP. CS will plan projects for hook-to-holdings via Sitesearch and one external Z39.50 database, probably LR. DF will clarify timing of AL migration. HAAC will review OIS plans.
    Web interface for OPACongoingWe have narrowed and rated the list of vendors. Local vendors are coming to demonstrate products beginning on 6/10/97. Investigation of the 4 other vendors continues.
    Archival circ history data in HDR7/18/97Preparing Checklist
    E-ReservesFall '97Planning the details of the OIS server setup

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    Notes & Reminders

    Adobe Acrobat -- a Popular Document Display Choice
    HOLLIS Plus now offers about 160 full text electronic journals and about fifty percent of these deliver abstracts and/or article text via the Adobe portable document format (pdf). (Actually, some sites also offer files in postscript and TeX, but pdf is t he most common.) To view PDF files, the Adobe Acrobt Reader needs to be installed and your web browser needs to be configured to use it.

    Libraries who want their patrons to be able to view these journal articles should check that their public HOLLIS Plus workstations have the Acrobat Reader and a web browser configured to use it. More information about Acrobat is available from the OIS web site. This site also includes a link to the Adobe web site. Contact Julie Wetherill in OIS if you have questions.

    Recent HOLLIS record weeds
    In late April, 153,119 orders completed before 12/31/94 were weeded from the HOLLIS Order file. Fiche of weeded orders have already been distributed to those with subscriptions. 36,767 records for invoices completed before 7/1/96 were weeded from the Invoice file on June 10th. No fiche were produced as part of this process since invoices from FY96 were written to fiche at the end of FY96. The weeding of these records is done annu ally at the close of the fiscal year. Contact Linda Marean in OIS if you have questions.

    OIS staffing changes
    Stacy Kowalczyk has been appointed Assistant Director for Systems Development in the University Library effective July 7, 1997. Stacy will manage the OIS Applications Development and Support Group. Stacy comes to Harvard from her position as Product Manager at Business Systems Corporation of America. Prior to BSCA, Stacy spent six years in variety of management positions at Ameritech/NOTIS Systems Inc. including Manager of Systems Development. Lauren Caulton, Computer Assistant in the Operations Group, departed OIS in early May.

    Catalog display label change
    As a result of adding the records from the VS database into HU (see page 4), the display label for the 789 field has been changed from "INCIPITS" to the more generic "INCLUDES." Contact Robin Wendler if you have any questions.

    GLIPH Unveiled
    The feature topic of the May Liaisons meeting was a demonstration of GLIPH, Harvard’s new web-based interface and database search engine. See the feature story.

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    1280 Massachusetts Avenue, Suite 404

    Cambridge, Massachusetts 02138

    Telephone: (617) 495-3724

    May 5, 1997

    To: HOLLIS Liaisons, Library Financial officers

    From: Linda L. Marean

    Subject: HOLLIS / end of fiscal year procedures

    HOLLIS end of fiscal year procedures are scheduled to begin on Monday, June 30, 1997 at 6:00 pm. The HULPR system will remain in operation Monday until the normal shut down time of 1:00am Tuesday to allow circulation units to function normally. However, NO payment activity will be allowed after 6:00 pm. Users attempting to create or modify O/P/Rs, ACUs or invoices will get hostile messages such as 'FILE NOT AVAILABLE'.

    Many end of fiscal year procedures are library-specific and will vary from unit to unit. However, some procedures are centralized and will be common across all units. This memorandum briefly outlines these centralized procedures and their effect on HOLLI S units.

    1. Reconciliation between HOLLIS and Accounts Payable.

      Reconciliation between HOLLIS expenditures and the expenditures reported by the University Accounts payable office requires that all payments approved in HOLLIS be processed by Accounts Payable before fiscal year-end. To facilitate this, it is recomm ended that approving departments stop accepting invoices some time prior to accounting unit initialization (30 June) so they have sufficient time to approve all payments and submit the invoices to Accounts Payable. Approving departments should establish their own cutoff date (e.g., large units may stop creating new invoices on 15 June to ensure all invoices can be approved by 30 June.) Any payments input to HOLLIS but not approved as of 1 July will not be included in HOLLIS year-end reports but will be considered as payments in the next fiscal year.

    2. Initialization of the ACU file.

      At the close of business day on 30 June, 1997, the HOLLIS accounting unit file will be initialized in preparation for the new fiscal year. Initialization involves the following steps:

      a) All expenditures for all accounting units are zeroed out. Unapproved payments will be reposted to the appropriate accounting unit.

      b) All accounting units are re-encumbered based on the current status of the O/P/R file.

      c) Allocations for unrestricted (i.e., funds numbered 0001-1) funds are zeroed out. Allocations for restricted funds are reset based on the actual cash balance for each accounting unit at the end of the fiscal year. No online payment activity will be p ermitted until the accounting unit file has been successfully initialized. This process should be completed by 9:00 am on July 1st. I will notify users through EMS and HULINFO e-mail when the ACU file is available again. Once the initialization process has begun, no further invoice creation or approval will be permitted until the beginning of the new fiscal year (i.e., between 6:00 pm on 30 June and 9:00 am on 1 July).

    3. Products.

      Two summary ACU reports (the same in format as the standard weekly accounting unit report) will be distributed. One report will reflect total fiscal year expenditures (approved payments only). The other will reflect the initialized ACU file with unappr oved payments rolled over from the previous fiscal year. These products will be made available as soon as possible on Tuesday, July 1, the first business day after the accounting file is initialized. Four fiche products will also be produced and distrib uted.

      a) Approved payments arranged by department, fund, subdepartment, expense class and invoice date. (This will be the year-to-date cumulation of approved payments fiche which is distributed monthly.)

      b) Approved payments by HOLLIS order number.

      c) Approved payments by vendor.

      d) Approved payments by ICN.

    Further information about the progress of end of fiscal year procedures and the availability of printed products will be made available through EMS and via HULINFO. If you have any questions, please feel free to call me in OIS.

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