Next HOLLIS Liaisons Meeting (#112)
Liaisons meetings are on hold until after the March 1998 HOLLIS II decision.
Watch HULINFO for updates.
In 1997, Harvard Business School's Baker Library took the fast track to their next generation library system when they purchased the Voyager automated library system from Endeavor. At the November 1997 meeting, Melissa Shaffer (Head of Baker Library IT Services) and Pat Johnson (Baker Director of Access Services) described for liaisons their Voyager implementation experiences.
Baker Library, with a 260,000-title collection, has operated its own technical services processing system parallel to HOLLIS since the mid-1980's. In recent years, Unix-based systems became a strategic priority on the Business School campus and Baker faced the need to migrate their library system to a Unix platform. Another priority was a speedy implementation-they wanted to be implemented within six months so the lengthy process of preparing the collections for relocation prior to building renovations could begin.
Given these priorities, Baker required that its new system run on a Sun platform, be Oracle-based, and be fully functional. It had to possess a database server (to host databases in addition to their catalog) and a world wide web interface. Their requirement for a fully functional, modern ILS, narrowed the field to two vendors: Sirsi and Endeavor.A profile of Baker technical services
Pat and Melissa provided some background on Baker's current technical services operations and automation history. The Baker Access Services group has 9.5 FTE-two in cataloging, five in acquisitions, and 2.5 in materials management (binding, stacks, microforms). Between 2,000 and 2,500 new monographs are acquired each year, with one active approval plan (and another in the works). Theirs is a serials-intensive operation-three FTE are dedicated to processing some 6,800 active subscriptions. Because of this, Baker looked closely at the serials control component during system evaluations.
Before Voyager, Baker automation was a mixture of local system processing, OCLC, and HOLLIS. In the mid-1980's, BASIS was chosen as a support system for the entire Business School campus. Baker installed the BASIS library system, Techlib, for technical processing and public catalog. Unfortunately, there were ongoing problems with the Techlib implementation, leading to some interesting workflows. Cataloging processing started in OCLC, with produced records picked up by HOLLIS and electronically transferred to Techlib. In acquisitions, they used Yankee's online ordering service and maintained an Excel-based order file. They developed a serials module in Techlib for checking, routing, and binding but continued to maintain serial holdings in HOLLIS. Their circulation system was manual.Voyager implementation
"Implementation at warp speed" is how Melissa described the experience. Baker signed the contract with Endeavor in May 1997 and by October 1 had an operational circulation module and public catalog.
Adding Baker data to Voyager required the conversion and merging of data from HOLLIS, Tech Lib, and a BNA file of authority records. HOLLIS and Tech Lib data were sent to Endeavor in early July. The first test build of the Voyager database took place on August 22nd and a final build on September 20th. Thanks to an Endeavor project manager with strong MARC skills, conversion ran smoothly for the most part.
Baker took advantage of Voyager's Standard Information Format (SIF) to load Harvard patron data. The Harvard ID Office was able to extract patron information into SIF format, which was then loaded into Voyager. The Voyager patron record format is somewhat inflexible and Baker foresees having to develop work-arounds to accommodate additional data.
Configuring Voyager for Baker's needs required a close examination of existing locations, item types, and policies. Voyager's location and item framework necessitated a clean up and merging of the existing 800 locations and types in Baker's data. Before the circulation module was configured, Baker decided to re-evaluate and refine their existing policies. The interpretation, refinement, and coding of Baker policies were very necessary although time-consuming tasks.
Installation of hardware is handled by Baker's IT group. Endeavor staff are installing system software and databases while Baker IT staff have been customizing the Voyager web interface and identifying workarounds for some parts of Voyager that do not quite suit Baker's needs. One of the first was a workaround to allow Baker to add customized text to notices, involving the use of the Eudora mail client.Training
Voyager training began with two days of orientation for the Baker Project Manager at Endeavor headquarters. This turned out to be inadequate given the complexity of Voyager's design, requiring follow up contacts. In late August, Endeavor staff held four days of "train the trainer" events at Baker. Included were the circulation, cataloging, and OPAC modules. Since Baker had decided to delay implementation of acquisitions until December 1997, training on this module was scheduled for September. In general, Endeavor trainers were enthusiastic, although not always fully knowledgeable of the modules being presented.Post-Voyager processing
Monograph acquisitions and serials control are expected to be operational in December 1997. Reserves processing is expected in January 1998. With all technical services functions in place, Baker will establish a new workflow. Acquisitions staff will still search OCLC for copy, download the record into Voyager and create a purchase order. Acquisitions-level information will be available in the Voyager public catalog. At receipt, all editing, completion of holdings record and item creation will happen in Voyager. Cataloging data will then be exported to OCLC and to HOLLIS.Current status
As of early February 1998, Baker reported the following milestones. Monographs acquisitions was implemented in December 1997. The Monographs Acquisitions Assistant downloads OCLC records into the Voyager purchase order and creates the holdings record at the point of ordering. When new monographs are received, Cataloging creates the item records, physically processes the material, and shelves it on the New Book Shelf.
Serials acquisitions is being migrated from the BASIS system to Voyager. When titles are renewed, they are entered into Voyager. Purchase orders for periodicals are being created based on the frequency of the title. Serials purchase orders are being created based on the titles received each month.
Baker's Materials Management Department has started using the ABLE binding system and enters an "At Bindery" status in the Baker Online Catalog for the items sent out to be bound.
Work has begun on setting up the Course reserves module; reserves will be completely online by this spring.nature of the Voyager system and operations are being streamlined wherever possible. In all, Voyager has had a very positive impact on technical services work at Baker Library and we're looking forward to more good things to come.
HOLLIS Fiscal Year 1999 budget approved
The HOLLIS Budget Review Committee has approved the proposed budget for FY 1999. The budget represents a 2.9% increase over the FY1998 budget.
A copy of the FY 1998/1999 HOLLIS Fee Schedule is appended to the end of the issue.
Included here are three graphs which illustrate changes in HOLLIS fees, catalog size, and total transactions from 1985 through 1997.
If you have any questions about the HOLLIS budget, please contact Tracey Robinson in OIS.
HOLLIS on the Web
"HOLLIS Web"-the project to add a web front end to the current HOLLIS Public Catalog-met up with some development delays in early 1998. HOLLIS Web was originally projected for availability in late January 1998. However acceptance tests revealed performance problems that must be addressed before this product can be released. OIS is currently working with the vendor to resolve these problems.
For some background on this project, consult an article in the November 1997 HOLLIS newsletter, available on the web at:
Further updates on this project will be posted to HULINFO. If you have questions, contact Caren Smith in OIS.Intralibrary Loan Pilot Project-Update
Harvard's Intralibrary Loan Pilot Project has been moving books between Harvard libraries for faculty and graduate students since October 1996. Some know this service by the phrase "Get Any"-the HOLLIS Public Catalog command that patrons use to request intralibrary loans.
The University Library Council (ULC) has decided to continue this service as is through the end of the Spring 1998 semester. This spring the ULC will form a task group to reconsider the future of intra-Harvard book delivery and as a result there may be changes to this service. More information will become available once this task group begins to meet. If you have questions, contact Barbara Graham, Associate Director for Administration and Programs in HUL, Wadsworth House.Staff Training in 1998
At the September 1997 meeting, HOLLIS Liaisons reviewed an OIS proposal to stop classroom training after July 1998 in preparation for HOLLIS II implementation. HAAC (the HOLLIS Administrative Advisory Committee) subsequently rejected this proposal; preferring that OIS explore options for continuing "classic" HOLLIS staff training. Therefore, a full set of HOLLIS classes has been scheduled through the end of June 1998. (Consult the schedule on page ten of this issue or point your browser to http://hul.harvard.edu/ois/hollis_info/trnsched98.html for the web-based schedule.) Once a HOLLIS II decision is reached in March, OIS expects to reexamine the issue of coordinating current training activities with HOLLIS II implementation. Contact Julie Wetherill in OIS if you have questions.
HOLLIS Liaisons Minutes from the November 1997 meeting
HULPR/HOLLIS holiday schedule
Liaisons reviewed upcoming 1997 holidays, including the specially-scheduled downtime during Thanksgiving that UIS will use to install new disk storage for the mainframe.Pay statement flagging
In November, OIS flagged as weedable all HOLLIS payment statements approved by 12/31/96. The microfiche containing these payments has been distributed to libraries. Consult the Notes & Reminders section of this issue for information on additional record weeding events.Statistics on the web
The OIS web site now offers transaction statistics for the HOLLIS public catalog and HOLLIS Plus. For HOLLIS, a full set of annual statistics for fiscal year 1997 are available, plus a summary of fiscal 1996. For HOLLIS Plus, the site offers annual citation database usage statistics for fiscal 1997 and current monthly access logs. Point your browser to:
to access the statistics page directly. Contact Julie Wetherill in OIS if you have questions.Web front end to HOLLIS
Development is proceeding on a web "front end" to the HOLLIS public catalog. OIS has contracted with a California company to design a process to convert regular HOLLIS catalog screen displays into web pages that can be viewed in a browser without the need for a telnet helper application. For details about this project, consult the November 1997 HOLLIS Newsletter. OIS hopes to release this product sometime in December. [Because of performance problems, release of the HOLLIS Web product has been delayed. See the story on page three of this issue for more information.-Editor]HOLLIS II update
At the time of the November Liaisons meeting, HOLLIS II team members were in the midst of DRA evaluations. Next up will be Ex Libris in December, followed by CGI in mid-January. [For a current update on HOLLIS II activities, consult page four of this issue. _Editor]Books in Print provider changes
On November 1st, OVID Technologies Inc. became the new provider of the Books in Print database, available from HOLLIS Plus. The timing was sudden, preventing OIS from notifying staff before the change took place.HOLLIS Plus proxy server update
The project to provide Harvard ID access to IP restricted HOLLIS Plus resources has temporarily paused for a technical review. During this period, new resources that are eligible will be proxied, but the process of switching existing resources over will resume only after the review. If you have questions, contact Lydia Ievins in OIS.Cataloging HOLLIS Plus resources
This is a reminder to library staff about the form of URL to use when cataloging HOLLIS Plus resources in HOLLIS. In most cases, field 856 should contain the URL for the HOLLIS Plus launch page for the resource. (The "launch page" contains an abstract describing the resource, subject categories and a note about restrictions.)
This is especially true of restricted resources for which HOLLIS Plus performs access control (that is, for resources requiring a Harvard ID). In these cases, a direct URL to the resource will not work because it bypasses the HOLLIS Plus login script. The hypertext link on the resource launch page carries the login information necessary to make a connection. If you have questions, contact Julie Wetherill in OIS.Presentation: Baker Library's new system
The remainder of the November meeting was devoted to a presentation by Baker Library representatives on implementation of their new library system, Voyager. See the story on page one of this issue for details.
HOLLIS training for library staff takes place from 10:00a.m. to 12:00pm 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) or by e-mail to firstname.lastname@example.org for more information or to register for a session. If you register by e-mail, be sure to include your name, the classes and dates you are registering for, and a return e-mail address or telephone number.
**Note: No regular classes will be held in April.**
*Session #10 meets from 9:30am to 12:00pm.
Web schedule: http://hul.harvard.edu/ois/hollis_info/trnsched98.htmlHOLLIS II Progress Report
As they say at the races, Harvard is now in the "home stretch" as far as phase two evaluation activities are concerned. For all "short list" candidates, visits to Harvard, to headquarters, and to installed sites (when possible) have been completed. Two candidates, DRA and Ex Libris, returned for brief follow-up visits in February.
The five functional task groups have completed their "absolute" evaluations of each system. By the first week in March, these groups will prepare relative evaluations (how these systems compare functionally). They will also identify the important functional needs that each system does not satisfy, with recommendations of how, if that system were chosen for Harvard, the need could be satisfied (contract with the vendor for development, local procedural work-arounds, third-party solutions, local development to be integrated with the vendor's system).
In addition to functional evaluations, final technical, business, and financial analyses are due by the beginning of March.
During a series of meetings in March, the Steering Committee will consolidate these functional, technical, and business analyses and make a decision about how to proceed. At some point after these meetings, OIS expects to host an open meeting to present the Committee's findings. Announcements about the Committee's decision and open meeting schedules will appear on the HULINFO electronic discussion list and in Library Notes. If you have questions, contact Janet Taylor or Tracey Robinson in OIS.
HOLLIS Plus News
LEXIS-NEXIS UNIVerse-it's here, now what?
Now that the dust has settled from the debut of LEXIS-NEXIS UNIVerse, here are a few facts about this new service. UNIVerse is a web-based service offering content similar to the "Academic" and "Educational" programs familiar to public services staff. We say "similar" because initial analysis indicates that UNIVerse lacks some of the breadth of coverage and sophisticated search tools available in other programs. But UNIVerse is still under active development and further enhancements to it are likely.
UNIVerse is available campus-wide via HOLLIS Plus. Access is restricted to users with a current Harvard ID, including access from in-library HOLLIS Plus workstations. There are no other special access restrictions surrounding use of this service.
Libraries planning on adding a link to UNIVerse from their web sites should use the URL for the HOLLIS Plus launch page (http://hplus.harvard.edu /alpha/lexnex.html). Bypassing HOLLIS Plus is not possible because login and user authentication are performed from the link on the UNIVerse launch page. There are no limits on simultaneous use of this service.
Information about UNIVerse
There are plans to produce a UNIVerse user guide to be available from HOLLIS Plus. In addition, the Congressional Information Service web site offers some useful descriptions. And, the Yale University Library Instruction Group recently put together a UNIVerse tutorial on the web.
These resources are tentatively scheduled to debut in HOLLIS Plus over the next few months. Precise release dates are not available and the status of individual titles is subject to change.
If you have questions, contact Julie Wetherill in OIS.JSTOR updates
Support Resources for JSTOR participants are now available online at http://www.jstor.org/support/ . They are also available from the "About" page (http://www.jstor.org/about/ ). The resources include:
In January 1998, JSTOR announced a new feature to help searchers find occurrences of their search terms within retrieved articles. At the top of article pages obtained as search results, the numbers for those pages that contain at least one of the search terms will appear as hypertext links. Selecting these page number links will take you directly to the page.Ovid update
On 11 February, Ovid performed the annual reload of Medline in support of vocabulary maintenance by the National Library of Medicine (NLM). The names and coverage of Medline segments has been altered as follows:
Additional information about this global update is available at the Ovid Medline web site.Direct links to some resources end this spring
If your library's web site offers direct links to Britannica Online, Congressional Compass, JSTOR journals, or Journal of Biological Chemistry, these links need to be redirected to HOLLIS Plus.
These resources were once restricted by IP address, but are now available to users with Harvard IDs thanks to the HOLLIS Plus proxy server. OIS left the original IP restriction in place while it assessed proxy server performance, but it is now time to eliminate the IP access method. By mid-March, it will be necessary to connect to these resources via the HOLLIS Plus launch page, using the following addresses:
Britannica Online http://hplus.harvard.edu/alpha/britannica.html
Direct access to Britannica Online stopped on Thursday, 19 February. OIS will announce on HULINFO when the other resources listed above go through this change. Direct IP access ended for Project Muse journals, Oxford English Dictionary, and the Patrologia Latina between December 1997 and February 1998.
If you have questions, contact Lydia Ievins in OIS.Funny characters in URLs
Internet addresses (URLs) commonly contain characters which cannot be input and displayed in HOLLIS. Two of the most common characters which can't be used in HOLLIS now are the spacing underscore (_) and the spacing tilde (~). You can input URLs containing these characters by substituting the hexidecimal value of the character preceded by a percent sign. Use the hexidecimal value "7E" for spacing tilde and "5F" for spacing underscore. See the following examples.
These substitutes are ugly, but they work just as well as the single character they represent.
For more information, consult Cataloging Networked Resources in HOLLIS: Policies and Guidelines (http://hul.harvard.edu/cmtes/haac/catlg_e_stuff.html), a document produced by the HAAC Standing Subcommittee on Bibliographic Standards and Policy.
OIS Projects List
This table tracks the large and medium-sized OIS developed projects that are underway or pending. For more information on a particular project, contact OIS (495-3724 or by e-mail to: email@example.com).
Notes & Reminders
Payments flagged. 30,870 Payment Statements approved between 7/01/89 and 12/31/96 have been flagged as weedable. Fiche of weeded payments have been distributed to those with subscriptions. These fiche are cumulative and should replace the previous set distributed in May 1997 which was for 7/01/89 to 6/30/96.
HU orders. On 5 February, 153,845 orders completed before 12/31/95 were weeded from the Order file. Fiche of weeded orders have been distributed to units with subscriptions.
BF database. The regular annual weed of the LC Books file - the BF database - took place over the weekend of 7 February. All records with a PDATE1 before 1994 were weeded from the file. Henceforth, the file will contain records with PDATE1 of 1994 - 1998.
Contact Linda Marean in OIS if you have questions about any of these HOLLIS record weeds.OCLC and RLIN Telecommunication Changes
Harvard libraries have been changing to dedicated IP access to both OCLC and RLIN. In each case, the goal of the change is to improve reliability and response time. OCLC users should all be switched at this point and the old TLP access path will be removed on February 19. The same is true for RLIN users. Accessing RLIN via the old address (mercury) will continue to be possible for a few weeks, but will incur connect-time charges. The Harvard ports at this old address will be disconnected at the end of February.
Betsy Eggleston and Robin Wendler have been in contact with at least one representative in each unit in order to coordinate these changes to the communication settings in your OCLC and RLIN software. If, however, you find you cannot connect to OCLC or RLIN at some time during the next few weeks, please contact Robin Wendler in OIS immediately. (A message about all available ports in use, or too many users/try again later, doesn't count, however.)HULINFO and LIBINFO changes
In early January, the HULINFO and LIBINFO electronic discussion lists underwent a few important changes. Both lists were moved to a new server and the list management software (ListProc) on which they run was upgraded. A list of the most common ListProc commands was distributed to HULINFO and LIBINFO subscribers following the move and is reproduced below.
To subscribe, send a message to
To post a message, send a message to
To desubscribe, send a message to
To suspend message delivery (e.g., for vacations), send a message to
To reactivate message delivery (i.e., undo the postpone), send a message to
To view your subscriber settings, send a message to
If you have questions, contact Julie Wetherill in OIS.HOLLIS string index changes in December
In late December 1997 the indexes for HU, OW, BF, and TR HOLLIS databases were regenerated. The principal benefits of having done this are two.
If you have questions, contact Charles Husbands in OIS.