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HOLLIS Newsletter

Volume 14, No. 1 (March 1999)

Subscription Info | OIS Contacts

Table of Contents


HOLLIS II Progress Report

Digital Initiative News Liaison Meeting Minutes

HOLLIS Training Schedule

OIS Staffing Changes



The current Project ADAPT timeline calls for implementation of the university's new chart of accounts (COA) on 1 July 1999. At that time, a new COA with a seven-segment, 33-digit account coding structure will replace the current 14-digit structure. There will also be a new set of software tools and processes for transferring financial transactions to the general ledger.

One important factor which complicates the HOLLIS/Adapt picture is that the new 33-digit chart of accounts will not be implemented in HOLLIS for July 1999. Considering the proximity to HOLLIS II implementation, it was decided that it would be unwise to invest significant time and resources in making major program changes to HOLLIS for the summer of 1999. The current 14-digit fund coding structure is integral to HOLLIS fund accounting. The new 33-digit structure will be incorporated into the fund accounting features of HOLLIS II but this will mean that libraries will need to be aware of two different fund coding structures during FY2000.

These changes have implications for how Harvard libraries process materials payments and for the role HOLLIS plays in these transactions. This is the first in a series of articles on the ADAPT cutover and its implications for HOLLIS. This installment outlines the major areas of interest from the staff HOLLIS user's perspective.

Payment processing in HOLLIS

Most libraries choose to perform fund accounting functions in HOLLIS including: purchase orders, encumbrances, invoice payment, monitoring account balances, etc. It will be possible to continue to use HOLLIS for these functions after July 1, 1999 when new central accounting systems are implemented, however many libraries will need to make some changes to their fund accounting procedures.

From a payment processing perspective, the most significant change after July 1, 1999 is that university departments will no longer submit payment vouchers (or vendor invoice coding forms — i.e., green or yellow) to Accounts Payable to pay invoices. All transactions must be submitted to Accounts Payable via one of the available electronic processes (e.g., HOLLIS, Web voucher). HOLLIS does currently support an electronic payment process, although only three HOLLIS libraries use it. Libraries may start using the HOLLIS ETP (electronic transfer of payments) process and are being encouraged to make this change before June.

Payment processing outside of HOLLIS

ADAPT will introduce new processes that allow direct input of payment transactions into the Oracle settlement system. Libraries will decide how to incorporate these processes into local procedures, and those concerned with keeping HOLLIS financial information in synch with the General Ledger will need to work HOLLIS record-keeping into these procedures.

PCards are the institutional charge cards already being used by libraries. PCard purchases are fed into the University's web-based settlement system and then swept from that system into the General Ledger electronically. PCard transactions bypass HOLLIS entirely. Libraries that want to keep HOLLIS and general ledger balances in synch will need to perform double entry; requiring that staff be able to translate their 33-digit fund back into the HOLLIS 14-digit format. Or libraries may decide to forego HOLLIS fund accounting in these cases.

After July 1st, there will also be a "web voucher" system available for direct input of invoiced payments. Like the PCard, use of web vouchers entirely bypasses HOLLIS. Libraries will need to perform double-entry to insure that their HOLLIS and general ledger balances are in synch. Or libraries can opt to use web vouchers instead of HOLLIS fund accounting.

Preparing for ADAPT

From the OIS perspective, preparations for ADAPT will follow three parallel tracks: enhancing HOLLIS to support electronic payment transfers to Oracle, cleanup of the HOLLIS vendor file, and advising libraries on redesign of workflows for the cutover to ADAPT.

Each library has appointed one or more HOLLIS-ADAPT liaisons who will work with OIS to coordinate local preparations. Liaisons include:

• Marianne Burke (Countway)

• Regina Corry (Countway)

• Ellen Cohen (Widener/HCL)

• John Collins (Gutman)

• Joseph Gabriel (Gutman)

• Anne Cushing (CSIA)

• Diane Hamer (Schlesinger)

• Mary Harrington (Schlesinger)

• Richard Kaufman (Psychology/Sociology)

• Theresa Kavanaugh (Chemistry)

• Harold Moren (Law)

• Barbara Palmer (Wolbach)

• Beata Panagopoulos (KSG)

• Russell Pollard (Divinity)

• Charles Willard (Divinity)

• Janet Rutan (Design)

• Hugh Wilburn (Design)

• Roberta Schwartz (Mayr)

• Dorothy Solbrig (Biological Labs)

• Judith Warnement (Botany)

• Malcolm White (CFIA)

• Marc Wooster (McKay)

The bulk of local preparations will involve setting up libraries to use HOLLIS electronic payment transfer (for those units electing to continue payment processing in HOLLIS) and reviewing each library's use of uncoded or "x" vendors (electronic transfer of payments requires a coded vendor).

The project to prepare HOLLIS users for the ADAPT cutover will continue throughout the spring. Progress reports will be published in the newsletter and HULINFO. For details concerning your library's preparations, please contact your library's HOLLIS-ADAPT liaison. Contact Tracey Robinson in OIS if you have questions about OIS preparations.

Training Relocates

The OIS training classroom moved to a new location in November. All OIS-sponsored HOLLIS training now takes place in room 847 on the 8th floor of Holyoke Center.

Directions to the new training classroom: from the Holyoke mezzanine, take the main elevator (across from the Harvard Information Office) to the 8th floor. Room 847 is directly across the hall from the main elevators. This is an off-site classroom that will be open 15 minutes before each class begins. If you have questions, contact Patti Fucci in OIS.

HOLLIS Staff Training in 1999

The schedule of "classic" HOLLIS training classes provided by OIS has been adjusted to accommodate HOLLIS II implementation activities. The frequency of class offerings from January through June 1999 has been reduced by half — classes are now on a bimonthly schedule. Later this spring, OIS will set the training schedule for the second half of 1999 and all of 2000.

Class schedules appear on page 8 of this issue and are available from the OIS web site [http://hul.harvard.edu/ois/hollis_info/trnsched99.html]. If you have questions, contact Julie Wetherill in OIS.


One important benefit of the HOLLIS Web interface is the hypertext display of URLs to electronic resources. Users can click on a URL and connect to the resource directly. Since the debut of HOLLIS Web during Fall 1998, this feature has worked reliably for nearly 100 percent of HOLLIS records, but there have been a few rare cases of "bad handling" related to URLs that span more than a single line of display. In these cases, only the portion of the URL on the first line displays as hypertext. OIS has been working with the HOLLIS Web vendor to correct this problem.

At one point, the Bibliographic Standards committee came up with a work-around to prevent additional problem URLs. The solution called for use of the "N/A" value in 856 subfield $c. Following this decision, the HOLLIS Web vendor added enhancements that improved URL handling. Catalogers should no longer use the 856 subfield $c as work-around.

At this time, HOLLIS Web display of URLs should be working normally. However, if you spot a URL in a HOLLIS Web record that is not fully displaying as hypertext, contact Caren Smith in OIS. HOLLIS Web is available from HOLLIS Plus at the URL http://hplus.harvard.edu/alpha/hollisweb.html

Deleting Name Authority Records in HULPR

In the past, individual units had the capability of creating name authority records in HULPR, but did not have authorization to delete them. Requests to allow for deletion of records were increasing. The HAAC Subcommittee on Bibliographic Standards and Policy discussed the issue and decided that given the increased traffic in authority records, this was a reasonable request.

Guidelines and the procedure for deleting Name Authority Records have been added to HUL Bibliographic Standards (http://hul.harvard.edu/cmtes/haac/bibstan0.html) as Appendix D . Please note that this procedure applies only to Name Authority Records, and not to Subject records. Before a record can be deleted the Cataloger's Operator Profile must be changed to allow for that option. A Change of Operator Profile Security Form should be submitted to OIS. The Subcommittee on Bibliographic Standards and Policy recommends that this authority be limited to senior or head catalogers, team leaders, and authority librarians. It is expected that there should be only one such person per unit. Please direct questions or comments to Ann Sitkin, Chair, Subcommittee on Bibliographic Standards and Policy (sitkin@law.harvard.edu).

Form/Genre Headings (655/755)

In 1995, field 755 (Added Entry-Physical Characteristics) was made obsolete in the USMARC format and the definition of field 655 (Index Term - Genre/Form) expanded to include terms relating to physical characteristics. Catalogers should no longer use tag 755. There remain records in HOLLIS that contain one or more 755 tags. We are exploring ways to have these records updated automatically to transfer 755 data to 655. Please direct questions or comments to Ann Sitkin, Chair, Subcommittee on Bibliographic Standards and Policy (sitkin@law.harvard.edu).

Minimal level cataloging in HOLLIS

The HAAC Subcommittee on Bibliographic Standards and Policy has added the following statements to the Bibliographic Standards document concerning minimal level cataloging in response to a question that was raised about the appropriateness of minimal level records.

Revised section 1.2 Decentralization and HUL Bibliographic Specialists. A variety of Harvard units with different needs and expectations create and maintain the data of the HOLLIS Union Catalog in a decentralized environment. Within the limits of the bibliographic standard, each library determines the appropriate level of cataloging for its own materials. HUL bibliographic specialists with special responsibilities for data interpretation and maintenance provide central bibliographic support to contributing units. A list of HUL bibliographic specialists is given as Appendix C.

New section: 9.3 Minimal level cataloging. Minimal level records satisfying national standards may be input as Level C records in HOLLIS. Each library shall determine which of its materials are appropriate for this treatment. These records must include any elements required by OCLC or RLIN for minimal level cataloging. The requirements of both utilities are based on the USMARC Bibliographic Standard, Appendix A, National Level Record and Minimal Level Record Requirements. National level records are required to contain certain mandatory elements as detailed in Appendix A.

OCLC's input standards are described in Bibliographic Formats and Standards, 2nd ed., Section 2.4, along with a list of appropriate uses for this level of cataloging. Detailed field by field listings of the requirements for different cataloging levels can be found in the Prism Concise Input Standards, 3rd ed. RLIN simply instructs libraries to follow the National Level requirements as prepared by the Library of Congress.

Headings should be consistent with national standards and with existing HOLLIS files. Authority records are encouraged but not required.

The HUL Bibliographic Standard may be accessed on the web at the URL [http://hul.harvard.edu/cmtes/haac/bibstan0.html].

The days of HOLLIS terminals are numbered

Some libraries still use "dumb" terminals — 3163's or 3151's — connected via Mux/Modem and dedicated telephone line to the mainframe for access to HULPR and HOLLIS. Most of these have been replaced by network connected devices. OIS would like to encourage the continued — and speedy — conversion to network connections.

The connection at the mainframe end goes into an IBM device called a 7171. We still have two of these which are currently supporting just under 100 connections. The 7171's no longer have support or maintenance from IBM. IBM has said that they do not know whether the 7171's do or do not have a Year 2000 problem. If they do have such a problem, IBM will do nothing to fix it.

HOLLIS II will not support connections via `dumb' terminals so these devices must be replaced soon even if the 7171's do not cause a Y2K problem. In this season of budget preparation, OIS urges libraries to budget for new machines to replace the `dumb' terminals and to interface with HOLLIS II. Although it is perhaps small comfort, you will also be able to stop paying for the telephone lines presently used for these connections.

If you have any questions, please contact Linda Marean in OIS.

OCLC data load schedule changes

Every month OIS runs several jobs to pick up authority records, MeSH authority records and correction records, as well as some reports, from OCLC. We have been adding these jobs to our schedule on the first of each month to run in the early morning of the second. There have been frequent and repeated problems with these jobs because OCLC does not have the files ready and available on time. Therefore, these jobs will be changed so they will load on the third and run in the early morning of the fourth. Contact Linda Marean in OIS if you have questions.

HOLLIS II Progress Report

Implementation schedule revised

In December 1998, the Harvard University Library Council and the HOLLIS II Steering Committee decided to significantly revise the HOLLIS II implementation schedule. The new plan calls for all subsystems of HOLLIS II to be implemented during the summer of 2000.

Harvard had been working under a Letter of Intent with DRA, which specified purchase of the TAOS system if certain development milestones were met and if TAOS was successfully implemented at UCLA. The original Letter of Intent expired January 4, 1999.

Towards the end of 1998, it became clear that UCLA would not be in full production in time to meet the January 4 deadline. Without having a contract signed close to that date, implementing TAOS at Harvard in the summer of 1999, as originally planned, would not be possible.

The Letter of Intent with DRA has been extended to target contract signing (which remains dependent upon a successful implementation at UCLA) for July 1, 1999.

Next steps

What follows are summaries of HOLLIS II activities over the next few months. There have been many requests for details on Taos implementation plans. Understandably, libraries need these details as they consider the local impact of moving from HOLLIS to Taos. But there are few details at this point. OIS is now in a Taos "learning" phase, which will be followed by more visible evidence of implementation, including creation of implementation teams, a detailed timeline, and much more.

Watching Taos developments. Harvard continues to monitor developments at UCLA. Latest reports indicate progress with Taos implementation but no firm "go live" date has been set. Once UCLA goes live, OIS expects to install the UCLA release of Taos software locally for testing. In the late spring timeframe, assuming UCLA goes live, there are plans to evaluate the "UCLA release" of Taos clients against our functional checklists.

In late Fall 1998, representatives from Harvard met in Chicago with several other large academic library customers of DRA to identify search and retrieval issues of common interest. This "Chicago indexing summit" focussed on recommendations for Taos' handling of indexing and retrieval of large sets. Participants (including representatives from UCLA, Minnesota, British Colombia, and Illinois) were in general agreement on the needed functionality and are now drafting a set of index and retrieval specifications for presentation to DRA.

Taos at Harvard. The focus of OIS activity is now on data conversion and Taos system configuration. To provide an idea of the scope of conversion: to migrate from HOLLIS to Taos, Harvard will need to convert 8.3 million bibliographic records, 1.2 million authorities, 1.2 million holdings, 6.5 million items and approximately 92,000 patron records. Close examination of each record type and how it will map to Taos has begun and will continue through the spring.

System configuration planning includes determining the Taos hardware and software architectures that are best for Harvard, backup strategies, business resumption and the like. OIS has been meeting with DRA technical staff as well as vendors of other Taos software and hardware components (ODI and Sun).

OIS now has a test Taos server loaded with approximately 80,000 Harvard bibliographic and holdings records. DRA representatives were in Cambridge in late 1998 to deliver the first round of Taos system and client configuration training to OIS staff. OIS is now experimenting with Taos software configurations, including set up of indexes, circulation policies, and locations. The goal is to reach an understanding of Taos system structure before we begin the real job of modeling Harvard's library locations and complex processing interrelationships within Taos.

If you have questions about HOLLIS II implementation, please contact Tracey Robinson or Dale Flecker in OIS.

HOLLIS II Progress Report

Proxy-based access to change

How you connect to many HOLLIS Plus resources is about to change! Early March will mark the beginning of a project to replace the current HOLLIS Plus proxy server with a more robust alternative. Eventually this new alternative, called APC (automatic proxy configuration) proxy, will be the access method for all of the resources that are running on our current proxy or restricted only by IP (that is, to computers on a Harvard network). APC does require a one-time configuration change to your web browser, so library staff who use HOLLIS Plus or who assist patrons who do will want to read on for the details.

Reasons for the change

HOLLIS Plus uses proxy to provide remote access to electronic resources normally restricted to computers on a Harvard network. Our current proxy solution, a customized version of Trusted Information Systems' Firewall Tool Kit, is a high maintenance implementation that has not scaled well as HOLLIS Plus has grown. APC, a more standard proxy implementation, will be easier to maintain and will support remote access to many more resources currently available only from on-campus locations.

Configuring the browser

To use APC proxy, your web browser must be configured to use a special HOLLIS Plus proxy URL. This is an easy, one-time change that takes only a few moments. For example, in Netscape 4.x browsers you assign a proxy URL by selecting the menu choices Edit / Preferences / Advanced / Proxies. In the Proxies window, you select Automatic Proxy Configuration and type in the URL to the proxy server.


Once configured, APC proxy works automatically and invisibly. Detailed configuration instructions are available at the URL: [http://hplus.harvard.edu/help/apc_config.html].

All but the oldest browser versions provide for the configuration of a proxy server. Since the actual configuration process varies somewhat among browser types, configuration instructions for the most commonly used browsers are included in the instructions document (URL above). The following browser and platform combinations are included:

Microsoft Windows 95/NT

Netscape 2.x - 4.x

Netscape 2.x-4.x

Macintosh System 7.x/8.x

Internet Explorer 3.x, 4.x

Although your browser must be set to use APC, the basic method of Harvard ID authentication will not change. Users connecting to an "APC" resource from outside of a Harvard library will still need to supply a last name and Harvard ID number. Users at library public workstations will continue to access these resources without restrictions (although public workstations still must be configured for APC). OIS is now contacting libraries and their IT support groups about APC to raise awareness of the need to configure browsers on library public workstations that access HOLLIS Plus.

APC implementation plan

APC implementation will be a gradual process, beginning with a low profile rollout on March 2nd. Only 3 HOLLIS Plus resources will be involved in the initial rollout: Dissertation Abstracts/Digital Dissertations, Linguistics Abstracts, and World News Connection. When moved to the APC access method, these resources will be accessible only from browsers configured to use the automatic proxy configuration. All other HOLLIS Plus resources (ca. 670) will be unaffected.

The HOLLIS Plus launch page for each resource moved to APC will carry a warning and links to APC project information and configuration instructions.

Following this low profile rollout, OIS will begin moving larger groups of resources to APC roughly once a month. At that point, the HOLLIS Plus home page [http://hplus.harvard.edu/] will also carry publicity about APC implementation, including lists of resources that have moved to APC and those about to.

The next rollout is tentatively scheduled for 23 March.

Epilogue: APC frequently asked questions

Q: Should I configure my browser now or wait until the APC rollout in early March?

You can perform this configuration at your convenience. If you want uninterrupted access to those resources moved to APC, configure your browser before the resources are moved. But you can make this change now and forget about it. APC will not interfere with your browser's performance.

Q: If I configure my browser now, will this interfere with its performance?

No. Configuring your browser to use the APC proxy will not interfere with its performance. Your browser uses APC automatically and invisibly and only when necessary. Web destinations that do not use APC (in HOLLIS Plus or otherwise) will be unaffected.

Q: Must libraries configure their public workstations to use APC?

Yes. All browsers regardless of their physical location should be configured with the APC proxy URL to insure uninterrupted access to "APC resources". This includes workstations on and off campus, including workstations inside a Harvard library.

Q: Will in-library workstations still be exempt from access restrictions?

Yes. HOLLIS Plus resources will continue to be free of access restrictions when used from a public workstation inside a Harvard library. Of course this assumes that browsers on these workstations are configured to use the APC proxy.

Q: Is Lynx compatible with APC?

No. It was originally announced that APC and Lynx were compatible. Unfortunately, further testing has revealed that Lynx cannot be configured to use an automatic proxy.

Q: What resources will move to APC next?

After the March 2nd rollout, the University Library's HOLLIS Plus steering committee will determine which resources will be moved next. Eligible resources include those using the existing URL rewriter and those currently limited to on-campus access (IP restricted) — approximately 300 in all. These will be moved gradually to APC in the coming months.

Each rollout will be preceded by warnings on HOLLIS Plus. The next rollout is tentatively scheduled for late March.

Q: What precautions will OIS take regarding privacy of APC-collected data?

Proxy does generate detailed connection data of a sensitive nature. This data is immediately filtered to remove user names and ID numbers (only faculty affiliation is kept for billing purposes). The resulting "anonymous" data is used only by OIS for troubleshooting and log analysis.

OIS is now formulating a written privacy policy concerning this data which will be available from the HOLLIS Plus web site in the next few weeks.

If you have questions about APC or the implementation plan, please contact Julie Wetherill in OIS.

HOLLIS Plus next generation

Since its debut in the fall of 1994, HOLLIS Plus has grown significantly, both in terms of number of resources available (from the initial few dozen to over 670 today)and in the variety of types of resources represented. It seems certain that growth in both areas will continue at an increasing rate for the foreseeable future.

Because of the changing scale of operation, and in response to technological changes, the University Library has begun the process that will lead to re-implementing a "next generation" of HOLLIS Plus. As a first step, a work group has been formed to consider what we want to accomplish, in intellectual, functional, and organizational terms, with a redesigned HOLLIS Plus. This group has been asked to make recommendations on

• general restructuring of the "top web pages" for the library;

• what should (and what should not) be included in separate web listings (such as those provided by HOLLIS Plus now);

• the relationship of the citations in such listings to HOLLIS records;

• what is the appropriate role of various library departments (public services, cataloging, collection development, systems) in the selection and description of resources in separate web listings;

• the relationship of such pages to the subject pages created throughout Harvard and elsewhere.

Reconsidering the functions of HOLLIS Plus involves a number of challenging and important intellectual and organizational questions. To this end, membership of the "HOLLIS Plus Next Generation" Working Group has been drawn from various parts of the library community, including representatives from the HOLLIS Plus Working Group, from cataloging, and from public services. Members include: Bob Buckwalter (Law), Michael Fitzgerald (Widener/chair), Lydia Ievins (OIS), Amy Kautzman (Lamont), Ken Liss (Baker), Janet Rutan (Design), Caren Smith (OIS), Robin Wendler (OIS).

The group has been asked to prepare a preliminary report for discussion by the library community by this spring. If you have questions, please contact Michael Fitzgerald (495-4548; or by e-mail to michael_fitzgerald@harvard.edu).

Electronic journals: where is the full text?

The turn of the calendar year led to some relatively minor disruptions in Harvard's full text access to electronic journals via HOLLIS Plus. It appears that Harvard's status changed to "nonsubscriber" for a subset of our electronic journal subscriptions (Highwire Press, Oxford University Press, Blackwell). The subscribing libraries are busily reinstating access at this time.

In another case, technical enhancements at the American Chemical Society web site made ACS journals inaccessible from HOLLIS Plus. OIS has temporarily implemented IP-filtering for these journals but expects Harvard ID access will return when they move to APC proxy in late March.

In a third case, full text access to journals from the American Society for Microbiology (ASM) has been interrupted because of licensing issues. Harvard's subscription plans are on hold indefinitely. ASM titles will be removed from HOLLIS Plus by late March.

If you encounter a HOLLIS Plus electronic journal lacking full text (from a provider other than those mentioned above) please contact Julie Wetherill or Ivy Anderson in OIS.

Hands-On Training for HOLLIS Plus Databases — or, "Sorry, your session limit has been reached"

By Ivy Anderson

HOLLIS Plus resources which have simultaneous-user restrictions frequently present problems for hands-on training when the number of trainees exceeds the maximum user limit for that resource. Many of our databases from Ovid, Silver Platter, RLIN and OCLC FirstSearch (including the new and popular WorldCat) are restricted in this way, with limits ranging from four to ten simultaneous users. Our WorldCat subscription, for example, supports six simultaneous users. Our RLIN databases share a pool of five user ports.

Fortunately, many of these providers offer a training environment that can be used for library instruction classes and other group training sessions. Connecting to the training server makes good sense if you are conducting hands-on training that is likely to bump up against the simultaneous user limit.

In the case of Ovid, a special User ID and password will permit access to Ovid's training server for access to ERIC, PsychInfo, PAIS, MLA Bibliography, Religion Index, Sociofile, and any of our other Ovid subscriptions (13 in all).

SilverPlatter's training server is usually set up for customers when needed, but they will set up permanent access from a dedicated library training facility if wanted.

OCLC provides training access through a sample database server at their website, accessible at [http://www.oclc.org/oclc/fs/sample/sampledb.htm].

These training environments will differ to a greater or lesser degree from the configurations available through HOLLIS Plus. For example, Ovid's server connects to a menu listing all of the Ovid databases, and account defaults such as years of coverage or basic vs. advanced search mode may not match Harvard choices. The OCLC sample databases contain small record sets of 3,000 to 5,000 records, so it's a good idea to know what's in the database before constructing example searches.

Access to the Ovid and Silver Platter training servers is generally by advance request. For instructions, contact Ivy Anderson (ivy_anderson@harvard.edu). OIS will be working with CILU to make this information more readily available to libraries when needed. If you would like us to investigate additional vendors, please let Ivy know.

Demise of long descriptions

Early in the history of HOLLIS Plus, Harvard librarians created detailed descriptions to accompany newly added electronic resources. These documents, called long descriptions, are available from the "More About" link that appears on some HOLLIS Plus resource launch pages. Recently, the HOLLIS Plus Working Group decided to forego creation of these documents given that new resources offer their own online help. In addition, existing long descriptions are in many cases outdated, containing information that is stale or truly misleading. Maintenance of these documents over time is difficult to sustain.

The HOLLIS Administrative Advisory Group (HAAC) has approved the demise of all long descriptions and OIS plans to remove them in late March. Each of these documents has been reviewed; any information considered crucial has been transferred to the resource's launch page. The separate "Search Guide" category of HOLLIS Plus documents (guides for Lexis-Nexis and the Patrologia Latina being the only examples) will continue to exist.

If you have questions, please contact Michael Fitzgerald (Chair of the HOLLIS Plus Working Group).

Digital initiative news

New LDI web site

The Library Digital Initiative web site underwent a makeover in early 1999. The URL to the site:


has not changed, but the amount of LDI-related content has increased. Major sections of the site include "Advice" (consulting services), "Grants" (information about the Grant program), "Projects" (descriptions of current projects), "Infrastructure" (projects involving infrastructure development), "Communication" and "Jobs."

If you have questions about this site or its contents, contact LDI Webmaster Jim Coleman (in OIS).

LDI second call for proposals

The second round call for proposals has begun for the Library Digital Initiative Challenge Grant Program.

Harvard's Library Digital Initiative (LDI) is a 5-year effort to develop the capacity to collect, organize, serve, and archive digital materials. A key component of this Initiative will be a series of content-centered projects intended to be a tangible demonstration of the value of the LDI program. The intent is to build a digital collection of obvious and persistent utility to the Harvard community (and, in some cases, the scholarly community at large). Considerable funding is available to support these projects.

Interested parties are invited to submit a preliminary proposal for the 2nd round of Challenge Grants. The 2nd round of grants under this program will be awarded later this spring. Preliminary proposals are due BY MONDAY, APRIL 15, 1999, and should be sent to:

Dale Flecker


1280 Massachusetts Ave, #404

Details about the Challenge Grant Program, including project scope, eligibility, and the proposal process, appear in a "Call for Preliminary Proposals" paper available on the web at the URL:


If you have questions, contact Dale Flecker (5-3724, dale_flecker@harvard.edu).

LDI Challenge Grant first round awards

In January 1999, the Library Digital Initiatives Grant Review Committee announced the first round of awards in the LDI Challenge Grant Program.

A total of 19 proposals were received from libraries, museums, and various academic units in this round, of which five were selected to receive funding. The proposals covered a wide range of materials. The largest number of proposals were for the conversion of visual materials (predominantly photographs), but there were also proposals dealing with published textual materials, datasets and databases, theses, and video. Projects were selected for funding based on the strength of the materials to be made available, the likelihood of technical success, the expected level of use, and on how well the project fit with and contributed to the LDI infrastructure.

The five proposals being funded are:

1. Harvard University and Radcliffe College Archives.

2. Yenching Library

3. Harvard College Library Social Science Program.

4. Fine Arts Library/Harvard University Art Museums

5. Baker Library

Consult the LDI web site for the details of each proposal: http://hul.harvard.edu/ldi/html/funded_projects.html

LDI Challenge Grant awards are expected to be made twice a year for the five years of the LDI project. The next call for proposals will be issued in the early spring.

The website for all aspects of the LDI project, including the Challenge Grant program is: [http://hul.harvard.edu/ldi/].

Liaison Meeting Minutes

Minutes of August 1998 meeting

Public reference guides distributed

Supplies of the HOLLIS and HOLLIS Plus reference guides (folded brochures) were distributed to libraries in late August. Included was a full years supply of the new HOLLIS Reference Guide (dated September 1998) and a half years supply for HOLLIS Plus (dated September 1997). OIS expects to revise the HOLLIS Plus guide in early 1999.

Database help sheets discontinued

With all the database transitions during 1998, many database help sheets created by OIS became outdated. OIS has removed these from the documentation section of its web site (hul.harvard.edu/ois/hollis_info/pubdoc.html). What remain are a dozen or so sheets describing the HOLLIS public catalog. These are available in Adobe PDF format.

OIS will update liaisons list

OIS will be surveying libraries to bring up to date its list of HOLLIS liaisons. Each library has at least one liaison, and for larger units there may be several. The liaisons role is primarily to facilitate communications with OIS. Liaisons attend periodic liaisons meeting and coordinate local distribution of HOLLIS documentation updates. [The survey was distributed in January. The liaisons are available at the OIS web site — http://hul.harvard.edu/ois/contacts/liaison.html].

HULINFO and vacation programs

The use of vacation programs to generate "I'm away right now " responses to incoming e-mail is increasing. HULINFO/LIBINFO subscribers should be aware that an automated vacation response is not a substitute for postponing or cancelling a HULINFO or LIBINFO subscription. During each vacation season (or during ALA conferences) these automated responses flood the Listowner's mailbox.

Upon receipt of an automated message, the Listowner's new policy will be to postpone the list subscription and notify the subscriber, who will need to reinstate it once back at work. Instructions on how to postpone/reinstate a subscription will be included in the message (and are noted below).

Postpone a subscription: set [listname] mail postpone

Reinstate a subscription: set [listname] mail ack

Send either of these commands via e-mail to: [listproc@hulmail.harvard.edu]. A larger set of ListProc commands is available from the OIS web site [http://hul.harvard.edu/ois/services/oislists.html]. If you have questions, contact Julie Wetherill in OIS.

HOLLIS II update

Tracey Robinson provided an update on HOLLIS II planning as of mid-August. Activities are occurring on three fronts: contract preparations, conversion planning, and central server software/hardware installation. [Consult the HOLLIS II section of this issue for more recent developments the Editor.]

Introducing Ivy Anderson, Coordinator for Digital Acquisitions

Ivy started at Harvard in July and spent the first few months focussing on joint purchases of electronic resources and consulting with individual libraries on licensing issues. Ivy has also begun coordinating implementation of electronic resources offered via HOLLIS Plus. Ivy's home base is in OIS; she can be reached at 495-3724 or by e-mail to [ivy_anderson@harvard.edu].

September database transition

Representatives from the Committee on Electronic Reference Services (COERS) and the Ad Hoc Database Transition Team reviewed for liaisons the database transition, scheduled to occur at the beginning of September. Because a description of this transition appeared on page one of the August 1998 HOLLIS Newsletter, the details of this presentation are not reproduced here.

HOLLIS Web presentation

HOLLIS Web is the "classic" HOLLIS system with a web front end. At the August meeting, Caren Smith (Senior Systems Librarian in OIS) demonstrated the HOLLIS Web interface and reviewed its project history.

HOLLIS training schedule

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 p_fucci@harvard.edu 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.

April 1/June 1 Session #1: Introduction to HOLLIS. Includes basic system structure, functions and record types, basic searching.

April 6/June 3 Session #2: In-Depth Searching. Includes detailed searching techniques and review of index structure.

April 13/June 8 Session #3: Bibliographic Record Creation and Maintenance. Discussion of bibliographic record creation and maintenance, in HOLLIS, utility tape processing, sources of bibliographic data (including the LC books file).

Mar. 2/May 5 Session #4: Serial Holdings Record Creation and Maintenance. Detailed review of serial holdings record format, rules and standards for coding holdings data.

Mar. 4/May 6 Session #5: Order/Pay/Receipt Records. Review of O/P/R records, order creation, conventions for recording receipt of materials, production of claim memoranda.

Mar. 9/ May 11 Session #6: Fund Accounting in HOLLIS. Includes invoice creation, recording of payment transactions, accounting unit record display and maintenance.

*April 8/June 10 Session #10*: Introduction to HOLLIS Distributed Reporting. Includes system overview, constructing basic queries, sort/saving results, and printed reports.

Mar. 11/May 13 Session #11: Introduction to McGill TCP3270 for Windows. Connecting/disconnecting, fonts/toolbar/colors, keyboard maps, simple HULPR editing..

Session #12: Advanced McGill TCP3270 for Windows. Redefining the toolbar, ALA keyboard advanced topics, creating macros and assigning them to keyboard, toolbar, and poppad, advanced editing techniques.

*Session #10 meets from 9:30am to 12:00pm.

Web schedule: http://hul.harvard.edu/ois/hollis_info/trnsched98.html

OIS staffing changes

Limin Zhang is a new systems librarian in OIS. She earned her BS in Management Information System from Tongji University in China. After graduation, she spent six months working as a database programmer in China. She came to the US for graduate school. She earned an MS in Library and Information Science from University of Illinois at Urbana-Champaign. Currently her main responsibility is designing interfaces for databases hosted by the OIS implementation of the OCLC SiteSearch package. She is here under a one year work experience visa sponsored by the University of Illinois.

Marisol Pena has joined the Network and Desktop Systems group in OIS as a Microcomputer Support Specialist, replacing Christina Oltmer (who departed OIS in 1998 for a move to New York). Marisol graduated from Rhode Island College with a major in Computer Information Systems. She previously worked at HC Wainwright as a software engineer where she administered and supported Windows NT Operating System, applications and programs. Marisol will assist in supporting the HUL LAN and desktop workstations. Marisol is going to pursue a master's degree in Information Systems at the Harvard Extension School

Edson Pereira has joined OIS as a Senior UNIX Systems Administrator/Programmer. Edson is originally from Rio de Janeiro, Brazil, where in 1985 he started his career as fiber-optics and communications Electronics Technician for the Brazilian Electric Energy Research Center. In 1992, Edson moved to Boston to pursue studies in the field of computers. In 1996, he received a BS degree in Computer Engineering Technology from Northeastern University. During the academic years, Edson has volunteered to help SatelLife Inc., a not-for-profit organization, to design, build, and operate a computer network to help alleviate the information gap between health professionals in the developing world. The network was based on low earth orbiting satellites and Internet technologies.

James Coleman has been appointed Digital Library Projects starting November 16, 1998. This is a new position defined as part of the Library Digital Initiative, a five-year project to "develop the institutional capacity to acquire, deliver, and archive digital information". Mr. Coleman comes to Harvard from Stanford University where he has held the position of Head, Academic Computing for the Humanities. There he developed a number of online, Internet-accessible information services and data resources including an integrated History of Technology Web site and managed three large-scale digitization projects for special collection and social science materials. He has also held a variety of positions at RLG including Senior Program Officer for Collection Development and Assistant Director for Information Delivery Services. Mr. Coleman has written and taught extensively on issues central to Digital Library infrastructure. Mr. Coleman has received an A.B. in German, an M.A. in German Studies as well as completed all course work for a PHD in German Studies, all from Stanford.

Stephen Abrams is the new Digital Library Software Engineer in OIS. Mr. Abrams, who arrived at Harvard in January, will build computer systems to enhance the LDI project, including writing programs and linking existing systems through web technology. He comes to Harvard from MIT, where he worked for eight years as a research engineer, designing computer programs and software for the U.S. Navy for use in constructing large ocean vessels such as submarines. He holds the B.A. in Mathematics from Boston University and is working toward an A.L.M. in Fine Arts at Harvard Extension School.

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