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OIS News -- February 2000

Features

Automation committee restructuring
Evolution of OIS presentation on the web

HOLLIS

HOLLIS performance update
New circulation participants
Using McGill TCP3270: block and copy

Digital Initiative

LDI Challenge Grant round 4 approaching
Licensing guidelines now available
Resource stewardship program gets underway
DigAcq Web -- a new Digital Acquisitions website

Notes & Reminders

Library Portal Project: open meeting
HOLLIS record weeds
New on the OIS web site

URLs in this issue


Features

Automation committee restructuring

[This article and the accompanying committee structure diagram first appeared as a message on the HULINFO distribution list.]

In the Harvard library system we have a long tradition of using librarian committees to oversee policies, planning/development, and operation of centralized library systems. Recent system developments prompted a ULC review of our automation committees. The attached diagram (PDF; requires Acrobat) reflects the outcome of the ULC discussions. The revised committee structure attempts to take into account new systems as well as the growing need to provide greater coordination among these systems in terms of metadata standards and user interfaces.

Overview of committee structure. The general scheme establishes steering committees for each of the major systems that are supported by the Office for Information Systems -- in addition to two "coordination" committees to oversee developments across all systems in the areas of user interface and metadata. Steering committees may establish task groups and sub-committees depending on the needs of the committee. The steering committees act in an advisory capacity to OIS but make reports and recommendations to the University Library Council for all major system decisions.

We have now defined three steering committees: HOLLIS, VIA, and OASIS. It is likely that committees for the Library Portal System (i.e., the "next generation" of HOLLIS Plus) and Geodesy (a catalog of geospatial data that is under development) will be established in the near future.

Impact on existing committees. In most cases, these "new" steering committees replace/redefine existing committees. (For example, the HOLLIS Steering Committee will take on the roles previously served by HAAC and the HOLLIS II Committee.) As for sub-committees, and task groups, the new steering committees are being asked to review all existing sub-committees and make recommendations for additions, changes, continuations, etc. as appropriate. Steering committees will also periodically review sub-committee membership and make changes as needed.

Current status. The process of reviewing committee members for the steering committees and the coordination committees is currently underway and should be completed within the next few weeks. If you are a member of an existing automation committee you will be hearing more about how this revised structure affects your committee in the near future. As always, we appreciate your patience as we work through the process.

If you have any questions about automation committees, please contact Tracey Robinson. Ì

 

Evolution of OIS presentation on the web

On Wednesday, 26 January, the HUL Professional Committee and the Communications and Orientation Committee hosted a presentation on the evolution of the Office for Information Systems. Dale Flecker (Associate Director for Systems and Planning), Tracey Robinson (Assistant Director for Systems Management) and Charles Husbands (Senior Systems Librarian) spoke to a large audience about the past, present and future of OIS activities. Slides from their presentation are now available from the OIS web site, in the "About OIS" category [http://hul.harvard.edu/ois/services/pubs/presentation/oisevol/ ]. Ì

HOLLIS

HOLLIS performance update

By Charles Husbands

Since the last OIS News update (December 1999) HULPR has returned to a level of performance similar to that enjoyed before the software upgrades of last August and November. The "short on storage" conditions that disrupted operation frequently after mid-November were brought under control by the introduction on 10 January of a "trap" that automatically terminates, with abend code 806H, a task threatening to use an excessive amount of storage. Of the 90,000 or so tasks performed in HULPR on an average day, about 15 are being abended in this way. (For an explanation of the causes of the storage problem and what you can do to avoid having your task abended, refer to a 10 January HULINFO message.)

There are two disadvantages to this tactic as presently implemented. It is crude, and it does not measure the most critical value in choosing the tasks to be canceled. There has been one occasion on which a task that should have been canceled did not meet the criterion for cancellation and the short on storage condition was raised. The good news about that case is that additional system monitoring capabilities have become available that make it possible to identify the offending task and terminate it manually without having to take HULPR down.

OIS plans to continue work on eliminating the causes of excess storage use and on refining the automatic storage evaluation procedure that results in task cancellation. The ideal is to avoid the need to cancel any tasks at all. Ì

 

New circulation participants

To the ranks of Harvard libraries circulating in HOLLIS we can add the names Gordon McKay Library of Engineering and Applied Sciences, Blue Hill Meteorological Observatory Library and the Rubel Asiatic Research Collection (Fine Arts Library). All of these units will commence circulation in HOLLIS during the Spring 2000 semester.

Other participating libraries include:
Andover-Harvard
Cabot Science
Chemistry
Countway
Fine Arts
Gutman
Hilles
Kennedy School of Goverment
Kummel
Lamont
Law
Littauer
Loeb Design
Loeb Music
Physics Research
Tozzer
Widener
Wolbach

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Using McGill TCP3270: block and copy

Users of McGill version 2.5 fondly remember the days when you could successfully block copy multiple MARC fields from one record and paste them into another. McGill version 2.5 respected nulls in the copy/paste process. In version 3.14, a simple block copy and paste of multiple fields does not work because the empty areas at the right-hand ends of fields are treated as blanks instead of nulls. The solution is to use McGill's "paste special" function.

The problem

For example, copying the following block of MARC fields will result in a string of blanks at the end of fields 650/1 and 830/1 because each is shorter than field 650/2.

650/1: 0: |a Music |z United States |x Bibliography.
650/2: 0: |a American Revolution Bicentennial, 1776-1976 |x Bibliography.
830/1: 0: |a I.S.A.M. special publications ; |v no. 1.

When you paste this block into a HOLLIS MARC record, those empty areas are converted to blanks when they should be nulls. The normal process of inserting a field mark at the end of the field does not eliminate the string of blanks to the right. When you press Enter, HOLLIS chokes on those homeless blanks.

A solution

The solution is to not use normal Paste. Use Edit / Paste Special / Block Mode. This causes those empty areas to be treated as nulls. There is no default keyboard equivalent for Paste Special **but** it is a McGill function that can be programmed onto a key, a toolbar button or a macro/quick key.

So the full procedure is

1) Select (block) and copy the MARC fields.

2) Position the cursor where the fields will be inserted (normally on the first blank line below existing fields).

3) Select Edit / Paste Special / Block Mode to paste the fields.

4) Position the cursor at the end of each pasted field and insert a field mark. The field mark indicates the end of a field, allowing HOLLIS to keep these fields separate. Every MARC field ends with a field mark, but in its natural state it is invisible. During the copy process, McGill cannot copy what it cannot "see."

5) Save the record (or use the Same command to redisplay the record without saving).

A note about the Field Mark. It is a function available from McGill, but is not available from the keyboard when the software is first installed. You need to assign it to a key of your choice (Options / Keyboard mapping). If you have questions, contact Julie Wetherill in OIS. Ì

Digital Initiative

LDI Challenge Grant round 4 approaching

Round 4 of the LDI Internal Challenge Grant Program is approaching. The new Call for Proposals will be posted on the LDI web site at http://hul.harvard.edu/ldi/ in mid-February. The submission deadline will be in mid-April. Please contact Wendy Gogel by phone at 495-3724 or by e-mail at Wendy_Gogel@Harvard.edu for information about the program and assistance in preparing proposals. Ì

Licensing guidelines now available

The Harvard University Library Guidelines for Licensing Electronic Resources recently approved by the University Library Council were presented to the Harvard community at an LDI Brownbag session on Thursday January 27th. There are two documents available: an internal document for Harvard librarians who are negotiating licenses independently, and Licensing Guidelines for Vendors intended for distribution to vendors and publishers whose resources are being considered for purchase. The documents are available on the Acquisitions section of the LDI website (http://hul.harvard.edu/ldi/html/acquisitions.html) and on the new and forthcoming Digital Acquisitions website (see related article). Ì

Resource stewardship program gets underway

The LDI Digital Acquisitions program, the Committee On Electronic Reference Services (COERS), and the Committee on Instruction in Library Use (CILU) have cooperated in launching the resource stewardship program first proposed in the spring of 1999. Major HOLLIS Plus resources are now assigned to a "steward" who will monitor content and interface changes, track the effectiveness of the resource, recommend interface and configuration changes, keep abreast of competing products, and assist in renewal and retention decisions. Fifty HOLLIS Plus resources from major providers such as Bell & Howell, Ovid, RLG, ISI, and CIS have been assigned stewards in the first round of the program. Background information and a list of stewards is (or will soon be) available at the forthcoming digital acquisitions website, DigAcq Web (http://hul.harvard.edu/digacq). Ì

DigAcq Web -- a new Digital Acquisitions website

A new internal website for digital acquisitions, DigAcq Web, is (or imminently will be) available to Harvard librarians. DigAcq Web (http://hul.harvard.edu/digacq) brings together in one place a variety of information of interest to librarians involved in acquiring and managing electronic resources, including licensing guidelines, resources under consideration and on trial, stewardship information, HOLLIS Plus usage statistics (coming soon and linked from the OIS website courtesy of the OIS HOLLIS Plus team), a Vendor Information page containing HOLLIS Plus ip addresses, licensing guidelines and a vendor technical questionnaire, and links to related resources. A resource request form, HOLLIS Plus sponsorship form, and additional enhancements will be forthcoming. The site is still under construction, so you should expect to see changes over the next month or two. Input about the developing site is welcome; please send comments and suggestions Ivy Anderson (ivy_anderson@harvard.edu). Ì

Notes & Reminders

Library Portal Project: open meeting

All interested library staff are invited to attend an open meeting on the Library Portal Project -- Friday, March 3 from 2-4 PM in the Lamont Forum Room.

OIS will provide an update on the status of the Library Portal Project. Work is proceeding on several fronts, including a working group for the presentation of Basic Library Information and Searching on the Portal, ULC decisions about which resources should be listed in the Portal and the creation of a series of principles to guide the Portal's design. These principles evolved from work completed by the HOLLIS Plus Next Generation Task Group and will be presented for discussion. Ì

HOLLIS record weeds

It is time for the annual weed of the Books file (BF database in HULPR). By policy, OIS weeds the BF database once a year to insure that it contains only the most recent four years of cataloging data. Our main BF data supplier (Peter Ward) is no longer sending anything published before 1996, and OIS is making preparations to weed out anything in BF with a publishing date (PDT1) before 1996. If you have any objections or concerns about this, please contact Linda Marean as soon as possible. Ì

New on the OIS web site

Recent additions to the OIS web site include

1) an updated glossary of information technology terms. This glossary was originally designed to support HOLLIS II evaluation activities but now has a more general focus.

2) HOLLIS II evaluation documents, including the original functional task lists and evaluation scenarios.

3) Slides from the Evolution of OIS presentation.

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URLs in this issue

Automation committee structure diagram
http://hul.harvard.edu/ois/news/hnl/issues/2000/02/att_commdiagram.pdf

Slides from the Evolution of OIS presentation
http://hul.harvard.edu/ois/services/pubs/presentation/oisevol/

December 1999 OIS News
http://hul.harvard.edu/ois/news/hnl/issues/1999/12/index.html

HOLLIS performance problems -- explanation of the causes
http://hul.harvard.edu/ois/news/hnl/issues/2000/02att_abendcause.html

Library Digital Initiative
http://hul.harvard.edu/ldi/

Digital Acquisitions on LDI web site
http://hul.harvard.edu/ldi/html/acquisitions.html

DigAcq Web
http://hul.harvard.edu/digacq

HOLLIS Plus Next Generation Task Group
http://hul.harvard.edu/cmtes/ulc/hpng/

Glossary of information technology terms
http://hul.harvard.edu/ois/services/pubs/glossary.html

HOLLIS II evaluation documents
http://hul.harvard.edu/ois/projects/hollis2/eval/

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