Among Harvard's Libraries: A new software interface for cataloging in Widener Library

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Citation Hays, William. 1997. Among Harvard's Libraries: A new software interface for cataloging in Widener Library. Harvard Library Bulletin 7 (4), Winter 1996: 15-19.

Citable link http://nrs.harvard.edu/urn-3:HUL.InstRepos:42665569

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A NEW SOFTWARE INTERFACE FOR starting to be issued for Windows, the new CATALOGING IN WIDENER LIBRARY standard for PC operating systems. Though in general there was backward compatibili- William Hays ty for DOS programs within the Windows environment, a mismatch in communica- wo years ago in these pages, Kenneth tions protocols prevented us from integrat- T Carpenter' and Michael Kaplan' ing the new Windows software with the described the ten-year history of the older DOS applications. Additionally, some automation of cataloging in Widener of the motivating features of Windows such Library. Over that time, work with the as multitasking and the interoperability of on-line catalog shifted from mainframe true Windows applications did not apply to terminals to personal computers, the DOS programs. The very advancements in process of cataloging books became much technology that allowed us to make gains more efficient, the accuracy of data entry prevented us from moving forward into a increased, and productivity increased dra- total Windows environment. matically. What had been repetitive, mun- dane tasks at a computer terminal became, FINDING THE RIGHT SoFTW ARE on the PC, part of an automated batch A search was undertaken to find a suit- process or were transformed by the use of able Windows terminal emulation package macros, editable or recordable sequences that would support a connection to of commands attached to compound key- HULPR and permit us to use macros in strokes. With the introduction of addi- the Windows environment. Technical ser- tional desktop software for cataloging and vice departments in libraries are a very nar- connecting to databases other than HOL- row market, and few applications have LIS, PCs became "technical services been written specifically for working with workstations," realizing the promise of library systems. In fact, only one Windows having a computer on every desk in the terminal emulation product, TCP3270 Department of Cataloging Services. from McGill University, was being used Michael Kaplan, Team Leader of the for NOTIS-type library systems on IBM Database Management Team and mainframes such as HOLLIS, and two Coordinator of OCLC and RLIN years ago, its then-current version con- Operations for Harvard College Library, is tained only a very limited macro facility, principally responsible for having led the one that could not duplicate our capabili- department in this area, and he sustains an ties under DOS. A new version, originally international reputation for his work. 3 due out in the fall of I 994, did not become Cataloging productivity reached its available until January of 1996. Our hopes highest level in 1995. Moreover, since the were pinned to this software, but initial data entry component of cataloging had tests showed that it was not stable. After six been reduced, repetitive strain injuries months of testing new sub-releases and try- were rarely reported. Yet at the same time, ing to retrofit the older but stable version the department was in a precarious situa- with back-door client applications to pro- tion with regard to its desktop software. At vide macro capability, we were left with the center was Cornell Telnet, an outdated nothing. A brief attempt to adapt OCLC's DOS terminal emulation program used to new Passport for Windows for connecting connect to HULPR, the technical services to HULPR also proved untenable. module of HOLLIS. Most of the critical, An alternative course was to search for a time-saving pieces were implemented with generic IBM terminal emulation package share-ware programs such as the macro that could be adapted for working with development program NewKey or local HULPR, including the specialized ALA developments also in the DOS environ- character set. Rodney Goins, head of ment. Many secondary pieces of cataloging Automation Services for Harvard College software, such as the Cataloger's Desktop Library, suggested WRQ, a Seattle-based from the Library of Congress, were just company that specialized in terminal

r Kenneth Carpenter, "Cataloging Books in Widener," Haward Services Department," Haward Library Bulletin, n.s., 6 (Spring Library Bulletin, n.s., 6 (Spring 1995) : J-8. 1995): 8-12. 2 Michael Kaplan, "From Worksheet to Workstation: Technical 3 Michael Kaplan, ed., PlanninJ?and Implementini Technical Sen;ices Services Workstations in Harvard College Library's Cataloging VVorkstations(Chicago : American Library Association, 1997). 16 HARVARD LIBRARY BULLETIN

emulation software used primarily in the which often failed when the response time corporate setting. On I July 1996, I con- of HOLLIS was longer than expected. sulted their website and found the product Reflection is always successful and always that was to change markedly the way in as fast as HOLLIS. which the department staff catalogs books. Another feature in Reflection script WRQ sent me an evaluation copy of programs derives from having a full- Reflection for IBM, and within two weeks fledged programming environment with the basic problem of connecting to text handling capabilities. Previously, HOLLIS and HULPR on the mainframe selecting a field for copying from a biblio- and displaying the data properly was graphic record required the user to metic- solved. I knew we had a winner. ulously identify the beginning and ending On first evaluating Reflection, it was of the field. Although HOLLIS stores and clear that it had many features that would transmits data fields as separate units, the enable the development of new cataloging display program did not usually separate capabilities. Foremost, it contains its own them except by placing them on separate scripting language, Reflection Basic, that is lines. With Reflection it is possible to very similar to Visual Basic, the Windows select or identify an entire field by clicking development platform and language for just once anywhere on the field. writing graphical user interface applica- Aside from the benefits from local pro- tions. With Reflection Basic it would be gramming, Reflection's own application possible to move beyond the simple macros interface lets staff customize their own of Newkey into a much more powerful HULPR sessions and allows them, not the programming environment. One com- developer, to configure the program to run pelling feature is the ability to send com- a script program from a keystroke, a mouse mands in a script program just when the click on a button, or a pop-up menu item. mainframe is able to process them. As all As a policy, it is important for the depart- users of HOLLIS know, the average ment to work with the individual staff response time is almost instantaneous, but member to find a comfort zone where occasionally it is noticeably lengthy. Other potential ergonomic injuries are avoided. applications with macro capabilities such as Reflection allows a much wider range of NewKey or TCP3270 required specifying variation for adapting the workstation to an amount of time for the macro to pause, the user than we have had before.

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PROJECT PRELIMINARIES 1.e. data fields on a bibliographic record, Having identified Reflection as a good are unique to that record. Most headings potential solution to the department's soft- are given in "authorized form" and are ware problems was only a beginning. To taken from some other source. Therefore, implement a software change for the sev- much of a cataloger's work involves con- enty-member department had implications sulting other records in HOLLIS or other for all technical services throughout databases while centered around a "record Harvard College Library. Administrative in progress." There needed to be a way to and systems units would also have to be move around the database between related involved. HCL Automation would have to records without keying possibly lengthy support the implementation of the software search strings. Optimally, there should be a on a local server, with access through the way to search every heading by just point- local area network. The Office for ing to it. Also, the type of search, such as Information Systems (OIS), which tradi- "author" or "title," should be determined tionally prescribed and developed the soft- by the type of heading, yet allow the cata- ware to be used for connecting to HOLLIS loger to easily change any parameters as and HULPR, would have to verify the needed. Similarly, when a heading is iden- accuracy of the data transmission. And tified for copying to the record being cre- though funds to purchase licenses for ated, the script program should allow only Reflection were available through the valid fields to be added. Programming with bequest of Bartol Brinkler, a distinguished Reflection made this kind of sophistication former member of the department, admin- possible since the rules of cataloging could istrative approval would be required. be incorporated into a script program to Jane Ouderkirk, head of the Cataloging structure the interface. The particular solu- Services Department in Widener Library, provid- ed encouragement and .Includes the administrative support Pagination:

Though the Reflection programming lan- French/Italian teams was spread through- guage does not provide the full gamut of out December and January. Later on, I Windows capabilities, it does provide worked with other teams that required spe- enough features that choices in a Windows cialized Reflection scripts. dialog box can be optimized for the most Working with Michael Kaplan of the likely case depending on the context. Database Management Team in February Figure 2 shows the dialog box for adding and March provided an opportunity to bibliographic reference or index notes demonstrate the power of Reflection pro- where the default action of selecting "OK" gramming to perform database cleanup will add the standard note "Includes biblio- operations. One of these projects was to graphical references." to a record. The next examine 90,000 records that had potential most likely scenario would be to add pagi- duplicates in HOLLIS that had not been nation. Typing the appropriate page num- resolved in the recently completed bers will add them to the pagination box RECON project. Over the course of a few without having to locate the data entry weeks, the program merged 65,000 records position. For example, typing "87-92" fol- that met criteria not specified in RECON. lowed by the Enter key will add the note This saved an estimated eight months time "Includes bibliographical references (p. 87- for a full-time staff member to manually 92)." Since the new interface consisted of make the same changes. add-on windows rather than a complete In March and April, Reflection was to reformulation of the main screen, editing be set up in the Area Studies Department directly into the terminal screen emulator is in Widener. In working with Michael still possible, even fundamental. Neverthe- Hopper of the Middle Eastern Division and less, most catalogers are using the program Elizabeth Vernon of the Judaica Division, scripts with dialog boxes and find that their it became clear that their specialized needs work is expedited by them. were greater than could be provided for Many features in the new Reflection them. In particular, the Area Studies interface are invisible to the user. Especially Department had responsibility for acquisi- during the local processing, the record is tions processing in addition to cataloging. checked for errors and inconsistencies, and Macro writing under the old system was the cataloger is notified only when there is something that many people in the depart- a problem. Scripts ask the cataloger only for ment had learned. For the most part it con- relevant input because it is able to scan the sisted of writing or recording a sequence of record to determine what is needed. keystrokes including literal commands and required no special training. If a macro IMPLEMENTATION-FALL/WINTER1996-1997 needed to be customized for a particular On 9 September 1996, a meeting was individual or task, it was usually something held with representatives from the Harvard the user could solve. In contrast, the new College Library Administration, HCL Reflection script programs are uniform, Automation, the Widener Library Cat- imposed from above, and not customizable aloging Services Department, OIS, and by users. They have the benefit of ensuring WRQ that eventually led to a licensing uniformity of practice, but they cannot agreement to purchase 107 copies of the adapt to unforeseen needs. To write a software to be distributed over the local script program with Reflection Basic area network. In this initial round of imple- demands programming skills, and any mentation, Reflection was to be made developed software, even if it fell into the available only to Cataloging Services and modest category of "macro," would the Judaica, Middle Eastern, and Slavic require dedicated support for local software Divisions. Development of the new cata- development, something Widener had loging interface continued from September never done before. Rather than add an through January with extensive collabora- insupportable burden to the centralized tion with some of the original monograph development process, I wrote a program catalogers in the department, especially called Reflection Personal Macros (RPM) Daryl Boone (English Team) and Judy that allowed staff who were not program- Amory (German/Scandinavian Team). mers to write their own macros in much Implementation for original catalogers on the same way that they had done with the German/Scandinavian, English, and NewKey. The program included a script- SoftwareInteiface for Cataloging 19 ing language, an editing environment, and those team members, original cataloging a means of converting a macro to a productivity has increased IO. 7 percent, Reflection Basic Script for easy distribution comparing the period January to May, among the staff. The Judaica Division has I 996 to the same period in I 997. used RPM extensively to create macros for Moreover, the increase occurred in the first their local operations. few months after the introduction of the For the Serials Cataloging T earn, the new interface, and this increase is on top of introduction of Reflection means a critical the highest levels of productivity to date. change in workflow. Cataloging for No measurements are available to assess CONSER, the national program for coop- improvements in accuracy but, given the erative serials cataloging, had been primar- automation of data entry from authorita- ily performed using OCLC, the national tive sources and the simplification of the bibliographic database with its own soft- copying procedure, many of the sources of ware. Often the same record had to be possible errors in data entry have been manually entered into both HOLLIS and eliminated. Individuals claim a variety of OCLC. Reflection scripts now provide the benefits, particularly that less time is spent ability to convert and move records from on the mechanics of data entry and that HULPR to OCLC directly on the PC, more time is devoted to the intellectual which lets the CONSER cataloger work aspects of cataloging. More verification and almost exclusively in HULPR, the pre- authority work takes place because it is eas- ferred environment. ier to do than before or it takes place auto- matically, with the cataloger alerted only in EVALUATION the event of a discrepancy. As Kathleen All of the original monograph catalogers Hunter Rutter, team leader of the on the English, French/Italian, and French/Italian Team noted, "the quality of German/Scandinavian teams have been original cataloging has increased even more using Reflection since January 1997. For than the quantity."