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NHAIS Notes



NHAIS Notes is a way for the New Hampshire State Library to disseminate information about NHAIS programs and issues. The mission of the New Hampshire Automated Information System (NHAIS) is to promote and improve access to library and information resour



Last Build Date: Tue, 25 Jul 2017 14:42:25 +0000

 



Connectivity problems

Tue, 25 Jul 2017 14:42:00 +0000

Tuesday, July 25, 10:40 a.m.: We've heard from a couple of libraries that couldn't get to the NHU-PAC this morning.  Further investigation showed they couldn't reach any State of New Hampshire sites.  The state's IT people are investigating.



NHU-PAC server maintenance interruptions this week

Tue, 25 Jul 2017 11:53:00 +0000

There will be a brief (less than a minute) interruption of NHU-PAC ILL service at 9 a.m. on Tuesday, July 25.  A general interruption of NHU-PAC service will start at 7:35 a.m. on Thursday, July 27, and last about 10 minutes.



Further database downsizing

Thu, 20 Jul 2017 15:26:00 +0000

Earlier this year more than 300,000 bibliographic records were removed from the NHU-PAC in a weeding of records that were in the database at least 5 years and had no library holdings.  Another reduction of similar size will take place over the summer as holdings from UNH Durham are removed.  This is being done at the request of the folks at UNH, who set up a mechanism for New Hampshire libraries to request materials directly from their catalog years ago but continue to be bothered by e-mail requests from libraries who found something in the NHU-PAC held by UNH.  (See our college ILL page for information about how to set up an account with UNH and other colleges and universities in New Hampshire.)

The UNH Durham holdings in the NHU-PAC haven't been maintained for a dozen years.  No holdings have been added or removed for UNH since 2005 so what's in the NHU-PAC is far from an accurate representation of what the library has.  It's also been many years since UNH Durham participated in the NHAIS ILL program--that's why you've never seen a check box next to the location when selecting a lender string.

There are 541,728 UNH Durham holdings currently in the NHU-PAC.  More than 300,000 of them are unique, leaving many "orphaned" bibliographic records once the holdings are removed.  The holdings and any records without holdings (provided they've been in the NHU-PAC at least 5 years) will be removed from the database this summer.

As with the weeding done earlier this year, this change should help streamline search results and make the NHU-PAC easier to maintain.  Having a smaller database should also save time and money when the NHU-PAC is moved to a new system.

Titles from academic libraries make up a small portion of the ILL materials carried by the State Library vans--about 3 percent during last fall's survey.  Still, we're grateful New Hampshire's institutions of higher learning are willing to make their materials available to other New Hampshire libraries through ILL.  If you have patrons doing scholarly research or just can't find what you're looking for in the NHU-PAC, check OCLC's WorldCat database.  You'll find holdings of UNH Durham and other Granite State colleges and universities listed there; you can then consult our college ILL page to see how to request materials from a particular site.






Brief NHU-PAC searching interruption Wed 7/19 2:30pm

Wed, 19 Jul 2017 17:11:00 +0000

There will be a brief interruption of NHU-PAC keyword searching beginning at 2:30 p.m. on Wednesday, July 19.  This is to correct an indexing issue and will affect the ILL program as well as other parts of the NHU-PAC.  Keyword searching should be restored by 2:35.



No NC Route Today, 7/18/17

Tue, 18 Jul 2017 19:39:00 +0000

Today's NC Route is cancelled.  The stops will be made up later in the week.

The affected libraries are:

Lancaster
Colebrook
White Mountains Community College, Berlin
Berlin
Jackson
North Conway
Conway
Madison
Bartlett
Twin Mountain



NHU-PAC Reviews and Summaries Fixed

Tue, 18 Jul 2017 18:44:00 +0000

Reviews, summaries and book covers have been fixed and can now be seen in the NHU-PAC.



NHU-PAC Reviews and Summaries

Tue, 18 Jul 2017 12:34:00 +0000

We're looking into issues with the NHU-PAC right now with regards to reviews and summaries not being displayed. Book covers are also missing and will be looked into also.



SE Van Delivery Route Truncated Today, 7/10/17

Mon, 10 Jul 2017 12:03:00 +0000


Due to a vehicle issue, the SE route is being shortened today.  If you do not get your delivery today, you will get it on your next scheduled day. 

The libraries not receiving their deliveries today are:

Rochester
Somersworth
Dover
Portsmouth
Rye

Sorry for any inconvenience this may cause.



No NC Van Route Wednesday 7/3

Mon, 03 Jul 2017 13:00:00 +0000

Good Morning,The NC Van Delivery Route is cancelled today, Monday, July 3, 2017.  Heather should be able to make up this route on Wednesday the 5th.  The affected libraries are:PlymouthCamptonThorntonLincolnNorth WoodstockFranconiaSugar HillLisbon Regional High SchoolLisbonBathMonroeDaltonSorry for any inconvenience.~Rebecca~*~*~*~*~*~*~*~*~*~*~*~*~*~Rebecca StockbridgeReference LibrarianNew Hampshire State Library20 Park St. Concord, NH 03301Rebecca.Stockbridge@dcr.nh.gov(603) 271-2239 www.nh.gov/nhsl~*~*~*~*~*~*~*~*~*~*~*~*~*~[...]



No SW van Wed 6/28

Wed, 28 Jun 2017 12:49:00 +0000


Due to unforeseen circumstances, the Southwestern Area (SW) van route is canceled today.

The affected libraries are:
Hanover
Dartmouth College, Hanover
Lebanon
Meriden
River Valley Community College, Claremont
Claremont
Walpole
Westmoreland
Chesterfield
Keene
Rindge
Jaffrey
Peterborough
Wilton

Sorry for any inconvenience.

~*~*~*~*~*~*~*~*~*~*~*~*~*~
Rebecca Stockbridge
Reference Librarian
New Hampshire State Library
20 Park St. Concord, NH 03301
(603) 271-2239 www.nh.gov/nhsl
~*~*~*~*~*~*~*~*~*~*~*~*~*~



NHU-PAC outage Thursday morning 6/29

Fri, 23 Jun 2017 18:51:00 +0000

As part of routine server maintenance, the NHU-PAC is usually offline for about 10 minutes on the last Tuesday morning of the month.  For June, July, and August, however, we're shifting the planned outage to the last Thursday morning of the month.  The NHU-PAC will go offline at 7:35 a.m. on June 29 and should be back in service around 7:45.



No SW van route Monday 6/12

Mon, 12 Jun 2017 15:44:00 +0000

Apologies for the late notice, but there will be no Southwest van deliveries today.  Normal service will resume tomorrow.The libraries affected are:Grantham Lyme Dartmouth College, Hanover Hanover LebanonRiver Valley Community College, Claremont Claremont Walpole Keene Peterborough Greenfield Francestown New Boston GoffstownCharles ShipmanReference Dept.New Hampshire State Library603-271-2144Charles.shipman@dcr.nh.gov[...]



Brief NHU-PAC searching outage Thurs. 6/8 7:35am

Wed, 07 Jun 2017 19:02:00 +0000

There will be a brief interruption of keyword searching in the NHU-PAC starting at 7:35 a.m. on Thursday, June 8.  This is to install updated keyword indexes.  Searching should be restored within 5 minutes.



Database downsizing done

Thu, 01 Jun 2017 13:28:00 +0000

The first-ever large-scale weeding of the NHU-PAC was completed yesterday afternoon.  In the past month more than 300,000 records were removed from the database--records that had been in the database at least 5 years and had no holdings attached.

The last record to be deleted as part of this project was one that was added exactly 5 years ago--May 31, 2012, at 2:06 p.m.--an audio version of Take Me to the River by Will Hobbs:
You'll still find records without holdings in the NHU-PAC but they now make up only 0.6% of the database rather than the 13.6% they did a month ago.  It's common for new records to go into the NHU-PAC without holdings, giving catalogers an opportunity to obtain records as soon as new titles are published.

You may still see a record for something published more than 5 years ago that doesn't have any holdings if that record was added since June 1, 2012.  The weeding was done by date added to the NHU-PAC rather than publication date.  If those records continue to remain without holdings, they'll eventually be removed from the database as the plan is to do similar weeding on a yearly basis now.



MARC Record Request Form back online

Tue, 30 May 2017 15:54:00 +0000

Tuesday, May 30, 11:50 a.m.: The NHU-PAC MARC Record Request Form is once again available for you to submit requests for materials not yet in the NHU-PAC.



Online MARC Record Request Form down

Tue, 30 May 2017 13:25:00 +0000

Tuesday, May 30, 9:20 a.m.: The NHU-PAC MARC Record Request form is not online this morning because of problems with the SurveyMonkey.com site.  We're hoping this will be fixed soon.



Borrowing from NH colleges

Wed, 24 May 2017 12:08:00 +0000

Recently posted on the NHAIS-ILL e-mail list:
There is one listing in Nhupac with a college with no option to borrow, so I thought I’d try an email.  Looking for  England's Years of Danger by Paul Frischauer.
Saint Anselm College is one of several colleges that does not lend through the NHU-PAC (hence no checkbox on the Select Union Lenders page) but allows New Hampshire libraries to log into its own catalog to place ILL requests. Information about which schools have such an arrangement and how to borrow from them can be found on the NHAIS Services webpage about borrowing from New Hampshire colleges.



NC Van Route Shortened 5/23

Tue, 23 May 2017 14:47:00 +0000

Today's NC Van Delivery route is being cut short today.  The affected libraries are:

Jackson
North Conway
Conway
Madison
Bartlett
Twin Mountain

The libraries receiving delivery before Jackson have received their delivery for today.

Sorry for any inconvenience.
 



No NC van Mon 5/22

Mon, 22 May 2017 12:24:00 +0000

The NC Van Delivery Route is cancelled today, Monday, May 22nd, 2017.  The affected libraries are: Plymouth Campton ThorntonLincolnNorth WoodstockFranconiaSugar Hill Lisbon Regional High SchoolLisbon Bath Monroe DaltonSorry for any inconvenience.~Rebecca ~*~*~*~*~*~*~*~*~*~*~*~*~*~Rebecca StockbridgeReference LibrarianNew Hampshire State Library20 Park St. Concord, NH 03301Rebecca.Stockbridge@dcr.nh.gov(603) 271-2239 www.nh.gov/nhsl~*~*~*~*~*~*~*~*~*~*~*~*~*~[Updated 9:40 am to correct list of affected libraries]  [...]



Diplay limitations in the ILL program

Thu, 18 May 2017 15:11:00 +0000

We hope to be working with a new ILL program within a couple of years but for now we have to live with incoming requests that look like this:The only clue that the borrower is looking for an audio version of this title is the mention of an unabridged edition.  But which audio version?  You could look up the OCLC number elsewhere in the NHU-PAC......to find that it's an 8-CD set with a bonus PDF disc being requested.  That puts an extra burden on the lender.  A previous post includes suggestions on how borrowers can help make it clear which edition they're after.  This post is for those curious about why our ILL program doesn't automatically show some important information in its displays.  It has to do with changes to cataloging standards since the ILL program was written.NHAIS Services can and does adjust indexes so your searches will find appropriate information in records both old and new.  What we can't change is the way the ILL program displays records.  Here's a 1999 record as seen in the ILL program:  Here are the key fields from the record displayed above:  010:  $a 89006110 020:  $a 1568000316 (alk. paper) 020:  $a 0452262739 100:  1 $a Santos, Jim. 245:  10 $a Sports illustrated track : $b the field events / $c by Jim Santos and Ken Shannon ; photography by Heinz Kluetmeier. 250:  $a 1st Sports Illustrated Books ed. 260:  $a New York : $b Sports illustrated, $c 1999. 300:  $a 281 p. : $b ill. ; $c 23 cm. 440:  0 $a Sports illustrated winner's circle books650:  0 $a Track and field $v Juvenile literature. 650:  1 $a Track and field. Everything you'd expect shows up in the ILL display except that, where there are multiple ISBNs, the program can only show the first one it finds in a record.  Here's the ILL display of a record cataloged according to today's standards:And here's what the incoming request would look like (with note added by borrower):Although the information labeled as imprint, series title, ISBN, and LCCN is all present in the MARC record (details below), it's no longer in a field or format that the ILL program can handle.  The publication information ("imprint") is now commonly entered in field 264 rather than 260.  The series information is now entered in field 490 (and, in many cases as here, an accompanying 8XX field) rather than field 440.  While the ISBN and LCCN are still stored in the same fields (020 and 010, respectively), both have been lengthened while the ILL program can only display the older 10-digit ISBN and 8-digit LCCN formats. (While there is a 10-digit ISBN in the details below, it's not the first ISBN in the record and thus can't be displayed.)010:  $a 2016041158 020:  $a 9781410495624 $q (hardcover) 020:  $a 1410495620 $q (hardcover) 100:  1 $a Brunstetter, Wanda E., $e author. 245:  14 $a The Hawaiian quilt / $c Wanda E. Brunstetter & Jean Brunstetter. 250:  $a Large print edition. 264:  1 $a Waterville, Maine : $b Thorndike Press, a part of Gale, Cengage Learning, $c 2017. 264:  4 $c ©2016 300:  $a 469 pages (large print) ; $c 23 cm. 490:  1 $a Thorndike Press large print Christian fiction 650:  0 $a Amish $v Fiction. 650:  0 $a Quilts $v Fiction. 650:  0 $a Female friendship $v Fiction. 650:  0 $a Ocean travel $v Fiction. 651:  0 $a Kauai (Hawaii) $v Fiction. 651:  1 $a Hawaii $v Fiction. 830:  0 $a Thorndike Press large print Christian fiction seri[...]



Brief NHU-PAC searching outage Thursday 5/18 7:35am

Wed, 17 May 2017 18:58:00 +0000

There will be a brief interruption of NHU-PAC keyword searching starting at 7:35 a.m. on Thursday, May 18.  This is to allow installation of updated indexes.  Keyword searching should be restored by 7:40 a.m.



Van Delivery News - May 2017

Mon, 15 May 2017 17:45:00 +0000

The NH State Library will be closed on Monday, May 29, 2017 in observance of Memorial Day.  There will be NO VAN DELIVERY on that date.For a complete list of all of the holidays the State Library is closed, please visit http://www.nh.gov/nhsl/services/librarians/van_delivery/instructions.html (the van delivery instructions) and scroll down to "NO Van Service".If for any other reason (e.g. bad weather) van service on a particular route(s) does not operate, libraries will be notified via an e-mail message and this blog. If your library does not receive van service on a particular day, please check your e-mail and this blog before calling the State Library.Please remember to properly label each item which you are sending via the Van Delivery Service. This will help ensure these items make it to the correct destination in a timely manner.If you need a refresher on how items should be marked for the van, please refer to the Van Delivery Service - Instructions, http://www.nh.gov/nhsl/services/librarians/van_delivery/instructions.html, and scroll down to number 3 of the guidelines, "Addressing material to be sent on the van".To print a current van directory list arranged in alphabetical order by library, please use the PDF version which is available at http://www.nh.gov/nhsl/services/librarians/van_delivery/documents/vandirectory.pdfYou will need Adobe Acrobat Reader to view and print this pdf file. If you do not have it installed on your machine, you may down load it for free from http://www.adobe.co.uk/products/acrobat/readstep2.htmlDue to the ever increasing load of materials transported by the New Hampshire State Library van delivery system, our vans can reach maximum capacity before the end of a van route, especially following long weekends and holidays. Our drivers can decline to accept materials if they feel they cannot fit them safely on their van. We are also asking libraries to please be aware of volume during times when there is likely to be a problem. You should prioritize your materials to be picked up, in case some items must be left until the next van pick up. That will allow us to immediately transport the most important items as quickly as possible.If you have any questions you may contact  Diana DeCota at 271-2206.Thank you for your cooperation in this matter.[...]



Getting the right edition through ILL

Thu, 04 May 2017 18:02:00 +0000

Recently the topic of getting the wrong edition (e.g., regular print instead of large print) for an ILL request came up--again--on the NHAIS-ILL list.  Some of the problem can be blamed on human error but much of it can be attributed to the failure of our ILL program to keep up with changes in cataloging standards for MARC bibliographic records.  Some important information on newer records doesn't get displayed, either on the availability screen or the incoming request "pick slip" screen.As noted in other recent postings here, we expect to move the NHU-PAC to a new system in the next two years--but in the meantime we have to work with what we've got.  I'll detail the known shortcomings of the ILL display in a future post but first let's consider what you can do now to get the edition you want.First make sure you've found the correct record corresponding to the edition you're after so your request will go only to the libraries which have told us they have that edition.  The ILL program has an "Enter Advanced Searching Terms" option which allows you to combine two different types of search terms.  Many (but not all) records for large print books have the subject heading Large type books in the record so you can include that as part of your search:That fact that the names of performers and narrators are indexed the same as authors can come in handy when trying to locate an audio or video item:Many users will find it easier to use the searching tools found elsewhere in the NHU-PAC--just open another browser tab while you stay logged into the ILL program.  You'll find many more ways to search the same database--additional indexes; additional ways to combine search terms; limits for format, language, date, and holding location; sorting options; the option to do browse searches instead of just keyword searches; and the option to enclose a specific phrase in quotation marks.If there's an ISBN in the record you've found, highlight and copy the number, click on the browser tab with the ILL program, and paste the ISBN into the search screen there.Although you'll be looking at information from the same NHU-PAC record, it displays differently in the ILL program.  In this example the publisher and ISBN don't show:After you create a request, the Request Summary page allows you to add a borrower note which can reinforce the edition you're after:Another option is the Edit Bibliographic Information button.  This will allow you to fill in the missing information and alter other info (but the ISBN must be in 10-digit format) as you see fit.Changes will appear in the incoming requests pick-slip display seen by lending libraries:Here's what it would look like without the modifications mentioned above:One might think the edition statement contained in the record would be sufficient to get the correct edition but experience shows that's not necessarily so.  In the example above, the lending library had its local call number included with its NHU-PAC holding but many libraries submit their holdings without any call number information.Again, make sure you start by finding the record for the edition you want.  Don't just find any old edition of the title and alter the bibliographic information.  Your request won't be seen by the correct holding libraries if you do that.[...]



Slimming down the database

Thu, 27 Apr 2017 14:55:00 +0000


In 2002, when the NHU-PAC last changed systems (Galaxy to Horizon), there were approximately 1.2 million bibliographic records in the database.  Today there are nearly twice as many: 2.35 million bibliographic records.  7.14 million holdings are attached to those bibliographic records--but not to all of them.  There are more than 320,000 bibliographic records in the NHU-PAC that have no holdings attached.

These "orphaned" records include dozens of manuals on how to use WordStar (a popular word processing program in the 1980s), operas on audiocassettes and LP's, feature films on VHS and Beta videocassettes, and oodles of books for which there is no longer enough demand--or enough shelf space--to remain in the collections of New Hampshire libraries.


For as long as I've been here (19 years) the policy has been to retain bibliographic records in the NHU-PAC even when no libraries hold the titles represented anymore.  The thinking was that a library doing cataloging might need one of those records someday--perhaps because an older book was donated to the collection or because a library was working on retrospective conversion ("recon") of its catalog.  We'd already paid for the records and added them to the NHU-PAC so why not leave them there just in case?

Interlibrary loan librarians can answer that: because those records without holdings clutter up search results and give false hope that certain titles can be found within New Hampshire.  There are other arguments in favor of deleting the orphaned records.  I get a daily report from OCLC about updated records and I've noticed in recent months that I'm spending quite a bit of time improving older records that no longer have any NHU-PAC holdings.  And, if things go as expected, in the next two years we'll be migrating the NHU-PAC to a new system.  Having a smaller database should save money and effort when that transition happens.

All of which leads to this: in the next few months NHAIS Services will be removing from the NHU-PAC those bibliographic records that have been in the database at least 5 years and have no holdings.  The plan is to do this procedure annually.

But what if your library wants to add Mastering WordStar on the IBM PC to its collection after we've removed the record from the NHU-PAC?  Just send NHAIS Services the information as you normally would--either in a file of MARC records sent as an e-mail attachment or via the online NHU-PAC MARC Record Request Form--and we'll add the record, with your holding, back to the NHU-PAC.



Brief NHU-PAC outage Tue. 4/25 7:35am

Mon, 24 Apr 2017 12:01:00 +0000

The NHU-PAC will be offline for approximately 10 minutes starting at 7:35 a.m. on Tuesday, April 25.  This outage is for routine server maintenance done on the last Tuesday of the month.  Also expect a brief (less than a minute) interruption of NHU-PAC ILL service around 9 a.m.