I. System Requirements

• 80486 or higher recommended

• Windows 95 or higher

• 8MB RAM minimum

• 16MB hard disk space

• ISO 9660, 680MB capacity CD-ROM drive

• Color video VGA monitor

II. Installing the JHCU Utility Program

The JHCU installation requires installation in a directory called \jhcu

To install the JHCU:

1. Insert your WilsonDisc for Windows CD-ROM

2. Click Start on the Windows Taskbar and then click run

3. In the Run dialog box type d:\run, where d: stands for your CD-ROM Drive and click OK

   The installation program starts.

4. Select JHCU

5. Follow the instructions on the screen to complete the installation

6. Confirm the program folder to which the application will be installed. We recommend using the installation default: c:\JHCU

Note: c:\JHCU

Note: The Journal Holdings file can only be generated on a Windows 95 or higher workstation (Windows 95, 98, NT). Holdings messages can be viewed on any WilsonDisc for Windows workstation. If you would like to generate a Journal Holdings file on a Window 3.1 workstation, please call Technical Support at 888-648-9474 or by email at: techmail@hwwilson.com.

III. Creating a MARC Input File

If you can obtain a file of your serials holdings in MARC format, for example, by extracting the file from your OPAC, the JHCU utility allows you the flexibility to designate the fields from which the required information should be mapped. Holdings information may be mapped from fields embedded in the bibliographic record, or may be mapped from fields within separate holdings records continuous with the main bibliographic record and linked to it through the 004 tag in the holdings record.

JHCU provides default templates based on MARC standards in common usage for ISSN and Title information. You may change these values if necessary. You may then designate up to 5 MARC fields and subfields from which holdings message information will be mapped. For message information, you need to choose textual fields containing information such as summary holdings information, location information, call number, etc. Or you may designate default message text within the JHCU interface to display with some or all of your journal titles.

JHCU provides a variety of options for MARC format files:

• Choose either MARC or OCLC Serials Union List format and use the default settings

• Choose either MARC or OCLC Serials Union List format and change some or all of the default settings

• Define a new MARC format definition

The JHCU converts the MARC input file to ASCII format and converts the ASCII format to the Wilson holdings format. In order to be processed by JHCU, the MARC records in your file must conform strictly to MARC standards. Accurate information in the header regarding length bytes is of particular importance. The Library of Congress makes available tools which may help you analyze any problems you experience when attempting to process the file using JHCU. The following website offers information on these tools (MARCMakr and MARCBreakr): http://lcweb.loc.gov/marc/marcutil.html

IV. Creating an ASCII Input File

You may also use an ASCII delimited text file of your serials holdings as input to JHCU. For ASCII format input files, each record in the file should contain an ISSN, journal title, and holdings message text with a delimiter between each.

In creating the ASCII file, you must observe the following rules:

1. ISSN number must be input in the following format: NNNN-NNNX. That is, it must be a string which consists of 4 numeric characters followed by a hyphen followed by 4 more characters, the first 3 of which must be numeric. The final character may be any numeric character or an <X>. JHCU will insert a hyphen following the fourth character in the string if it's not present in the data.

2. The journal title in your input file should be the standard title for that journal. The input from this field is limited to 80 or fewer characters. Data in excess of 80 characters in the title field will be truncated by JHCU.

3. The holdings message can be either a text message, or, in a WilsonDisc for Windows 4.0 environment, may incorporate a hotlink. The message itself may be of unlimited length. You may embed a URL within the holdings message to enable linking from the Wilson record to the corresponding web address.
    
   You can incorporate links to web sites as a part of your JHCU messages by embedding URLs in your holdings messages and/or your default messages. Multiple links may be embedded into a single holdings message.
    
   To include URLs in your message, you must specify an HTML hotlink using the following syntax:
    
   <A HREF="URL goes here>this text is highlighted and can be clicked on</A>
    
   For example, to display the holdings message: "This journal can be viewed online at the Online Library." where Online Library is the hotlink prompt, you would input this text in the holdings file as follows:
    
   This journal can be viewed online at the <A HREF="http://www.libraryname.org>Online Library</A>
    
   Be certain that you enter only a single space between the <A and HREF. The HTML markup is case sensitive - you must enter <A HREF in upper case. You must include the double quotes at the beginning of the URL, BUT DO NOT include double quotes at the end. Also, do not nest the references; use one <A HREF="URL>link text</A> at a time.

4. Delimiters are required to separate each field. Each record must contain 2 delimiters. The delimiter must clearly mark the end of one field and the beginning of the next. You can use any character as a delimiter, though a <tab> is recommended.

5. You must use a standard line-feed character between each record. It is possible to create valid records which do not contain an ISSN or which do not contain a journal title (the record must contain one or the other). In these cases, you MUST include the delimiter to mark the place of the field for which there is no data (i.e. each record must contain 2 delimiters even if there is not data present in each of the expected fields).

A message will be written to the log file to identify records which contain no ISSN or no title. You may also have records in your input file which contain no message text.

You may be able to extract an ASCII file in the appropriate format from your OPAC. Alternatively, an ASCII or text (.txt) file can be created by a variety of word processors, text editors, spreadsheet applications, etc. When you save the file, be sure that you are saving a plain text file. For example, with Microsoft Word or Microsoft Excel select "Text Only" (*.txt) or "Text (Tab Delimited) (*.txt)", respectively.

A tab-delimited input file might look like the following:

0001-4079Bulletin of the Academy of National Medicine This title available in
the University Medical Library.
1058-4838Clinical Infectious Diseases This title is available in the University
Medical Library.

If you want various segments of your message to display on separate lines within the Wilson record, you can specify line feeds in the holdings message by entering <\n> at the end of the line to designate a desired linefeed; for example:

0001-4079Bulletin of the Academy of National Medicine.This title is available in the University Medical Library. The past ten years are on microfiche. Speak to a librarian for assistance.

This message will display in the Wilson record as:

This title is available in the University Medical Library.
The past ten years are on microfiche. Speak to a librarian for assistance.

V. Starting the JHCU

To Start the JHCU:

1. From the Taskbar Start Menu, select Programs—Journal Holdings Conversion Utility.

2. Select the Journal Holdings Conversion Utility icon.
    
   Or
    

3. Using Explorer, go to the directory where JHCU is installed and double-click on the JHCU.EXE.

4. Click on the appropriate tab:
   Convert MARC to ASCII
    
   Or
    
   Convert ASCII to Wilson-Holdings

Convert MARC to ASCII

Converting a MARC file requires two steps:

1. Convert MARC to ASCII

2. Convert ASCII to Wilson-Holdings

Note: If you create and save new MARC format definitions, the only way to delete them is to discard the file "holdings.dat" from the JHCU directory. The formats will revert to their defaults.

Convert ASCII to Wilson-Holdings

YOU ARE HERE

To check the log file for any errors, go to the splha.log or splha file:

1. Make any correction necessary before proceedings

2. Re-do conversion with the corrected ASCII file

VI. Using Default Holdings Messages

Default messages can be created in either the Journal Holdings Conversion Utility or in the holdout.cfg file (Section VIII). There are two main categories of default messages—those which are specified for display with journals which are in the library’s collection; and those which are specified for display when the journal is not held or when some other condition precludes the identification of an appropriate message.

For journals which are in the library’s collection, default messages can be designated to display instead of journal-specific messages for some or all of the journals in the library’s collection. You may also designate a default "introductory" message, which will display preceding each journal-specific message.

A hotlink may be incorporated into your default message text and/or your proceeding default message.

Note: If you want to use the default function, do not check the Concatenate Message for duplicate ISSN numbers. JHCU will use the first Journal Holdings Message.

VII. Introductory Text to Precede Body of Message

You can create a message that will appear automatically as a default introductory message preceding each of the journal-specific holdings messages included in your holdings file. The default introductory text displays only when the software finds a match between the Wilson bibliographic record and a record in your holdings file.

In writing your introductory message, do not include the double quote ["] character anywhere in the message. A single quote [‘] may be used instead.

Please note that you must leave a space after the preceding text; the combined total length of both types of default message text for journals held in the library’s collection as entered into the JHCU interface may not exceed 900 characters.

VIII. Using the holdout.cfg File to Create Default Messages

You may also enter default introductory text directly into the holdout.cfg file. Default introductory text entered into the holdout.cfg file is saved and re-used each time JHCU is run. If you specify default introductory messages in the holdout.cfg file, you do not need to specify them using the JHCU interface. However, if you do specify default introductory messages using the interface, they will override any default messages in the holdout.cfg file for that particular JHCU conversion session.

If you are using the holdout.cfg file to enter the text of the introductory or default messages described above, do so as follows:

The holdout.cfg file allows for four lines of entry, in any order, the text of which must be preceded by one of the following indicators: I:, D:, B:, or H:. NOTE: the B and H indicators are used ONLY by the Unix version of JHCU. Customers running the JHCU utility on a Windows platform must enter MARC tag information in the Windows interface.

I: enter text for introductory message to precede body of holdings message following this tag

D: enter text for default message for journals in library's collection here following this tag

B: identify MARC bibliographic record tags to be mapped to the ISSN and title fields of the Wilson holdings file. NOTE: used only by JHCU/Unix

H: identify MARC record tags to be mapped from the MARC record to the message field of the Wilson holdings file. Note: used only by JHCU/Unix

The I/D/B/H: tag should always be present; the rest of the line may be blank.

Example:

I: This material is located at the following location:

D: Refer to printed list of serials holdings located at the Reference Desk

B: 22,245

H: 852/abhlt,866/az*

New lines are not allowed on any of the four lines, but internal </n>'s are OK.

The entire length of all information entered into the holdout.cfg file may not exceed 1000 characters. In writing your introductory message, do not include the double quote <"> character anywhere in the message. A single quote <'> may be used instead.

IX. Default Messages When There is No Match in Library's Journal Holdings File

You may choose to display default messages when there is no match between the ISSN (or title) in the Wilson bibliographic record and the records in your holdings file. There are several reasons why this situation may occur. The most obvious one is the case where the library does not own the journal cited in the Wilson record. However, other situations, as outlined below, may also result in no match.

You can activate and edit some or all of these default messages in the ERL server v.4.0, within the coretags.cfg file; or, for stand-alone systems, in the .ini file of v.4.0 WinSPIRS (when it is available). The coretags.cfg file is located at: sproot/dbase/coretags.cfg.

Note: These messages may seem to display erroneously; for example in cases where there is a discrepancy between the ISSN in the Wilson bibliographic record and the ISSN as converted from your serials file or when there is no ISSN in the Wilson record. See the section on the using the Fixup File to address some of these situations.

The specific circumstances for which you may choose to utilize default messages are as follows:

!50 Holdings files missing or incomplete

!51 This database contains no valid holdings keys (i.e. there is no field containing ISSN number or title in this database)

!52 Holdings for this database family disabled (i.e. the database family has been disabled in your configuration settings)

!53 No holdings key field in record (i.e. the displayed record does not contain an ISSN or title field)

!54 No holdings key found in fields (i.e. the record contains an ISSN or a title field, but there is no usable data in the field)

!55 The holdings key in this record is invalid (i.e. the ISSN number doesn't conform to the required format NNNN-NNNX)

!56 Holdings index file corrupt - rebuild

!57 No holdings information for this record (not held) (i.e. there is no ISSN number and no title in the Wilson holdings file which your library generated which corresponds to the ISSN number or title in the Wilson record being displayed) .

For each circumstance that you want a default message to display, you need to activate the message by removing the semi-colon (;) at the beginning of the desired line. Otherwise, no message at all will display for the corresponding situation. You may also, if desired, edit the text associated with each condition, rather than using the default text as displayed.

With the exception of !57, you may want to activate the other messages only for diagnostic purposes.