ConnectingSystems to Enhance Discoverability

Connecting Systems to Enhance the Discoverability of Hidden

Collections

Cheryl Gowing Dir., Information Mgmt & Systems

Hong Ma Former Information Systems Librarian Head of Systems, Loyola University Chicago

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University of Miami Libraries○ Main (Richter),

Architecture, Business, Marine, & Music Libraries; Off-Site Storage• Separate Law & Medical

Libraries

○ 3+ million volumes○ 110 digital collections

w/1,064,732 objects○ 140 staff [35 Librarians]

Special Collections at UM

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Challenge: Manage & Expose Special Collections

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Old Manual Request Forms

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Solutions

o Aeon

o Archon

o CONTENTdm

o Summon

o Special Collections Request Management Software

o EAD Finding Aid Repository

o OCLC’s Digital Collection Management Software

o Serial Solutions Web-scale Discovery Service

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Connections between Discovery and Management

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CONTENTdm

Library Catalog

Content has been ingested into Summon unified index

CONTENTdm

Library Catalog

Digital Exhibition

More Connections

Special Collections Request Mgmt

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AEON: special collections request software○ Developed by Atlas Systems, Inc which also developed ILLiad.

○ It offers a web based interface for researchers to request rare books, manuscripts and archives online as well as desktop client for staff to manage these requests.

○ Aeon implementation and integration with other tools makes patrons’ lives easier and makes the management of daily procedures and compilation of usage statistics more streamlined.

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User Track Requests

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Staff View for All Requests

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Reproduction Request

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Request Moves to Awaiting Order Processing Queue

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Generating the Billing Invoice and Email

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In Photoduplication: Deliver Item

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Researcher View/Download Items from Aeon Account

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Connection with OPAC

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The request form is Auto-populated

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Aeon Customization Manager OpenURL Mapping: Backend Configurations

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Enhancement: Catalog Search Addon

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Enhancement: Catalog Search Addon

Catalog Search Result is Ready for Import

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More information imported to the Request

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Archon for Archival Finding Aids○ Open source

platform developed by U of Illinois

○ Migrating to ArchivesSpace – merging Archivist Toolkit and Archon

Archon slides by Kyle Rimkus, with thanks to Beatrice Skokan, Chris Prom, and Scott Schwartz

Aeon “Request” Button was Available on Archon Archon

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Auto-populated Finding Aids Request Form

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Hacked “Research Cart”

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Researchers Review/Submit Requested Items in the Cart

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Requests are Submitted Automatically

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Researcher can edit each request

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Aeon Request Options on the CONTENTdm Site

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Auto-populated Digital Collection Request Form

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Omeka Digital Exhibits Request

○ Omeka – open source CMS, typically used to present digital exhibits

○ Aeon integration allows for requests of physical items and/or reproductions of the digital images

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Omeka Requests

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Summon: Web-scale Discovery Tool○ Developed by ProQuest: One search to a single unified index.○ Summon content scope:

• Library Catalog Records• Digital Collections• Finding Aids• Full-text articles & E-books• Newspaper articles, dissertations, institutional repositories, image

collections, etc.

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Summon at UM

○ We implemented Summon in 2010○ Incorporate library catalog records, digital collections from

CONTENTdm and in the process to ingest Finding Aids records.○ Faculty and Students no longer need to determine where to start their

search.○ Now user can go to unified single search interface to discovery

special collection items and make request in the context of needs.

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Impact○ UM Special Collections department keep track of collection

usages and analyze/identify Most Used collections

UM Special Collections Dept. received NHRC grant ($153,809) for reprocessing Pan American World Airways Collection.

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thanks to Athena Jackson , Special Collections Librarian who provided the information

Applied technologies

○ OpenURL○ Z39.50 ○ PHP and JavaScript○ Lua: A lightweight embeddable scripting

language. (Used by Atlas for catalog add-on)

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request['ItemTitle'] = $('#metadata_title').text().trim(); request['ItemDate'] = $('#metadata_date').text().trim(); request['Notes'] = $('#metadata_note').text().trim(); request['ItemVolume'] = $('#metadata_contai').text().trim();

}

var baseUrl = 'http://aeon.library.miami.edu/aeon/aeon.dll';

function createRequest(requestType) { var request = {};

if (view && view === 'singleitem') {

Sample Code: Create Request

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function sendToAeon(request) { var url = baseUrl; if (request['RequestType'] === 'Loan') { if (loanUseDefaultForms) { url = url + '?Action=10&Form=21' } else { url = url + '?Action=10&Form=20&Value=' + loanGenericRequestForm; } } else { if (copyUseDefaultForms) { url = url + '?Action=10&Form=23'; } else { url = url + '?Action=10&Form=20&Value=' + copyGenericRequestForm; } }

Sample Code: Send Request to Aeon

Extended Use of Aeon ○ Keep track of special collection items for Cataloging process.

• Aeon client allows you to build relationships between user accounts.

• Researcher account - proxy account ---- “Cataloger” / “Cataloging department account”

• Customized queue can be set up for Cataloging department○ Keep track of special collection items for digitization and

preservation process. ○ Set up ILL queue for all requests coming from ILL requests.○ Set up Off-campus Storage queue for requests from SC units○ Adding more sites into use of Aeon.

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Questions?

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Cheryl Gowing: cgowing@miami.eduHong Ma: hma2@luc.edu