This document summarizes how the University of Miami Libraries connected various discovery and management systems to enhance access to their special collections. It discusses how they implemented Aeon software to manage special collection requests online. This streamlined the request process and allowed patrons to search the catalog, finding aids, and digital collections to discover and request items. It also describes how they integrated Aeon with systems like Archon, CONTENTdm, Summon, and Omeka to auto-populate request forms. This improved the discoverability of hidden collections and increased usage of their special collections.

1. 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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2. 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]

3. Special Collections at UM
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4. Challenge: Manage & Expose
Special Collections
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5. Old Manual Request Forms
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6. 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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7. Connections between Discovery and Management
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CONTENTdm
Library Catalog
Content has been ingested into Summon unified index

8. CONTENTdm
Library Catalog
Digital
Exhibition
More Connections

9. Special Collections Request Mgmt
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10. 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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11. User Track Requests
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12. Staff View for All Requests
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13. Reproduction Request
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14. Request Moves to Awaiting Order Processing Queue
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15. Generating the Billing Invoice and Email
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16. In Photoduplication: Deliver Item
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17. Researcher View/Download Items from Aeon Account
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18. Connection with OPAC
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19. The request form is Auto-populated
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20. Aeon Customization Manager OpenURL Mapping: Backend Configurations
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21. Enhancement: Catalog Search Addon
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Enhancement: Catalog
Search Addon

22. Catalog Search Result is Ready for Import
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23. More information imported to the Request
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24. 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

25. Aeon “Request” Button was Available on Archon
Archon
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26. Auto-populated Finding Aids Request Form
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27. Hacked “Research Cart”
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28. Researchers Review/Submit Requested Items in the Cart
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29. Requests are Submitted Automatically
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30. Researcher can edit each request
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31. Aeon Request Options on the CONTENTdm Site
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32. Auto-populated Digital Collection Request Form
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33. 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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34. Omeka Requests
LITA 2012 34

35. 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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36. 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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37. 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

38. 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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39. CIL 2014 39
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

41. 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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42. Questions?
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Cheryl Gowing: cgowing@miami.edu
Hong Ma: hma2@luc.edu