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Talis Aspire and University 
of Portsmouth: 
An ‘Aspire-ational’ 
journey into digitisation? 
Annushka Donin MA MCLIP
University of Portsmouth Library 
Stop dreaming about your future – start living it.
Beginnings 
 This is David our Map librarian. He used to deal with any 
digitisation requests which lecturers emailed to him and 
checked those sent to our Distance Learning Team.
What we used to do: 
 Very ad hoc. 
 Often had to chase for more information. 
 No workable database to store details of what 
we had already scanned. Relied on memory. 
 Had to check each request which came via 
email, phone or in person using the CLA title 
search. I still use this as a back up when I 
disagree with the “computer says no” issue. 
No! 
What do you 
mean no?! 
Let’s just see 
about that!
What made us choose TADC? 
 We were looking for a way to improve accessibility 
to resources for students. 
 We had been using Aspire Reading List software for 
a number of years. 
 The only thing the library is criticised for on the NSS is 
not having enough books. 
 Motivation for lecturers. 
 We have enormous take up of eBooks and journals 
by students. 
 Trial started June 2013.
Me 
 I started in this post in April 2013. 
 Official title is Assistant Librarian (Accessibility) 
 Responsible for: 
 Implementation and operational management of the 
library’s new scanning service 
 Supporting students with additional needs to access 
the resources they need, including obtaining 
alternative formats 
 Assisting with the running of the Map Library and it’s 
Large Format Scanning Services.
The many-hats juggling act! 
But it’s good, and keeps me busy, especially as I work part-time.
Workflows using TADC: 
 As you will see sometimes hardly any interaction is 
required. 
 Under option 2, where we don’t have an item in 
stock, we identified an area that really needed 
streamlining – and the new BL ordering service 
through TADC will cut out most of this workflow.
Receive request via email 
Does req. include 
unit details? 
Yes 
Lecturer / 
Reading list 
manager 
Others 
Scanning service 
Go to Reading list 
Raise request via 
email 
Yes 
Full & correct 
metadata? 
No 
Is item on 
RL? 
Search for item on catalogue 
Add/correct 
metadata 
No 
Yes No 
No 
Yes 
Is item in catalogue? 
Locate and use ‘Add to 
bookmark’ tool 
Return to RL and add item in 
correct position 
Click ‘Request digitisation’ 
link 
Return to RL & create 
manual bookmark 
Add item in correct position 
Send email with unit 
details 
Send email request for 
full details 
Does unit have 
reading list? 
Yes 
If long reading list forward to 
FL/AFL to create. 
FL/AFL requests digitisations 
once RL completed 
No
Receive request via TADC 
Copy to be 
uploaded 
Serials 
coverage 
undetermined 
Is item on 
our catalogue? 
No 
Create BL electronic 
copyright cleared 
request via 
LinkedSource or our 
internal form. 
Place slip in book at start 
position for scan. Place 
in scanning tray. 
20% team do scan 
20% team return book to 
‘completed’ tray in ML. 
Completion email 
with link to scan is 
sent from TADC to 
requester. 
Yes 
View details 
Raise request via 
‘Request digitisation’ 
link on Reading List 
View in Campus edition 
(catalogue) 
Record location on a 
slip with Req number, 
unit number and page 
range at top as filename 
NO 
Reserve item Reservation team send 
book up when returned 
Option 1. 
Option 2. 
Yes 
Is 
item in stock? 
Locate item 
Print form and take down 
to P&M 
P&M raise request 
via BL 
Item collected and 
uploaded 
Item returned to trolley Shelved by CM 
team 
P&M raise 
search 
elsewhere 
Rejection email 
from TADC to 
requester. 
No 
Yes 
Email received. 
Item uploaded 
Successfu 
l? 
Successfu 
l? Yes 
No 
Periodic check on progress
Receive request via TADC 
No 
View details 
Raise request via 
‘Request digitisation’ 
link on Reading List 
Discern reason for error 
Try to identify via online 
search engines , catalogues 
etc 
Option 3. 
Yes 
Can metadata be 
improved? 
Edit and resubmit 
Try to identify via CLA 
website 
Successf 
ul? 
Yes 
Yes 
No 
No 
No 
Can item now 
be identified? 
Yes 
Is item in catalogue? 
Cannot 
identify 
resource 
Improve metadata 
No 
Refer 
back to 
requestor 
for 
additional 
informatio 
n 
Successf 
ul?
Receive request via TADC 
Duplicate request? 
No 
Yes 
View details 
Raise request via 
‘Request digitisation’ 
link on Reading List 
Discern reason for 
referral 
Option 4. 
Yes 
Override concierge 
Doublecheck via CLA 
website 
Can item 
be 
scanned 
? 
Yes 
Yes 
Yes 
No 
Has the user 
exceeded 
copy limit? 
Yes 
Is item in catalogue? 
Cannot copy 
under licence 
Refer 
back to 
requestor 
for 
additional 
informatio 
n Option 5. 
Referred by 
requestor 
View details 
Discern reason for 
referral 
Override 
Error with TADC? 
Other requestor error? Incorrect metadata? 
Solveable? 
Edit and resubmit
My desk is littered with these!!! 
Request 
number: 
Unit code: 
Page 
range: 
Shelf mark: 
Title: 
Volume/Issue 
/ 
edition 
Author: 
On loan 
items- 
Reserved: 
Yes/No 
Uploaded to 
TADC: 
Yes/No 
Moved to 
unit folder: 
Yes/No 
Scanning 
done by: 
Initials here: 
I have hundreds of 
these little slips 
littering my desk. 
This is how we 
keep track of 
what we’ve 
reserved, ordered, 
scanned and 
need to scan. 
If the search 
functionality were 
improved I’d have 
a tidier desk!
Hardware: 
 We started off with a really old and quite basic 
book-edge scanner. Staff with physical issues with 
their arms couldn’t operate it. 
 Fairly slow going as couldn’t check 
progress/quality until the end. 
 In the Despatch Room, so noisy and cramped.
After more proposal writing we 
got a lovely new scanner: 
Bookeye Professional 
with v-glass. 
Though it doesn’t like 
the light sometimes!
Where we’ve 
got to so far:  Faculty of Humanities and 
Social Sciences 
 Portsmouth Business School 
 Faculty of Creative and 
Cultural Industries, (CCi) 
 Faculty of Technology 
 Faculty of Science 
Three Faculties have 
employed graduate trainees 
for a year each to build the 
reading lists. 
Two of these have been 
since we started using TADC, 
and one has generated 
most of the scanning 
requests – closely followed 
by me. I maximise the digital 
content for any course with a 
declared Visually Impaired 
person registered.
R.I.P. Reprints collection
Current usage: 
We hit the 1000 live requests mark back in July – but now many are 
waiting for new editions to come in so they can be redone.
What next? 
 Keep working by stealth and word of mouth to expand the 
number of reading lists used. 
 Keep prioritising VIP lists and DL. 
 Hope to open up the option of requesting straight from Moodle. 
 Combine my accessibility and digitisation roles to ensure all 
students can access what they need when they need it. 
 One year to get through roll over with no dramas. 
 Our aim is that eventually every student will have access to 
reading lists for every unit taught within the university. 
 To deal with the irony that most of my job is spent making it 
unnecessary for students to come into the library!

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University of Portsmouth Presentation - Talis Aspire Open Day 18 November 2014

  • 1. Talis Aspire and University of Portsmouth: An ‘Aspire-ational’ journey into digitisation? Annushka Donin MA MCLIP
  • 2. University of Portsmouth Library Stop dreaming about your future – start living it.
  • 3. Beginnings  This is David our Map librarian. He used to deal with any digitisation requests which lecturers emailed to him and checked those sent to our Distance Learning Team.
  • 4. What we used to do:  Very ad hoc.  Often had to chase for more information.  No workable database to store details of what we had already scanned. Relied on memory.  Had to check each request which came via email, phone or in person using the CLA title search. I still use this as a back up when I disagree with the “computer says no” issue. No! What do you mean no?! Let’s just see about that!
  • 5. What made us choose TADC?  We were looking for a way to improve accessibility to resources for students.  We had been using Aspire Reading List software for a number of years.  The only thing the library is criticised for on the NSS is not having enough books.  Motivation for lecturers.  We have enormous take up of eBooks and journals by students.  Trial started June 2013.
  • 6. Me  I started in this post in April 2013.  Official title is Assistant Librarian (Accessibility)  Responsible for:  Implementation and operational management of the library’s new scanning service  Supporting students with additional needs to access the resources they need, including obtaining alternative formats  Assisting with the running of the Map Library and it’s Large Format Scanning Services.
  • 7. The many-hats juggling act! But it’s good, and keeps me busy, especially as I work part-time.
  • 8. Workflows using TADC:  As you will see sometimes hardly any interaction is required.  Under option 2, where we don’t have an item in stock, we identified an area that really needed streamlining – and the new BL ordering service through TADC will cut out most of this workflow.
  • 9. Receive request via email Does req. include unit details? Yes Lecturer / Reading list manager Others Scanning service Go to Reading list Raise request via email Yes Full & correct metadata? No Is item on RL? Search for item on catalogue Add/correct metadata No Yes No No Yes Is item in catalogue? Locate and use ‘Add to bookmark’ tool Return to RL and add item in correct position Click ‘Request digitisation’ link Return to RL & create manual bookmark Add item in correct position Send email with unit details Send email request for full details Does unit have reading list? Yes If long reading list forward to FL/AFL to create. FL/AFL requests digitisations once RL completed No
  • 10. Receive request via TADC Copy to be uploaded Serials coverage undetermined Is item on our catalogue? No Create BL electronic copyright cleared request via LinkedSource or our internal form. Place slip in book at start position for scan. Place in scanning tray. 20% team do scan 20% team return book to ‘completed’ tray in ML. Completion email with link to scan is sent from TADC to requester. Yes View details Raise request via ‘Request digitisation’ link on Reading List View in Campus edition (catalogue) Record location on a slip with Req number, unit number and page range at top as filename NO Reserve item Reservation team send book up when returned Option 1. Option 2. Yes Is item in stock? Locate item Print form and take down to P&M P&M raise request via BL Item collected and uploaded Item returned to trolley Shelved by CM team P&M raise search elsewhere Rejection email from TADC to requester. No Yes Email received. Item uploaded Successfu l? Successfu l? Yes No Periodic check on progress
  • 11. Receive request via TADC No View details Raise request via ‘Request digitisation’ link on Reading List Discern reason for error Try to identify via online search engines , catalogues etc Option 3. Yes Can metadata be improved? Edit and resubmit Try to identify via CLA website Successf ul? Yes Yes No No No Can item now be identified? Yes Is item in catalogue? Cannot identify resource Improve metadata No Refer back to requestor for additional informatio n Successf ul?
  • 12. Receive request via TADC Duplicate request? No Yes View details Raise request via ‘Request digitisation’ link on Reading List Discern reason for referral Option 4. Yes Override concierge Doublecheck via CLA website Can item be scanned ? Yes Yes Yes No Has the user exceeded copy limit? Yes Is item in catalogue? Cannot copy under licence Refer back to requestor for additional informatio n Option 5. Referred by requestor View details Discern reason for referral Override Error with TADC? Other requestor error? Incorrect metadata? Solveable? Edit and resubmit
  • 13. My desk is littered with these!!! Request number: Unit code: Page range: Shelf mark: Title: Volume/Issue / edition Author: On loan items- Reserved: Yes/No Uploaded to TADC: Yes/No Moved to unit folder: Yes/No Scanning done by: Initials here: I have hundreds of these little slips littering my desk. This is how we keep track of what we’ve reserved, ordered, scanned and need to scan. If the search functionality were improved I’d have a tidier desk!
  • 14. Hardware:  We started off with a really old and quite basic book-edge scanner. Staff with physical issues with their arms couldn’t operate it.  Fairly slow going as couldn’t check progress/quality until the end.  In the Despatch Room, so noisy and cramped.
  • 15. After more proposal writing we got a lovely new scanner: Bookeye Professional with v-glass. Though it doesn’t like the light sometimes!
  • 16. Where we’ve got to so far:  Faculty of Humanities and Social Sciences  Portsmouth Business School  Faculty of Creative and Cultural Industries, (CCi)  Faculty of Technology  Faculty of Science Three Faculties have employed graduate trainees for a year each to build the reading lists. Two of these have been since we started using TADC, and one has generated most of the scanning requests – closely followed by me. I maximise the digital content for any course with a declared Visually Impaired person registered.
  • 18. Current usage: We hit the 1000 live requests mark back in July – but now many are waiting for new editions to come in so they can be redone.
  • 19. What next?  Keep working by stealth and word of mouth to expand the number of reading lists used.  Keep prioritising VIP lists and DL.  Hope to open up the option of requesting straight from Moodle.  Combine my accessibility and digitisation roles to ensure all students can access what they need when they need it.  One year to get through roll over with no dramas.  Our aim is that eventually every student will have access to reading lists for every unit taught within the university.  To deal with the irony that most of my job is spent making it unnecessary for students to come into the library!

Editor's Notes

  1. The green is the part we hope the new BLDSS link will allow us to stream line