StaffGuide: Aeon Information for Staff

This guide provides workflows for staff as they use Aeon in Special Collections.

Staff Mediated Process for Tracking Access to Unprocessed Collections in Aeon

This workflow is current as of May 2021. As policies and procedures change for providing access to unprocessed collections change, this workflow should also be reviewed and updated.

  1. Patron fills out paper form requesting access to an unprocessed collection. The request is reviewed; all subsequent steps assume the request is approved.
  2. Patron registers as a researcher in Aeon.
  3. The Special Collections staff member working with the patron who has requested access to an unprocessed collection creates manual Aeon requests in the staff client for the patron.
    • Aeon requests must be made for each top container consulted by the patron. Note: recommended best practice is to use the request by spreadsheet for large requests.
  4. Set the Document Type to Unprocessed.
  5. At least one call slip must be printed, with one side left in 186 (if applicable) and one side left with the materials.
    • Note that if all call slips are not printed, the Special Collections staff member working to pull the materials must manually route the requests to in item retrieval.
  6. Aeon requests for each top container must include:
    • MC number
    • Collection title
    • Box number
  7. If materials are stored at LINX, Aeon requests for each top container must also include:
    • Barcode
    • Delivery stop
    • Offsite storage location
  8. Desk staff will route the appropriate Aeon requests through the item checked out, awaiting item reshelving, and item reshelved queues as each box is consulted.

Aeon screenshot of required fields for unprocessed materials

 

Patron Request Submitted in Aeon for Unprocessed Materials

If a patron requests access to an unprocessed collection using the “Materials Not Described Online” web form, adapt the workflow above as follows:

  1. Have the patron fill out the paper application to access an unprocessed collection form. The request is reviewed; all subsequent steps assume the request is approved.
  2. Open the request in the Aeon client.
  3. Change the Document Type to Unprocessed.
  4. Add box information and ensure that MC Number and Collection Title are present and complete.
  5. Use the clone function or request from spreadsheet to make additional requests for each box used by the patron.