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Aeon System Overview

Many of the challenges of running a special collections library are unique to that genre of library.  Because of this standard software offerings designed to help libraries manage their collections fall short of meeting the unique needs of special collections libraries.  With this in mind, Atlas Systems, in consultation with the Albert and Shirley Small Special Collections Library at the University of Virginia, has designed and developed a circulation management system that enables special collections libraries to provide better customer service in a more secure and controlled environment.  

By eliminating many of the manual steps in non-automated systems, Aeon allows special collections librarians to improve both the depth and quality of services they provide patrons, without the need for additional staff. 

Aeon also maintains an accurate historical record of all transactions for much greater security for the library’s valuable and often irreplaceable collection.  This historical record includes tracking not only patron usage, but also tracking of the library staff's handling of the item from start to finish.

Aeon is feature rich and yet easy to implement.

  • Customizable web interface for patron requesting
  • OpenURL linking with ILS and EAD finding aids
  • Intuitive staff interface helps manage the circulation process
  • Custom reporting covering patron history, item history, and other statistics.Control access to class reserve materials
  • Variety of patron authentication options

Outstanding Customer Service

Aeon is a complete system that tracks patron requests from the point of discovery through check-in or electronic delivery.  Patrons authenticate and request items from the local ILS or EAD finding aid without re-keying data as well as schedule times to view materials and meet with a librarian.  Since all requests are stored in the database, the patrons can also review previously reviewed items for bibliographic information or reference.  Aeon users receive personal attention from staff using the contact information, status and affiliations and other user notes at their fingertips. The patrons who request from the special collections library can either be authenticated by another system for your institution (LDAP, cookie authentication, single sign-on, etc.) or allowed to self-register and be cleared by staff. 

Increased Security and Statistics

Each item requested by patrons receives a unique transaction number within the Aeon system.  This allows both patrons and staff to track the request separate from any item barcode (if available) and maintain unique statistics for its turnaround time and location regardless of the number of times it is requested.  Items can also be cloned by staff to represent multiple items from the same container (folder, box, etc.) if one is used and returned while the other is still in use.  Libraries can create custom statuses for your specific workflow to designate unique physical or virtual locations for items at all times.  All printouts are customizable using Microsoft Word and staff can also use handheld devices to scan and track where items are at all times. 

Design Philosophy

Aeon allows staff to track patrons viewing and receiving items from a variety of locations all in a single system.  The structure of the database along with the process-driven interface makes training and implementation simple while allowing for a variety of specific customizations for each institution.  With this model, Aeon increases the services available to patrons while adding additional tracking for inventory management and security.