Aeon Email Addon Sends MSSA Greater Efficiency

Over the past few months, Library IT worked with Manuscripts and Archives (MSSA) to implement an Email Addon to Aeon. This feature was added to both instances of Aeon. The Email Addon allows MSSA staff to email patrons when requested materials are in. The emails can be sent out using a batch process providing MSSA staff with a level of automation that allows them to communicate with a large number of patrons in a matter of minutes, quickly and easily. Staff can still use a manual method for emailing patrons for those situations that require special circumstances.

Example of the batch emails to patrons
Figure 1: Example of the batch emails template sent to patrons.

Each item is still scanned by an MSSA staff member in order to trigger the email, preceded by a number of steps that involve monitoring transactions as they move through notification queues, then rerouting them to their final destinations. The Email Addon automates the routing rules that govern the sending of the email so staff does not have to manually send one to each patron for each request.

Since the MSSA Reading Room is the only monitored reading room in Sterling Memorial Library, restricted materials patrons request are sent to this location.  The volume of materials being delivered and processed at MSSA is substantial, sometimes receiving as many as 60 boxes with multiple deliveries in one day. The Batch Process helps MSSA keep track of their materials more efficiently making it easier to return materials to Library Shelving Facility (LSF) thus limiting the time materials are at risk. Once notified, the patron then has 5 days to come in and use the materials before it is returned to the LSF.

The benefit to patrons is the quick notification of when materials are available. Access to this information helps to eliminate some of the mystery patrons experience between requesting materials and receiving them. The notifications allow patrons to better plan for their trip to the Library, as some patrons are coming from a distance.  Having an awareness of when materials will be available and in what format helps patrons with their planning, especially if only partial orders are received. Ultimately with this new functionality, MSSA is able to manage patron expectations of hold times from the moment an item is put on hold.

The Email Addon has in place since March 1st and has been working very well. MSSA hopes to explore more batch processes in the future.

Voyager Update

Yale University Library completed the upgrade of its Voyager Integrated Library System (ILS) from 8.1 to 10.0 over winter break with great success!

The project team updated over 300 workstations with the Voyager 10 clients. Interlibrary loan services, including Borrow Direct, as well as general circulation and operations were up and running by the 3rd of January- one day after Library staff came back from Winter Recess.

Continue Reading Voyager Update

Announcing the Voyager 10.0 Upgrade

The Voyager User Group and Library IT, are planning to move Yale University Library to Voyager 10.0 in December 2017.  The software vendor, Ex Libris, released Voyager 10 this past May. Ex Libris will still assist us with system outages, bugs, and other issues as they arise. To ensure the upgrade will be as seamless as possible, the upgrade is targeted to happen during the Winter Recess. The goal is to have everyone upgraded to Voyager 10 within a day of returning to work in 2018.

Continue Reading Announcing the Voyager 10.0 Upgrade

Quicksearch Upgrade Completed

Quicksearch was successfully upgraded on September 6, 2017!

The upgrade included two major new features: Advanced Search and the new Database list. Several small but useful new features were also added. Here are a few new features that you may not have noticed yet:

  • Hathi Trust links to digital versions of titles in Orbis or Morris are now available. The link text indicates whether full text is available or if Hathi only provides access to a citation. The Hathi display also includes information about the institution that owns the original. See the screenshot below or view an example in Quicksearch.

Hathi Trust links to digital versions of titles in Orbis or Morris are now available.

  • You can now click on Local Subject headings to find like titles, just as you can with LCSH and MESH headings.

• You can now click on Local Subject headings to find like titles

  • You can also search sub-collections in a single location using Advanced Search. Choose one Location in the “Limit results by section,” then select “Location” from the drop-down menu next to the search box on the right. NOTE: You will need to know the sub-collection name in order for this to work. For example:

  • The upgrade also includes an easily accessible, stable link to the individual record in the ‘Bookmark As’ field, making it easier to share a direct link to a record with colleagues, students, faculty, and researchers. Look for this stable link at the bottom of each Books+ record.

• The upgrade also includes an easily accessible, stable link to individual record in the Bookmark As field

 

  • Numbered results makes it easier to discuss a result page with colleagues or patrons. Check boxes for emailing results or adding citations to your Saved list have been moved to the left next to result numbers in order to enhance usability.

• Numbered results makes it easier to discuss a result page with colleagues or patrons.

 

The Quicksearch Advisory Group would like to hear what you think about these and other new features in the upgrade.  We’d like to hear any and all feedback, including bug reports and change suggestions.

Thanks again to all of the people who helped with the upgrade, particularly the members of the Quicksearch Technical Implementation Team and the Quicksearch Advisory Group.

Suzanne Lovejoy and Kalee Sprague, co-chairs of the Quicksearch Advisory Group

Quicksearch Advisory Group members: Lori Bronars, Ellen Cordes, Gwyneth Crowley, Moira Fitzgerald, Lindsay King, Colin McCaffrey, John Nann, Youn Noh, Angela Sidman, Tim Young

Library Service Overview Updates

Library IT began an initiative last year in 2016 to implement a standard set of documentation for library services establishing expectations and documenting the resources required to provide ongoing operational support. Borrowing elements from service-level agreements, these overviews are internal agreements between the service owner and the library units that support the service, all of whom have an interest in service success and sustainability. These are living documents that will change as the nature of the service evolves.

To date the following services now have approved overviews:

Library IT is working with various stakeholders, user groups, and committees to move forward overviews for Avalon, GFA LAS, FindIt, Emulation as a Service, as well as the MSSA payment gateway application. For existing services, events such as an upgrade, migration, or enhancement will trigger the creation of a new overview should one not already exist. The creation of an overview is now included as a step in the implementation and deployment of new Library IT supported services.

Should you have any questions about these documents or the process Library IT has established, please do not hesitate to reach out to Ray Frohlich at raymond.frohlich@yale.edu for more information.

News from Library IT

Library IT has two service updates rolling out this September!

New Quicksearch Features

Wednesday, September 6 we will begin the rollout of new Quicksearch features, which will include the Books+ Advanced Search, Database A-Z list, and HathiTrust link features, as well as many smaller improvements.

During the day on Wednesday, users will not be able to log into Quicksearch while we upgrade our software. Quicksearch will still be available for Search and Discovery of Orbis, Morris, Articles+, and Digital Collections. Library IT will send out an announcement to Yulib when the upgrade is complete, and full service is once more available on Quicksearch.

The Quicksearch upgrade has been a complex, collaborative project involving nine Library IT staff, the Quicksearch Advisory Group, and other staff from around the Library system. Numerous staff have helped with testing, contributed to the creation of requirements, and participated in training and information sessions like Advanced SearchFest in August.

If you have any questions or feedback on these features, please contact
Suzanne Lovejoy at suzanne.lovejoy@yale.edu and Kalee Sprague at kalee.sprague@yale.edu

 Zoom Training for the Phase One

We are excited to announce we are launching Zoom as our new video and webconferencing tool! We selected Zoom for their ease of use, video & audio quality not to mention their ability for cross-platform support.  Those staff members who were identified as being part of Phase One will be able to attend one of the following Zoom training sessions.

Scheduled Sessions:

  • Thursday Sept. 7, 3-4pm at 344 Winchester in B147   
  • Monday Sept. 11, 11am-12pm at SML International Room 177  
  • Thursday Sept. 14, 2-3pm at 344 Winchester B147

If you have any questions, please contact Reon Keller,  reon.keller@yale.edu.

Zoom Cues YUL

After the completion of YUL’s thorough desktop video conferencing pilot project this past spring, Zoom was the clear choice. As a result,  YUL’ s Zoom license went live on June 19th and pilot participants were automatically transferred over to the new YUL license.

Library IT plans to roll out the necessary equipment, headsets and webcams, for staff members using Zoom, in a phased approach. Working with Supervisors, Library IT plans to identify the first wave of staff members to receive the service and required equipment. These staff members have a demonstrated need for Zoom for their daily business activities. Those staff members not receiving equipment in this first phase will receive it at later date this coming fall.

Zoom Equipment
Possible headset choices available to staff

Library IT’s Support Technician, Reon Keller,  held  “Show and Tell” events for staff to become familiar with the three options available for headsets.  Library IT is also working to identify whether your workstation is already equipped with a camera as well as staff with a preexisting Zoom account. Though the Zoom application and plugins can be installed by user, LIT will work with ITS to schedule a push of the Zoom application to all YUL staff workstations. This will ensure all YUL workstation are configured to readily launch Zoom for all YUL staff.

The Zoom Rollout is expected to be completed by mid-fall, with some services available sooner for staff who already have equipment in place. If you have any questions about Zoom and its implementation please feel free to reach out to Beatrice Richardson at Beatrice.Richardson@Yale.edu or Cindy Greenspun at Cindy.Greenspun@Yale.edu.

Staff Publications Gets a New Home

Library IT is currently working on a project to move the staff directory and profiles from a legacy part of our web space into Drupal,  Yale’s  content management system. Library IT’s summer interns, Annissa Carter, Bryana Kilpatrick, and Jhoselyn Jara, have replicated the staff profiles in Drupal. The Publications section of the Staff Directory will be moved to a different service — Researcher Profiles.

Researcher Profiles is a service providing Yale faculty, students and staff, a place to showcase their curriculum vitae and other academic work. It is supported by Yale University Library and open to any Yale community member.  Moving to Researcher Profiles offers many benefits, you can:

  • Add much more to your profile than just publications
  • Add in your CVs, list presentations, papers and articles
  • Create external links to content hosted elsewhere

Researcher Profiles presents an excellent way to have all of your work located in one place.

Researcher Profiles is search engine optimized, allowing search engines to discover and promote your information easily. Another key benefit is access to your dashboard. Your dashboard provides qualitative information about your content, from this information you can measure your content’s readership and traffic data, giving you an excellent way to measure the interest in your content.

Researcher Profiles is a companion service to EliScholar, a digital platform for scholarly publishing at Yale. EliScholar allows researchers and other interested readers anywhere in the world to learn about and keep up to date with Yale scholarship. Administered by the Yale University Library, EliScholar contains materials selected by participating departments, schools, centers, and institutes at Yale. Users have access to materials in EliScholar free of charge. Some materials are restricted use by Yale community members only.

If you have any questions, please email Steve Wieda at Steve.Wieda@Yale.edu or Jenn Nolte at Jenn.Nolte@Yale.edu.

Links to Resources:

New Staff Publications series in EliScholar: http://elischolar.library.yale.edu/yul_staff/

Library Service Overviews

Library IT began an initiative in early 2016 to implement a standard set of documentation for library services that establish expectations and the resources required to provide ongoing operational support. Borrowing similarities from service-level agreements, these overviews are internal agreements between the service owner and the library units that support the service, all of whom have an interest in service success and sustainability. These are living documents that will change as the nature of the service evolves.

To date the following services now have approved overviews:

Library IT is working with various stakeholders, user groups, and committees to move forward overviews for Ares, Avalon, FindIt, ILLiad, and other key services. For existing services, events such as an upgrade, migration, or enhancement will trigger the creation of a new overview should one not already exist. The creation of an overview is now included as a step in the implementation and deployment of new library supported services.

Should you have any questions about these documents or the process Library IT has established, please do not hesitate to reach out to Ray Frohlich for more information.

LIT and partners Tech Talk | Wednesday September 21st 2016

On Wednesday September 21st, from 3pm-4pm in Bass L01, join Library IT and partners in our monthly discussion of tech-related projects around the Library and beyond.

Our tentative agenda includes:

  • Hathi Trust (Robert Klingenberger)
  • YUL and Accessibility (Kalee Sprague and Tracy MacMath)
  • Service Now (Beatrice Richardson)
  • Avalon for Music Library (Cindy Greenspun, George Ouellette and Jonathan Manton)

For those who cannot join us in person, the session will be streamed via Adobe Connect:

http://greet.yale.edu/littechtalk/ [sign in as a guest]

Slides and recordings of the Tech Talk sessions will be archived in https://yale.box.com/LITTechTalkArchives.

Please remember: any Library staff is welcome to present at the Tech Talks! Please send topic suggestions to Jenn  Nolte or anyone else in Library IT.

See you there!