Using Aeon when Processing

Owned by Betts Coup
Nov 29, 2022

You should create a single Aeon transaction slip for each collection that you are working on. Most collections have records in Hollis which makes creating a slip in Aeon fairly easy. However, if a collection does not yet have a record, a manual Aeon slip can always be created.

To see screenshots with these instructions, see Using Aeon when Processing in Google drive.

Using the Aeon client for a collection that has a record in Hollis

  1. Sign in to the Aeon client from your desktop using your personal account information.
  2. Open the Technical Services pseudo-user account by searching in the “Name” field for “Technical”. After searching, the pseudo-user account will open.
  3. Start your request by clicking “New Request for User”.
  4. Select your user account from within the new request by clicking within the “Request For” field; select the “Researcher” radio button; find your name; double click on it.
  5. In your new request, search for the Hollis record for the collection you are working on by clicking the “Hollis Search” tab.
  6. Make sure you open the correct search page by clicking the “Search Page” button.
  7. The best way to locate your collection is to search by the Other Call Number option (this will be either the accession number or the call number); click “Search”.
  8. You’ll get a list of collections, select the one you are looking for by clicking on the collection link.
  9. Once you have the collection page open, click “Import” (the information will import onto your record, nothing will happen visibly). Then click the “Availability” link.
  10. Scroll down; click the “Import” button from within the Hollis record.
  11. To get back to your record, click the “Detail” tab.
  12. Save your record.
  13. Print the request. 

Using the Aeon client to create a record for a collection that doesn’t have a record in Hollis

  1. Follow steps 1-4 as in above procedure
  2. Instead of searching in Hollis for your collection, fill out the blank request form to the best of your ability.
  3. Save your record. 
  4. Print the request. 

 

Aeon Workflows: from unprocessed through end-processing 


Accessioning as Processing

  • If purchase, make sure Aeon slip is routed to Manuscripts Accessioning and assigned to you
  • If gift, make new Aeon slip for material, routed to Manuscripts Accessioning and assigned to you
  • If collection is going offsite and you are preparing the boxes, make sure the MARC holdings information is B until the collection is going to HD, at which point you can change the holdings record to HD and finish the Aeon transaction. If collection is being staged anywhere besides your work area, the Aeon transaction should be updated with the location to assist Public Services staff should the materials be requested before being sent to HD.
  • If collection is going through end-processing, route the Aeon transaction to In End Processing and assign it to Manuscripts End Processor. The MARC holdings information should be B until officially sent to HD or shelved onsite at which point the holdings record can be updated and the Aeon transaction closed. 


Processing a collection housed in call number order

  • Create Aeon slip
  • Leave half slip on shelf
  • Keep other half slip with collection


Processing a collection housed in the accessioning aisle

  • Create Aeon slip
  • Leave half slip on shelf
  • Keep other half slip with collection
  • Finish request when processing is complete (you will create new Aeon slip for end processing under collection’s call number)
  • Remove half slip from shelf


Processing a collection that was housed at HD



If Materials are going to End Processing

Create an Aeon slip, or route already created Aeon transaction to “TS -- In End Processing”

Change the assignee from your name to Vicki Denby

For items/collections brought directly to end-processing:

Print or reprint Aeon slip (ONLY ONE SLIP PER COLLECTION)

Affix Aeon slip to the item in the usual manner (in 1st box of multi-box collections)

Bring to End-processor or leave on big red truck

If collection stays onsite, shelve “ITEM OUT” portion of Aeon slip

If OFFSITE Aeon slip remains folded in half