UW Libraries Blog

September 24, 2024

New System Transforms Special Collections Requests

UW Libraries

Special Collections’ new scheduling system optimizes retrieval times and research processes

Over the past three years, the Special Collections team has been working to prepare, test and implement Aeon, an automated request and workflow management software specifically designed for special collections libraries and archives. The system officially launched in September, and it has not only transformed the retrieval process, but also includes many new features that improve the research experience for all users including:

  • Reduction of appointment lead time from 3 business days to 24 hours!
  • Same-day retrievals for unrestricted onsite materials, dramatically reducing wait time
  • More collaborative planning for classes using Special Collections materials. For example, instructors can create lists for their classes in the system that librarians can view to work together on the materials selection!
  • Access to your requests placed and reproduction order history
  • Easier drop-in research visits
  • The ability to build wish lists of items to view in the future
  • Interface with citation management software!

In addition to automating many routine processes and increasing efficiency, the system will also help the libraries better understand collection use to inform decisions around space planning, preservation priorities and how to improve services.

“The hope is that this will make all processes more streamlined for users and encourage them to come in and see us,” says Allee Monheim, UW Libraries Public Service Librarian for Special Collections.

While appointments aren’t required, we do still encourage making an appointment to ensure the material is ready when you arrive. If there is no appointment attached to your request, it will not be pulled until the next retrieval time, after you arrive.

We hope that you enjoy this better, faster, more intuitive experience when you are requesting materials from Special Collections. Happy researching! 

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