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Making the Case for Aeon

Key Value Proposition

Aeon is automated request and workflow management software specifically designed for special collections and archives. It improves patron service and maximizes efficiency while providing unparalleled item tracking, security, and statistics.

Executive Summary​

When presenting Aeon to decision-makers, focus on these core benefits:

  • Automation - Streamlines request workflows from discovery to delivery
  • Security - Maintains complete tracking of materials and researcher activity
  • Accessibility - Bridges the gap between online discovery and physical/digital delivery
  • Statistics - Demonstrates collection value through comprehensive reporting
  • Integration - Connects with finding aids, catalogs, and digital repositories

Problems Aeon Solves​

Manual Processes Cannot Scale​

The Challenge:

  • Paper-based registration and request forms
  • Manual tracking of materials using call slips or spreadsheets
  • Phone calls and emails to coordinate researcher visits
  • Difficult to maintain security and accountability
  • Staff time consumed by routine tasks

How Aeon Helps:

  • Web-based researcher registration and request submission
  • Automated workflow routing and status updates
  • Self-service scheduling and material requests
  • Complete digital audit trail of all transactions
  • Staff focus on high-value services instead of paperwork

The Discovery-to-Delivery Gap​

The Challenge:

  • Researchers discover materials in online finding aids or catalogs
  • No mechanism to request materials before visiting
  • Researchers arrive onsite without materials ready
  • Wasted time for both researchers and staff
  • Frustration when materials are unavailable or in use

How Aeon Helps:

Aeon closes the typical gap between "discovery" and "delivery"

  • Request buttons integrated into finding aids and catalogs
  • Researchers submit requests before visiting
  • Staff prepare materials in advance
  • Real-time availability information
  • Appointment scheduling ensures efficient use of reading room time

Collection Security Concerns​

The Challenge:

  • Incomplete or inconsistent researcher records
  • Difficulty tracking what materials each researcher accessed
  • No historical record of item usage
  • Limited ability to monitor high-risk materials
  • Paper records prone to loss or damage

How Aeon Helps:

  • Comprehensive researcher registration with verification workflow
  • Item-level tracking from request through return
  • Complete audit trail of who accessed what and when
  • Configurable restrictions and permissions for sensitive materials
  • Digital records preserved indefinitely for security investigations

Inadequate Usage Statistics​

The Challenge:

  • Hours spent manually tabulating statistics
  • Incomplete data from paper-based systems
  • Difficult to demonstrate collection value to stakeholders
  • Cannot track trends or analyze usage patterns
  • Grant reporting requirements challenging to fulfill

How Aeon Helps:

  • Automated collection of detailed usage data
  • Comprehensive reporting and analytics tools
  • Pre-built reports for common metrics
  • Custom reporting capability for specific needs
  • Data export for grant applications and assessments

Return on Investment​

Staff Time Savings​

Before Aeon:

  • Manual processing of each request
  • Phone calls and emails to coordinate with researchers
  • Creating and filing paper forms
  • Manually tracking material locations
  • Compiling statistics from paper records

With Aeon:

  • Automated request routing and notifications
  • Researchers self-register and submit requests
  • Digital forms and workflows
  • Real-time material tracking and status
  • Instant statistics and reporting

Impact: Institutions report significant reduction in staff time spent on routine tasks, enabling focus on researcher assistance, collection development, and outreach.

Improved Researcher Experience​

Before Aeon:

  • Visit to fill out paper forms before seeing materials
  • Wait while staff locate and retrieve items
  • Unclear what's available or already in use
  • Limited hours to submit requests

With Aeon:

  • Submit requests directly from finding aids 24/7
  • Create account and register before first visit
  • Know material status before arriving
  • Receive notifications when materials are ready
  • Track order history and request status

Impact: Reduced wait times, better preparation, and more efficient use of limited research time increase researcher satisfaction.

Enhanced Collection Security​

Before Aeon:

  • Incomplete researcher information
  • Gaps in usage tracking
  • Difficulty investigating incidents
  • Limited ability to restrict sensitive materials

With Aeon:

  • Verified researcher accounts
  • Complete item-level tracking history
  • Detailed audit trails for investigations
  • Granular control over material access
  • Security reports and alerts

Impact: Reduced risk of material loss or damage, better protection of sensitive collections, and improved ability to respond to security incidents.

Demonstrable Collection Value​

Aeon enables you to answer critical questions:

  • How many researchers use our collections?
  • Which collections are most heavily used?
  • What is the geographic reach of our collections?
  • How does usage trend over time?
  • What is the return on investment for processing backlogs?

This data supports:

  • Budget justification and requests
  • Grant applications and reporting
  • Strategic planning and priorities
  • Advocacy with institutional leadership
  • Demonstrating impact to donors

Comprehensive Functionality​

Request Management​

Onsite Requests:

  • Reading room paging for physical materials
  • Schedule appointments and reserve materials in advance
  • Real-time tracking from request to return
  • Queue management for efficient retrieval

Duplication Requests:

  • Researchers submit reproduction orders online
  • Staff review, quote, and invoice through the system
  • Integration with payment gateways for secure credit card processing
  • Digital delivery through secure researcher accounts
  • Complete order tracking and history

Workflow Automation​

Customizable Workflows:

  • Configure status queues to match your processes
  • Automated routing based on material type or location
  • Email notifications at each workflow stage
  • Batch processing for efficiency
  • Exception handling for special cases

User Management:

  • Tiered registration workflows (basic, advanced, special permission)
  • Verification and approval processes
  • Configurable researcher permissions
  • Staff roles and responsibilities
  • Group management for classes and tours

Reading Room Management​

Appointment Scheduling:

  • Online scheduling with configurable time slots
  • Capacity management for reading room seats
  • Material reservation with appointments
  • Automated reminders and confirmations

Material Tracking:

  • Check-in and check-out with barcode scanning
  • Real-time location tracking
  • Item-level transaction history
  • Paging lists and retrieval reports
  • Return verification and reshelving workflows

Reporting and Analytics​

Pre-Built Reports:

  • Usage statistics by time period, collection, researcher type
  • Transaction volumes and processing efficiency
  • Researcher demographics and affiliations
  • Material condition reports
  • Billing and revenue tracking

Custom Reporting:

  • Direct database access for advanced reporting
  • Export capabilities for external analysis
  • Scheduled automated reports
  • Dashboard views for key metrics

Integration Capabilities​

Discovery Systems Integration​

Aeon integrates seamlessly with:

ArchivesSpace:

  • Request buttons in public interface
  • Container-level requesting
  • Bi-directional data exchange
  • Unified researcher experience

Finding Aid Systems:

  • EAD-based finding aids
  • Custom finding aid platforms
  • Request links at any descriptive level
  • Context preservation from discovery to delivery

Library Catalogs:

  • ILS integration for catalog requesting
  • Discovery layer integration
  • Special collections call number ranges
  • Unified requesting across systems

Authentication Integration​

Single Sign-On (SSO):

  • SAML integration with campus identity providers
  • Shibboleth support
  • LDAP/Active Directory integration
  • Reduces registration friction for campus users

Payment Processing​

Secure Payment Gateways:

  • PCI-compliant hosted environment
  • Support for major payment processors
  • Automated invoicing and payment tracking
  • Configurable pricing and fee structures

Digital Asset Management​

Repository Integration:

  • Link to digitized materials
  • Digital delivery workflow
  • Rights management integration
  • Usage tracking for digital assets

Learn more about Aeon integrations.

Implementation Considerations​

Hosted Solution Benefits​

Minimal IT Burden

Aeon is a hosted solution—Atlas Systems manages the infrastructure, updates, and maintenance.

What Atlas Handles:

  • Server infrastructure and hosting
  • Database management and backups
  • Security patches and updates
  • System monitoring and uptime
  • Version upgrades and testing
  • Technical support and troubleshooting

What Your IT Team Does:

  • Create integration links to local systems (finding aids, ILS, etc.)
  • Support local workstations and printers
  • Coordinate authentication integration if desired
  • Atlas provides integration examples and documentation

After Implementation:

  • Minimal ongoing IT support needed
  • Focus on your collections and researchers
  • No emergency maintenance or downtime concerns
  • Predictable costs without infrastructure expenses

Implementation Process​

Planning Phase:

Configuration Phase:

  • Atlas implementation team customizes settings
  • Configure workflows to match your processes
  • Set up web interface with your branding
  • Configure integration with existing systems

Training Phase:

  • Staff training on client and web interfaces
  • Workflow-specific instruction
  • Best practices and optimization guidance
  • Documentation and ongoing resources

Go-Live Support:

  • Phased rollout options available
  • Intensive support during transition period
  • Troubleshooting and adjustment
  • Continuous improvement and optimization

View the Aeon roadmap details and timeline for ongoing development.

Institutions of All Sizes​

Proven Across Diverse Collections

Whether you manage a small specialized collection or a large research archive, Aeon scales to meet your needs.

Small Institutions:

  • Cost-effective solution eliminates infrastructure costs
  • Professional implementation without dedicated IT staff
  • Access to enterprise-grade features
  • Community of practice for shared learning

Large Research Libraries:

  • Scales to handle high transaction volumes
  • Multiple locations and reading rooms
  • Complex workflows and specialized collections
  • Advanced reporting and analytics

Across Collection Types:

  • University archives
  • Historical societies
  • Museum archives
  • Corporate archives
  • Religious archives
  • Government archives

View the list of Aeon users across institutions of all sizes.

Security and Compliance​

Data Security​

  • Hosted in secure data centers with physical security controls
  • Regular security updates and vulnerability patching
  • Encrypted connections (HTTPS/SSL) for all web traffic
  • Database backups with off-site storage
  • Disaster recovery capabilities

View HECVAT documentation for detailed security information.

PCI Compliance​

For institutions accepting credit card payments:

  • PCI-compliant hosted environment
  • Secure payment gateway integration
  • No storage of payment card data on your systems
  • Compliance documentation available

View PCI Security Standard documentation.

Accessibility​

Aeon is committed to accessibility compliance:

  • WCAG 2.1 Level AA conformance targets
  • Regular accessibility audits and improvements
  • Screen reader compatibility
  • Keyboard navigation support

View the VPAT (Voluntary Product Accessibility Template).

Making Your Case​

To Special Collections/Archives Leadership​

Emphasize:

  1. Improved patron service - Better researcher experience drives usage and satisfaction
  2. Enhanced security - Complete tracking protects valuable materials
  3. Demonstrable impact - Statistics prove collection value to stakeholders
  4. Staff efficiency - Automation frees staff for high-value services
  5. Professional standards - Modern system supports contemporary best practices

To Library Administration​

Emphasize:

  1. Risk mitigation - Comprehensive security and tracking reduce loss exposure
  2. Usage data - Demonstrate ROI and support budget requests
  3. Integration - Works with existing investments in catalogs and finding aids
  4. Scalability - System grows with your collections and programs
  5. Support - Professional hosting eliminates IT burden and costs

To IT Leadership​

Emphasize:

  1. Hosted solution - No server infrastructure or maintenance burden
  2. Security - Professional-grade hosting and compliance
  3. Integration examples - Atlas provides technical documentation
  4. Minimal local requirements - Standard web browsers and workstations
  5. Proven reliability - Established system with strong track record

To Institutional Leadership​

Emphasize:

  1. Strategic alignment - Supports research mission and collections access
  2. Financial stewardship - Protects valuable assets and demonstrates usage
  3. Researcher satisfaction - Modern service expectations
  4. Data-driven decisions - Analytics support strategic planning
  5. Community standard - Widely adopted in peer institutions

Success Stories​

Institutions using Aeon report:

  • Increased usage as researchers discover and request materials more easily
  • Reduced wait times through efficient paging and workflow management
  • Better security with complete tracking and accountability
  • Time savings allowing staff to focus on outreach and researcher services
  • Valuable data for grant applications, strategic planning, and advocacy
  • Improved collaboration when integrated with ArchivesSpace and finding aids

Getting Started​

Assessment Resources​

Marketing and Advocacy​

Next Steps​

When you're ready to move forward:

  1. Initial consultation - Discuss your needs with Atlas Systems
  2. Workflow assessment - Review current processes and challenges
  3. Demonstration - See Aeon in action with your use cases
  4. Proposal - Receive implementation plan and pricing
  5. Implementation - Begin transformation of your services

Simply put, Aeon helps you track, manage, and fulfill requests of your valuable resources.

For additional information, contact Atlas Systems to schedule a consultation.