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Ariel and Desktop Document Delivery

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  1. Ariel and Desktop Document Delivery OHSLA February 26, 1999 Cindy Cunningham

  2. Presentation Overview • What is Ariel? • Requirements • Internet access • Equipment, software • Pros & Issues • OHSU experience • Desktop delivery options

  3. What is Ariel®? • Ariel is a software package developed by the Research Library Group (RLG) • allows scanning and transmission of documents via the Internet • FTP • E-mail

  4. Direct v.s. Dial-up Internet Access Direct Access State Library 12 hospital libraries 3 academic libraries 1 research library Dial-up Access 2 hospital libraries Using Ariel State Library 2 academic libraries WSU, Vancouver COCC OHSLA Survey

  5. Ariel® Internet RequirementsWindows® Version 2.x • local area network with direct high-speed connection to the Internet (T1) • to use FTP, a permanent IP address for the Ariel PC (usually through an Ethernet LAN) • To use e-mail, a POP3 account

  6. Ariel® Internet RequirementsWindows® Version 2.x • Using Ariel over low-speed or dial-up connections to the Internet not recommended • even compressed files take a long time to transfer • may be difficult to obtain static IP address from ISP • users who dial up for FTP must be connected while scanning

  7. Operating system: Windows95™,98™ or WindowsNT™ 4.0 CPU: 80486 66 MHz (Pentium) RAM: 16 MB RAM upgrade (32 for NT) Hard drive: 25 MB Operating system: Windows95™,98™ or WindowsNT™ 4.0 CPU: 333-400 MHz (Pentium) RAM: 2 x 32 MB RAM upgrade Hard drive: 6 GB Ariel® Equipment RequirementsWindows® Version 2.x

  8. Floppy drive: 1 3.5" drive /CD ROM Printer: Windows-compatible Scanner: SCSI interface; ISIS driver, 600 dpi. ADF Floppy drive: 1 3.5" drive /CD ROM Printer: Windows-compatible Scanner: SCSI interface; ISIS driver, 600 dpi. ADF Ariel® Equipment RequirementsWindows® Version 2.x (cont.)

  9. Ariel® Document Delivery System

  10. Ariel® Pros • uses off-the-shelf products • user-friendly interface • high quality images • multitasking • no “real time” constraints • saves telecom/postage charges • online help/technical support

  11. Hospital Library Delivery Issues • Financial Commitment • regular equipment upgrades • workload issues for small libraries • increasing end-user expectations • ISM support • implementation/ongoing support • firewall/Security Issues • Open ports/closed ports

  12. Hospital Library Delivery Issues (cont.) • Desktop Delivery • Loansome Doc/Internet Delivery • Conversion/End-user education

  13. Ariel® ExperienceOregon Health Sciences University • 1992 - OHSU Installation (PORTALS) • 1993 - Pilot/implementation • 1994 - Equipment/software upgrade • 1997 - Equipment/software upgrade • 98/9 - Desktop delivery pilot

  14. Ariel® Workflow IssuesOregon Health Sciences University • The up-side • Ariel preferred delivery/receipt • >24 hr. turnaround • large cohort group • workroom setup • copiers, 2 OHSU/Ariel workstations • close proximity to stacks/other sites • predominance of requests for journal articles

  15. Ariel® Experience Workflow IssuesOregon Health Sciences University • The down-side • No respect • Scan/send vs. copy/send • dictated by volume/time/materials • Scan/copy difference diminishing • New technologies • face-up scanners • digital copiers

  16. OHSU Sample Ariel® Activity

  17. Ariel® Resources • local ISM team • peers • arie-l listserv • http://www.rlg.org/ariel.html • rlg technical support 1-800-537-7546

  18. Ariel® Pricing Windows® Version 2.x • full package for both scanning and printing • print-only package for receiving and printing on a PC without an attached scanner • site licenses and consortial purchases are also possible

  19. Desktop Delivery Options

  20. Document Delivery Options (1) • TIFF file delivery (Ariel®) • Items received via the Internet from libraries across the country and around the world via the Ariel® document delivery system can be delivered as TIFF file attachments to GroupWise e-mail accounts.

  21. Advantages: Documents forwarded “as is” to GroupWise accounts as e-mail attachments Little staff intervention required Quick turn-around Disadvantages: Windows® users need to download/ install TIFF viewer End-user coaching required No easy viewer for Mac users Ariel OHSU Desktop Delivery Pilot Project TIFF File Delivery

  22. Document Delivery Options (2) • TIFF file conversion to PDF (Ariel®) • Items received via the Internet from libraries across the country and around the world via the Ariel® document delivery system can be converted from TIFF to PDF files by Library staff or re-scanned and sent as e-mail attachments to GroupWise accounts.

  23. Advantages: Most end-users already have Adobe Acrobat™ Reader installed Little end-user coaching required Software readily available for downloading Disadvantages: Conversion/re-scanning - requires more staff intervention (v.s. photocopying) Possible increased turn-around time Possible translation errors TIFF/PDF File Delivery Summary

  24. Document Delivery Options (3) • Scan and send PDF files • Documents requested from the OHSU Library collection through Photocopy or Loansome Doc Services can be scanned as PDF files by Library staff and sent as e-mail attachments to GroupWise accounts.

  25. Advantages: Most end-users already have Adobe Acrobat™ Reader installed Little end-user coaching required Software readily available for downloading Disadvantages: More “labor-intensive” than photocopying Possible increased turn-around time Scan/Send PDF Files Summary

  26. OHSU Desktop Delivery Pilot Project • Requirements • Retrieve and print a “test” document • “Register” for the pilot by sending a request to participate to cunningc@ohsu.edu. • Submit real or “trial” requests and complete a brief evaluation form at the end of the pilot

  27. OHSU Desktop Delivery Pilot Project • Procedure • Participants submitted requests and were sent PDF files via email when docs could be scanned directly • Requests received via Ariel were scanned and resent • Required end-user education despite screening

  28. OHSU Desktop Delivery Pilot Project • Outcomes • 52 documents were delivered in PDF format during the month-long pilot • Participants were very enthusiastic about this service • Need to resolve technical/pricing issues and roll out as full service

  29. Conclusions • Hospital libraries are ready to begin using Ariel for document delivery • Advantage in organizing consortial software purchase • Improved customer service • Increasing demand for Internet delivery (Loansome Doc)