Aeon

Owned by John P
Feb 15, 2021
2 min read

DRAFT – DRAFT – DRAFT – DRAFT – DRAFT

Introduction

Aeon is an external service that manages patron access to special collections.

Governance:

This service was purchased some time ago, and is driven almost entirely by the needs of Rubenstein Library.


Mission and Scope:

Our license with Atlas System/Aeon is shared with UNC-Chapel Hill.  

Stakeholders:
  • Katie Henningsen, Head, RL Research Services
  • John Pormann, Head, IT Core Services
  • Karen Newbery, Head, LSIS
Owners:
  • Functional Owner:  Katie Henningsen
  • Vendor Manager:  John Pormann and Karen Newbery (billing comes through LSIS)
Users:
  • Patrons
  • RL librarians


Maintenance and Sustainability:

Aeon

DescriptionAeon allows patrons to reserve materials from RL special collections; tightly integrated with the Catalog Request System

https://duke.aeon.atlas-sys.com/

SupportSupport is handled by the vendor.  Since we share an instance with UNC-CH, upgrades/changes must be coordinated with them. 
CommunityThe vendor may support a user-community.
Strategy

TBD - drive by RL needs.


SunsettingObviously, reservations for special collections materials will be an on-going need, but other tools may arise in this space in the future.  RL staff would drive any upgrade/migration discussions, including new vendor assessments, etc.
RisksThe shared-instance with UNC-CH presents some risks, but likely results in a non-trivial cost savings for both.  While the extra coordination needed around major upgrades requires forethought, it has been fairly reasonable.
Issue Submission and Escalation:
  • Any user may submit an issue via the IT Support @ Duke University Libraries web form. In response to the prompt What can we help you with?, specify Servers & Systems Operations.
  • Members of the stakeholder group may reach the technical team on Slack at #devops
  • The technical team will use Gitlab issue boards to track deeper problems or issues with the system (https://gitlab.oit.duke.edu/devops/devops-planning/-/boards/734)
  • The technical team will be the primary interface to the vendor support system.
    • Our contacts at the company have been:


Review:

Annual:

The stakeholders team will meet annually with the technology team to:

  • Review the existing service description, stakeholder list, support structure,
  • Close out any issues that may no longer be relevant,
  • Review the list of users with privileged access to the system,
  • Estimate any project efforts or needs for the coming year,
  • Review and adjust the list of users with access to the system, including both privileged and non-privileged access control groups, in Grouper/Group Manager as well as programmatic access.

This activity falls in the November-December time frame.  Any actionable work will be documented and reviewed by DST-LT.


Servers/Service Details:

https://duke.aeon.atlas-sys.com/main DUL interface to the vendor website