On-Demand Restrictions Review with Aeon

Step 1: Checking the queue

If you see the Needs Staff Review queue under the Reading Room Requests heading, that means there are requests awaiting your review. Double click the queue name to see all of the pending requests. Queues do not appear in Aeon unless there is a transaction in that queue. If you don’t see the Needs Staff Review queue, there are no pending requests that need review.

Step 2: Checking restriction status in the finding aid

Requests will automatically be routed to the Needs Staff Review queue if some variation of the word “restrict” (e.g. restricted, restriction) appears in the Conditions Governing Access note at the collection level (or if there’s a note at the archival object or series level, that’s the note that Aeon will draw from). Therefore, in some cases, you may be able to cancel a request without reviewing the materials (e.g. if an entire collection is restricted). Check the access status in the finding aid first. If you need to cancel a request, see the instructions in Step 4 for when an entire box is closed. If the restriction status is unclear or says that the collection needs to be reviewed, proceed to Step 3.

Step 3: Reviewing materials

When you double click on a specific transaction and the request screen appears, the title of the folder will appear in the Item Title field, and the URL for the request in the PUI will be in the Record URL field (there is also a field for Folder Number if applicable). See the Restriction Categories section for information on how to identify restricted materials.

Step 4: Recording access status in Aeon and ArchivesSpace

Once you have reviewed the materials, follow the instructions below based on your scenario.

 When you first begin reviewing a request, route the request to Staff Review in Progress so your colleagues will know that you already started on the box. Leave the request in this status until your review is complete.

Entire box reviewed

Entire box is open

1. Double click on the blank area near the bottom of the request screen to leave an internal note. Enter “Entire box is open” and click Add.
   

   Depending on your screen scale, it may be difficult to see the blank area near the bottom of the request screen. It you cannot see the blank area, try reducing the scale in your display settings (e.g. from 150% to 125%) or doing restrictions review when working at a docking station with a larger monitor. 

   
   

   
   

2. Route the request using the Place on Hold button in the Home ribbon. If the request is for an activity, the request will just be routed to the activity automatically when you click on the Place on Hold button. If the request is a reading room request or on hold for reference scanning or imaging by Imaging Services, select the appropriate Item On Hold queue from the drop down options.

   
   

   
   

3. Place a green “Open for research” sticker on the box.
   
   

4. Use the bulk update spreadsheet to update the Conditions Governing Access note for every folder in the box (access note text for all folders should say "This box is open.")

Entire box is closed

1. Double click on the blank area near the bottom of the request screen to leave an internal note. Enter the reason for the restriction and click Add.
   

   Depending on your screen scale, it may be difficult to see the blank area near the bottom of the request screen. It you cannot see the blank area, try reducing the scale in your display settings (e.g. from 150% to 125%) or doing restrictions review when working at a docking station with a larger monitor. 

   
   
   

2. Cancel the request and notify the user

   1. From the Home ribbon in the request screen, click on the Cancel button. Under Reason for Cancellation, choose “Restricted Material.” Check the box for “Send Email" and then click on the Cancel Request button. 

      The “Edit Email” box should be checked automatically after you check the "Send Email" box, but double check that "Edit Email" is checked before you hit the Cancel Request button.

      
      
      

   2. The cancellation notice email template will appear. There’s a lot of text in this email with all of the potential reasons why a request could be cancelled. Delete all of the text that’s not relevant under the “Reason for cancellation” heading until you are left with a statement explaining that the material is restricted and when it will open. When you’re done, click on the Send Email button, which will close the request screen. 
       

      Make a note of the Aeon transaction number (the digits that follow "Transaction Number (TN)" in the email template) before you click on the Send Email button.

      

   
   
3. Route the request to the appropriate Awaiting Pickup/Reshelving queue and reshelve
   1. Start by searching for the Aeon transaction number for the request from the Home menu.
      
      
      
   2. The request screen for the transaction will appear. Note in the Location field whether the box is stored at the ASC or HD. 
      
      
      1. If the box is stored at the ASC, route the request to the Awaiting ASC Reshelving queue. Staple the call slip that was with the box to the call slip at the reference desk under the user's name, and then file the stapled call slips into the yellow "Awaiting ASC Reshelving" sleeve at the reference desk. Put the box on the blue ASC cart. 
         
         
         
         
      2. If the box is stored at HD, route the request to the Awaiting HD Pickup queue. Staple the call slip that was with the box to the call slip at the reference desk under the user's name, and then file the stapled call slips into the yellow "Awaiting HD Pickup" sleeve at the reference desk. Put the box in the HD returns shelving area.  
         
          
   
   

4. Place a pink "Restricted" sticker on the box.
   
   

5. Use the bulk update spreadsheet to update the Conditions Governing Access note for every folder in the box. 
   

Box is partially open

1. Double click on the blank area near the bottom of the request screen to leave an internal note. Enter a brief note indicating that the box is partially open and how many folders are restricted. If the restricted folders are grouped together at the back of the box, indicate this, as well. Click Add.
   
   
   
   
2. Route the request and reshelve, if applicable
   1. If the folder the user requested is restricted and it does not seem like they would be interested in any other materials in the box, cancel the request, notify the user, route the request, and reshelve the box following Steps 2-3 in the entire box is closed instructions. 

   2. If the folder the user requested is open, or if the specific folder they requested is restricted but you think there are other materials in the box that the user may be interested in, route the request using the Place on Hold button as indicated in Step 2 of the entire box is open instructions.

      If you're uncertain if the user will still want to see the box even if their specific requested folder is restricted, air on the side of routing the request to Place on Hold rather than cancelling the request.

      
      

3. Place a yellow “Check for restricted materials” sticker on the box. If the folders in the box are not clearly marked as “ok” or restricted, write those indications on the folders.
   
   

4. Use the bulk update spreadsheet to update the Conditions Governing Access note for every folder in the box. 
   

Only requested folder reviewed

Folder is restricted

1. Follow Steps 1-3 in the entire box is closed instructions
2. Make sure the restriction period for the folder you reviewed (R-20, R-50, etc.) is written clearly on the folder and that you have updated the Conditions Governing Access note for the folder in ArchivesSpace before you reshelve the box. 

Folder is open

1. Double click on the blank area near the bottom of the request screen to leave an internal note. Make sure your note clearly communicates that only the specific folder from this request has been checked and that the rest of the box has not been reviewed.
2. Make sure "ok" is written clearly on the folder and that you have updated the Conditions Governing Access note for the folder in ArchivesSpace. 
   
3. Route the request using the Place on Hold button as indicated in the entire box is open instructions.