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

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

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 »

OHSLA Survey 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

Ariel® Internet Requirements Windows® 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 , a POP3 account

Ariel® Internet Requirements Windows® 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

Ariel® Equipment Requirements Windows® Version 2.x Operating system: Windows95™,98™ or WindowsNT™ 4.0 CPU: MHz (Pentium) RAM: 16 MB RAM upgrade (32 for NT) Hard drive: 25 MB Operating system: Windows95™,98™ or WindowsNT™ 4.0 CPU: MHz (Pentium) RAM: 2 x 32 MB RAM upgrade Hard drive: 6 GB

Ariel® Equipment Requirements Windows® Version 2.x (cont.) 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® Document Delivery System

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

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

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

Ariel® Experience Oregon Health Sciences University OHSU Installation (PORTALS) Pilot/implementation Equipment/software upgrade Equipment/software upgrade 98/9 - Desktop delivery pilot

Ariel® Workflow Issues Oregon 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

Ariel® Experience Workflow Issues Oregon 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

OHSU Sample Ariel ® Activity

Ariel® Resources local ISM team peers arie-l listserv rlg technical support

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

Desktop Delivery Options

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 accounts.

Ariel OHSU Desktop Delivery Pilot Project TIFF File Delivery Advantages: Documents forwarded “as is” to GroupWise accounts as 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

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 attachments to GroupWise accounts.

TIFF/PDF File Delivery Summary 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

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 attachments to GroupWise accounts.

Scan/Send PDF Files Summary 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

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

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

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

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)