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. 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

5. 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 e-mail, a POP3 account

6. 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

7. Ariel® Equipment Requirements Windows® Version 2.x 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

8. 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

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® Experience Oregon 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 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

15. 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

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. Ariel OHSU Desktop Delivery Pilot Project TIFF File Delivery 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

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. 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

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. 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

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)