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Answers to Frequently Asked Questions about Aeon

General

What is Aeon?

Aeon is the electronic system that enables researchers to request items directly from the Hoover Library & Archives online catalog Searchworks and the Online Archives of California collection guides to order and track reproduction services through a personalized web account.

Why do I need a username and password to use Aeon?

By setting up a personalized account with an email address and password, the Hoover Institution L&A Aeon system allows researchers to request materials, order duplications, and track the history of requests and orders. Your email address and password gives you secure access to information about your requests. You can also edit your personal information such as your address or phone number.

Your username (email address) and password are unique to you; you may use any alphanumeric combination for your password. We recommend that you follow good security practice and choose a password that is different from those you use to access other systems. However, no one but you will know your password, not even the special collections staff. The password you set is stored encrypted.

What do I do if my email address changes?

Since your email address is your user name, if it changes, please contact the Hoover L&A to update your account at hoover-library-archives@stanford.edu.

Your username (email address) and password are unique to you; you may use any alphanumeric combination for your password. We recommend that you follow good security practice and choose a password that is different from those you use to access other systems. However, no one but you will know your password, not even the special collections staff. The password you set is stored encrypted.

How do I create a Hoover Institution Aeon account?

To create a Hoover Institution Aeon account, click on the link under "Get Help" on the Hoover Institution L&A webpage. Read the First Time User registration policies and click "Create an Account" to proceed. Fill out your information in the New User Registration form. When you visit the Hoover Institution L&A, you will be asked to provide a valid, government-issued photo ID, review our researcher access policies, and have your photo taken for a Hoover L&A reader card in order to complete your registration.

How long will my account be active?

Your account is active for one year. If you have not updated your account in the past 365 days, you will be asked to update your information the next time you login to your account. You may change or update your account information at any time by clicking on "Preferences" and then clicking either "Change User Information" or "Change Password." Your ID will be verified the next time you visit the L&A.

What if I forget my password?

If you forget your password, click on the "Forgot Password" link on the login page. Your password will be reset. An e-mail will be sent to the address you registered when creating your account. Follow the link in that e-mail to reset your password. Remember to change your password once you have accessed your account. Click "Submit Information" to complete the online registration section.

What Web browser should I use?

You need a Web browser that can handle forms, tables, and preferably cascading style sheets (CSS). We recommend the current versions of either Microsoft Internet Explorer or Mozilla Firefox.

Is security a problem if I use a public workstation?

Yes. Web browsers cache information and create a history file on the local workstation. This allows a subsequent user of the workstation to access the system under your name using the browser's Back button to recall a page from the cache, or by finding a page with your personal information in the browser's history file.

If you use a public workstation, please remember to sign out when you are finished by clicking "Logout" in the top left-hand corner of the menu. Delete from the file history those pages that contain your personal information. Then exit from the web browser to prevent the Back button from accessing the pages you were using.

Why does Aeon time out?

Aeon is set to timeout after inactivity. Timeouts are necessary due to simultaneous user limits that must be in place in order to assure an acceptable level of system performance.

Who do I contact if I have problems with or questions about Aeon?

Contact Hoover Institution Library & Archives staff at 650-723-3563 or hoover-library-archives@stanford.edu

Search Tools

What is SearchWorks?

Searchworks is Stanford University Libraries' online library catalog. SearchWorks provides the best access to the Hoover Library materials.

How do I use SearchWorks to request materials?

To request materials from Searchworks, use the catalog to search for materials you would like to view. When you select a particular catalog record, click the "Request on-site access" button. This action will prompt you to login to your Aeon account. If you need to add additional information to your request, do so before you schedule your retrieval or keep the item in your review list.

More detailed information on the contents of Archives collections is often available on the Online Archives of California collection guides.

What are collection guides?

Online Archives of California collection guides are narrative descriptions of the context, arrangement, and contents of archival collections, which may include all types of formats. Guides named "Register" have the most information about a collection's content and a detailed container list, "Inventory" is less detailed, but includes a container list, and "Overview" will only be a brief summary of the collection.

How do I use the collection guides to request materials?

To place requests from the Online Archives of California collection guides, use the search tool to find the collection you want to view. Then click on the "Request" button at the top of the collection guide. Select checkboxes (up to 10 boxes) you would like to view and submit for retrieval at the bottom of your screen. This action will prompt you to login to your Aeon account. If you need to add additional information to your request, do so before you schedule your retrieval or keep the item in your review list.

Can I request multiple items per collection guide?

You may have up to 10 requests active at one time. Each box/volume/envelope is a separate item and counts against your limit of 10 items. You may save an unlimited number of requests to review later.

Item Requests

Is there a limit to how many requests I can make?

You may have 10 active requests at one time. You may save an unlimited number of requests to review later. Once you schedule a retrieval, the request becomes active. Saved requests and duplication orders do not count towards your limit.

How do I schedule retrievals?

Retrievals should be scheduled in advance in your Aeon account by selecting the date of your visit. We encourage you to submit requests at least 48 hours in advance, as not all material is immediately available. You may have 20 active requests at one time and save an unlimited number of requests for later. Once retrieved, materials will be held for 48 hours.

Requests submitted before noon, Monday through Friday, are usually available after 10 am the next business day. Requests submitted after noon, Monday through Friday, or over the weekend, are usually available in two business days.

You may check your Aeon account to find out when material is available (status will display as "Item Ready for Use").

How do I request the Chaing-Kai Shek diaries?

Information on how to request the Chaing-Kai Shek diaries may be found here.

I want to view a request I already completed on a prior visit. How do I resubmit an old request?

If you would like to resubmit a request, simply click on "Finished Requests" under "Requests" in your Aeon account. Click on the request number for the item you want to see again and click "Clone Request." You may alter information in the form, then click "Submit Request."

How long are my requests saved in Aeon?

All your requests in Aeon are saved in perpetuity regardless of the status of the request.

What is the Requests Kept for Review queue in Aeon?

When you submit items by selecting "Keep for My Review" you are saving these items to the Review Requests queue. This queue in Aeon saves items that you will review later before submitting. There are no limits on how many items you may save to the Review Requests queue.

Duplication Orders

Does the Hoover Institution Library & Archives offer duplication of material held in the collection?

The Hoover L&A offers several options for duplications. Details can be found on our Duplication Orders page.

How do I order duplications?

All duplication requests should be made through the Aeon system. Use Searchworks, the Online Archives of California collection guides or the digital collections site to locate the item and collection from which you wish to purchase duplications and follow the system prompts to submit a Duplication Order. You must submit a separate Duplication Order for each item or collection record.

How much do duplications cost?

Prices vary depending on the type of duplication requested, type of materials being imaged, and the method of duplication. Details on pricing can be found at our Duplication Orders page.

I looked at an item in the reading room and now want duplications. What next?

If you are working in the reading room and know you will be requesting duplications from the collection you are working with, please ask reading room staff for paper slips to flag the relevant items within the collection.

All requests for duplications must be made through Aeon at the Hoover Library & Archives. Within Aeon open your original request for the item or collection and choose the "Clone to Copy" option. The Duplication Order form will automatically populate the form with the collection information and you will be prompted to add additional information regarding the duplication request. Please be as specific as possible.

Do I have to pay up front?

The Hoover Institution L&A requires payment in advance for duplication orders.

How long do duplications take to receive?

All requests are filled in the order in which they are received. Please allow two to eight weeks for processing.

Do I need permission to quote/cite material or use images?

The copyright law of the United States (Title 17, United States Code) governs the making of photocopies or other reproductions of copyrighted material. If a user makes a request for, or later uses, a photocopy or reproduction (including handwritten copies) for purposes in excess of fair use, that user may be liable for copyright infringement. Users are advised to obtain permission from owners of copyright before publishing any materials examined in the Hoover Institution L&A.

Copies are for private research use only. No publication, further reproduction, or reuse of copies, beyond fair use, may be made without the express written permission of the copyright owner, if any, or, in the cases copyright is held by Stanford University, by the Hoover Institution L&A on behalf of Stanford University.

Further Questions?

Still have questions?

If you still have questions about Aeon at the Hoover Library & Archives or about identifying materials in our holdings, contact us at 650-723-3563 or hoover-library-archives@stanford.edu.