How can we improve Talis Aspire Reading Lists?

Bulk Archiving

We would like to be able to bulk archive reading lists for a given time period at the end of September each year.

Our policy is to keep the current year's reading lists public in Aspire until the end of September for the benefit of any students that are doing re-sits. However, the only bulk option for archiving lists is only available during the Rollover of lists to a new time-period. We rollover lists at the end of the Summer term (June) so that academics or library staff can start editing the list for the next academic year. So from June to September, we have two year's lists accessible to users. Now, at the end of September we have over 1,000 lists to be archived and the only way to do this is manually, one by one.

Please can we suggest a new functionality to bulk archive reading lists from a particular time-period.

Annette Moore
Technical Services Librarian
University of Sussex

38 votes
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    Annette Moore shared this idea  ·   ·  Flag idea as inappropriate…  ·  Admin →

    19 comments

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      • K. Beveridge commented  ·   ·  Flag as inappropriate

        A separate bulk archive option would allow us to rollover lists into draft for the next time period, while keeping the current list available for resits
        e.g. our resits are in July, but Semester 2 ends on 31st May (approx). If we could make draft lists available for the next academic year, in say June, while keeping the 'old' list active for resits, that would give us a longer time period for academic to edit & publish, & more time to purchase material. Then we could bulk archive the lists in July, after the resits. The same would apply to our academic year & calendar year time periods .

      • Clare Whittingham commented  ·   ·  Flag as inappropriate

        Summer 2018 will be the first time we will need to bulk archive lists from a earlier time period (2014-15) and having the ability to do it automatically will save a huge amount of staff time.

      • University of Brighton commented  ·   ·  Flag as inappropriate

        We have a chunk of old lists with no time period, and lists with time periods. We'd like to bulk archive everything without a time period now to get rid of old stuff moved across from Talis List as it is now out of date.
        In future we'd archive specific time periods once the obligation to display them has passed (we keep module data for 6 years I think, so we will need to start bulk archiving in a few years)

      • Caroline Thorpe commented  ·   ·  Flag as inappropriate

        Hi Keji
        At Sheffield Hallam we need to keep 4 years worth of lists. We would like to be able to automatically delete lists with the time period of 2012/3 now for example.

        Caroline

      • Sarah Pittaway commented  ·   ·  Flag as inappropriate

        Just wondering when this is planned for? I'm looking at hiring students to do a lot of manual archiving for us as it's something that staff have raised as an issue. However, if we're going to have bulk archive functionality soon, then I can save budget to spend more wisely.

      • Linda commented  ·   ·  Flag as inappropriate

        Hi Keji,
        The scenario where we thought bulk actions would be useful is just after rollover. At the moment, we roll over lists in a time period and archive them at that point only because we know that we cannot bulk archive all lists in that time period afterwards.

        This makes it difficult for students who are doing resits as the link in the VLE no longer displays the version of the list which was archived (using the building block in Blackboard). To get around this, at the moment, we are manually inserting the url for the list due to rollover into the module on the vle (or advising academics to do this) and also keeping a spreadsheet of urls for rolled over lists which we are currently thinking about making available to students via our webpage since they cannot search on archived lists.

        If we could bulk archive out with the rollover, this would give the opportunity to leave the old versions available in reading lists alongside the new rolled over version. The criteria we would then use to select lists for a bulk action would be, at a given date (likely to be just after resits), we would select the time period which has previously been rolled over and archive all lists in that period.

        I know that acquisitions staff were also keen to see bulk actions for setting a review outcome i.e. book ordered, stock sufficient etc. which applies to all bookmarks for a particular book so if you needed more information about how we would use bulk actions in other areas, I can have a chat to others in the team.

        Happy to chat through our thoughts about bulk archiving if you want more detail.

        Thanks,
        Linda

      • Hilary Johnson commented  ·   ·  Flag as inappropriate

        Hi Keji
        We haven't moved to Reviews 2.0 (in the queue to join beta testing), but something Laura said in her webinar made me think that the new system might fit what we need. Obviously haven't tested it yet.
        But I'd be happy to talk through the scenario where this would have been useful last summer. (Ian is visiting here in a couple of weeks.)

      • Valerie Wells commented  ·   ·  Flag as inappropriate

        We woudl really like this too, it would make searching for lists and managing lists much more efficient if we could get rid of those lists no longer required.

      • Malcolm Polfreman commented  ·   ·  Flag as inappropriate

        We desperately want to see a bulk archiving function of the type that Annette envisages - as we too have to manually archive 2,500 reading lists every year. In our case, we have to manually archive them because we are obliged by the University to keep visible, at any given time, all the reading lists of the most recent TWO years. So we would need to bulk archive the lists from three years ago - whereas Aspire currently only allows us to archive, during the roll-over process, the lists of the year that is just ending. We would need an option that allowed us to choose which year's lists to bulk archive.

        Malcolm Polfreman
        Acquisitions & Subscriptions Manager
        London South Bank University

      • R Bramley commented  ·   ·  Flag as inappropriate

        We need this, and it makes sense. The functionality must be there in the background - please give us access to it!

      • Sarah Pittaway commented  ·   ·  Flag as inappropriate

        We would *love* to see this feature. It's not a problem for us now as new adopters, but in a few years time when we have several years worth of lists? It doesn't bear thinking about! Like Annette, we cannot bulk archive at rollover as we have courses that run throughout the year, re-sits, etc but we need to rollover in June.

      • Lucy Clifford commented  ·   ·  Flag as inappropriate

        This functionality is desperately needed. It's absurd to make people manually archive thousands of lists every year.

      • Hilary Johnson commented  ·   ·  Flag as inappropriate

        This is a feature that Uni of Bedfordshire would also find useful. (To get round Blackboard problems and also when there are big institutional changes)

      • Ian McGregor commented  ·   ·  Flag as inappropriate

        At Monash, we have to archive lists more than once per year to maintain compliance with Australian copyright legislation. We do not keep previous versions of lists accessible either; as Lucy and Malcolm do.
        It would be useful if the archiving function could be linked automatically to the time period set for each reading list. Talis have already replied privately to me that this is not a high priority for them but I wondered if there is any support amongst the user group for this?

      • Lucy Clifford commented  ·   ·  Flag as inappropriate

        We would like to be able to batch archive lists so we can keep 2 or 3 years lists visible and batch arcive all older lists.

      • Malcolm Polfreman commented  ·   ·  Flag as inappropriate

        This would be very useful to us at London South Bank University too. In line with our VLE policy, we wish to keep two years' reading lists visible at any one time. So at year-end rollover we want to keep both the target and source reading list visible, but archive the reading list of the year that is immediately prior to the source list. (i.e. the list from two years ago). As it stands, we’d have to archive the 2,000 old lists manually.

      • Wayne Morris commented  ·   ·  Flag as inappropriate

        We too would find it useful to bulk archive lists from previous years. We have a few previous years of lists presented to users via our Blackboard plugin. Unhelpfully, they are not even in chronological order. Recent attempts to use an API from Stirling has failed to resolve this for us.

        In any event, we need to bulk archive, in order to prevent old years' lists appearing on our Prism3 cataloguie via a juice extension.

        Manually archiving thousands of lists in unrealistic.

      • Anonymous commented  ·   ·  Flag as inappropriate

        It would be useful to have the option to archive lists in bulk, rather than individually.

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