mybib eDoc

One system for many library workflows

mybib eDoc is a web-based workflow management system for libraries and organisations with complex document and digitisation processes. It manages jobs from intake through processing and scanning to delivery, access or handover to downstream systems.

The strength of mybib eDoc lies in its ability to support different services within one platform: document delivery, interlibrary loan, campus delivery services, digital course reserves, catalogue enrichment, retrospective digitisation and large-scale digitisation can be configured as separate workflows where needed.

Teams work in clear processes, keep track of statuses and can organise jobs, responsibilities, handovers and feedback in a traceable way.

Document delivery

Manage requests from intake to delivery in one place

mybib eDoc supports the full document delivery workflow – from request intake, checking and scanning through to status tracking and delivery. Library teams keep track of open, active and completed requests and can assign feedback or complaints directly to the relevant job.

Interlibrary loan

Connect interlibrary loan workflows, delivery services and status updates

mybib eDoc brings interlibrary loan requests from different sources together and makes them manageable in one central workflow. Requests can be checked, forwarded, acknowledged, scanned, delivered or billed, depending on the procedure and connected systems.

Campus delivery service

Provide digital access to materials from local holdings

mybib eDoc helps libraries organise campus delivery services in a structured way: authorised users request materials from local holdings, which are then checked, digitised and provided. The workflow can reflect request channels, user groups, holdings rules and status communication.

Digital course reserves

Manage teaching materials for study and teaching

mybib eDoc supports libraries in managing digital course reserves – from requests by teaching staff through checking and digitisation to handover for access. Jobs, statuses, course information and responsibilities remain traceable throughout the workflow.

Catalogue enrichment

Check, reuse or digitise enrichment data where needed

mybib eDoc manages catalogue enrichment workflows from title selection, metadata checking and duplicate checks through to handover of the results. Existing tables of contents or covers can be reused; if no suitable data is available, a new scanning job can be triggered.

Digitisation projects

Manage large projects with clear jobs and statuses

mybib eDoc supports retrospective digitisation, large-scale digitisation and other project-based workflows with clear job management. Statuses, responsibilities, metadata, scan results and output to target systems can be documented, helping even large projects remain traceable.

From request to delivery

The following example workflow shows how mybib eDoc supports a typical library request – from intake through checking, processing and scanning to access, delivery or handover to a target system.

Capture the request

Requests can be received from connected systems, discovery links, order forms, mailboxes, lists or direct interfaces. Larger job lists or existing files can also be brought into the process.

Check and enrich data

Metadata, shelf marks or usage conditions can be imported, checked or completed automatically. Where required, external systems can be connected for metadata enrichment, authentication or authorisation.

Define workflow and responsibility

The job is assigned to the appropriate service, location, department or processing step. Staff see the jobs that are relevant to their role, domain or task.

Process the job

Depending on the workflow, request slips, retrieval lists or processing notes can be generated. Jobs can be acknowledged, forwarded, rejected, scanned or prepared for later steps.

Digitise or import files

Required digital objects can be created with BCS-2 and handed over to mybib eDoc. Existing files can also be assigned to a job automatically or manually.

Deliver or provide access

Finished files are delivered, handed over to a third-party system or made available through a suitable access platform, depending on the service.

Handle feedback

Acknowledgements, queries, complaints or other feedback can be assigned to the job and processed further.

Archive and anonymise

mybib eDoc supports the archiving of completed jobs. Processes remain traceable, while personal data can be anonymised and scans that are no longer needed can be deleted.

Workflow management for complex library and digitisation processes

mybib eDoc maps different processes within one web-based platform. Each workflow can be configured as a separate service – for example document delivery, interlibrary loan, campus delivery, course reserves, catalogue enrichment or digitisation projects.

The system supports not only individual work steps, but the entire process: request intake, data enrichment, status tracking, processing, scan handover, delivery, feedback, archiving and anonymisation.

One service, one workflow

mybib eDoc uses a service-based concept. Each service represents a specific workflow. This allows different tasks to be organised in one system without mixing them up in daily processing.

Services can be adapted to the customer’s environment. Work steps, statuses, responsibilities, outputs and handovers can be configured to match the institution’s processes.

Map work areas clearly

Organisational and physical structures such as locations, branch libraries, departments or subject areas can be represented in mybib eDoc through domains. This makes it possible to route jobs precisely and keep work areas clearly separated.

Access rights and views can be configured so staff mainly see the jobs that are relevant to their tasks. This keeps the system clear and makes daily processing easier.

Receive requests from different sources

mybib eDoc supports different ways of creating jobs. Requests can be received from discovery systems, catalogue links, order forms, mailboxes, lists or connected third-party systems.

Order forms and eDialogs can be adapted to the institution’s requirements. They can be opened blank or prefilled with data from catalogues and discovery systems, so users only need to add missing details.

Authentication and authorisation systems can be placed in front of the forms where needed, allowing requests to be controlled based on user group, holdings or service model.

Designed to integrate with existing systems

mybib eDoc offers many options for connecting external systems. These include catalogue and library systems, authentication services, delivery services, scanning clients, presentation platforms and other applications.

With PlugX, additional checks, metadata enrichment, holdings queries, acknowledgements, deliveries or price calculations can be integrated into the workflow. This makes it possible to reflect customer-specific requirements without breaking the overall process.

Recurring tasks can be automated, such as request intake, printing request slips, processing files, updating statuses or handing results over to target systems.

Process jobs traceably

In mybib eDoc, staff keep track of open, active, delivered or completed jobs. Status information shows what has already happened and which step comes next.

Files can be received from scanning processes, assigned to a job, checked and then delivered or handed over to third-party systems. Feedback, complaints or queries can be assigned directly to the relevant job.

Evaluate processes and complete them cleanly

mybib eDoc supports the evaluation of jobs and processes, for example for statistics, billing or internal management. Depending on the configuration, relevant data can be made available for further analysis.

After completion, jobs can be archived and anonymised according to defined rules. Retention or deletion of files can also be adapted to the institution’s requirements.

Request a quote

mybib eDoc is configured to fit your use case.

The right workflows, interfaces and services depend on your services, systems, locations, user groups and organisational processes. For a quote, we will clarify which services need to be mapped, which request channels and target systems should be connected, which authentication or authorisation systems are relevant and which automations can support daily operations.

We will be happy to advise you on how mybib eDoc can be integrated into your existing system landscape and which configuration fits your requirements.

Request a quote