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- The repository notifies Patron Services they want to have a fill order and supplies additional deposit-related data needed
- Patron Services creates another Aeon order with necessary services, count, and applies the payment
- Patron Services adds the corresponding Aeon transaction numbers in a note in both patron and fill order to indicate they are related
- Patron Services attaches any extra deposit information to the fill order or saves it in a shared space
- The repository brings/sends the original material to Patron Services
- Patron Services brings both tickets to the lab with the original material
Required Data for Deposit
- OCR - yes/no
- Structural metadata - yes/no
- File naming schema
- Examples:
Single volume file name example: 010010723_0001.jp2
Multi-volume file name example: 008105127_v0007_0001.jp2
Manuscript collection file name example: morgan_601_705_volIV_0001.jp2
- Examples:
- File Type
Required Information for Deposit
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Procedures
Other than the normal Imaging Services OTC order procedures, there are some extra steps to be taken for depositing OTC orders.
Initial Setup
Before utilizing this procedure, the repository and Imaging Services will work together to decide the following. Imaging Services maintains a document with these decisions for each repository.
- At least one dedicated repository contact.
- A CoA code to be used for all fill orders by default if the repository wants to use “fill order” option.
- A set of default DRS related values:
- Image File Format to deposit (we strongly recommend Lossless JPEG2000)
- DRS Owner Code
- DRS Billing Code
- DRS Access Flag
- DRS UNR mask
- DRS reports recipient emailsWhere to share DRS related information for each order?
- Add as note to the Aeon order (for simple instructions)
- Attach to Aeon orders
- For PDS objects spreadsheet or still image objects filename instruction
- Limit: Aeon only allows having one file attached for each order)
- Save to a shared space (limit: to have a shared space)
- For PDS objects spreadsheet or still image objects filename instruction
- Limit: Need a shard space (IS or Department shared space, SharePoint)
- Extra: well managed structure to ensure easy locating the files
- Email attachments
- For PDS objects spreadsheet or still image objects filename instruction
- Who will add NET holdings in ALMA?
- Repository, or
- Imaging Services: IS only adds ALMA NET holding, see Add ALMA NET holding section for details. If repositories would like IS to use a specific template for a certain type of deposits, please let us know.
- Who will send patrons URNs if the requests are delivered as online URNs?
- Repository, or
- Imaging Services
For each order
For each order, the repository needs to provide the following information based on the object type to be deposited into DRS. The information can be entered in a note or attached as a file to the Aeon order. If a PDS or Still Image object spreadsheet is used, the information can be included in the first row of the sheet. If the information is shared in a file, please include the Aeon Transaction number in the filename.
- Order#: [Aeon Transaction Number] (if info not in Aeon as note)
- Object Type: PDS, Still Image, PDF (for special case only!)
- DRS Billing Code: [if differ from the default]
- DRS Access: [N, R, or P; if differ from the default]
- Image File Format: [if differ from the default]
- Filename or Filename pattern: (see details PDS and Still Image object sections below)
- Delivery file max pixel dimension: [size in pixel, reason (Harvard policy, license, risk assessment, or copyright)] (if desired)
- OCR: [Yes, or No] (for PDS objects only, with languages recommended)
- ALMA NET Holding: [Additional 830], …
PDS object
- Structural Metadata - see Spreadsheets for PDS Object Label and Structure on IS wiki
- File names - see DRS Naming Rules on LTS wiki and Spreadsheets for PDS Object Label and Structure on IS wiki
Still Image object
- File names - see DRS Naming Rules on LTS wiki and Spreadsheets for Still Image Content Model Objects on IS wiki
A note entered in the Aeon order:
- Order#: 123654
- Object Type: PDS
- DRS Billing Code:
- DRS Access: P
- Filename or Filename pattern: 990016538980203941_####
- Delivery file max pixel dimension: 1000, copyright
- OCR: Yes, eng
- ALMA NET Holding:
Required Action After Deposit
- Creation of catalog link - Imaging Services can add ALMA NET holdings without a fee if repositories prefer us to do so. Repositories are responsible for adding links in ASpace and JstorForum.
For content deposited from the OTC workflow, ISadds the following 830 field in the record:
830 _0 |a Harvard College Library preservation digitization program. |p Patron orders. |5 net
If a different or additional 830 is desired, the repository can add a note in the relevant Aeon Copy Order, or contact our Patron Services.
- Patron notification -IS will send the patron files or URNs once they are ready unless repositories prefer to do so.
- Creation of catalog link - Imaging Services can add ALMA NET holdings without a fee if repositories prefer us to do so. Repositories are responsible for adding links in ASpace and JstorForum.