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Patrons wishing to order digital images might first approach library staff directly, who should refer them to reproductions of library materials now do so through our online order-management software (Aeon), or they might find material through HOLLIS and proceed directly to an Aeon reproduction order without contacting the owning repository at all. Either way, an .

When an order is made for material housed in a non-Aeon-using repository, it will be first seen by Patron Services staff (who sit in Widener Room G-81). An exchange of information between the owning repository and Patron Services will be useful necessary in completing order to complete the order in as efficient and timely a manner as possible.

Individual repository-specific workflows are included as sub-headings under this main page, but below are Below are some general guidelines that should be useful to all non-Aeon-using repositories. (Individual repository-specific workflows are included as sub-headings under this main page.)


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Details:

There are five areas where communication between an owning repository and Patron Services is either necessary, or at least helpful. 1. Review, 2. Invoice & Payment, 3. Delivery of original material to Imaging Services, 4. Delivery of digitized files to patron, and 5. Return of original material to repository.

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When an order is received, there are two key questions that the owning repository must answer for Patron Services staff:

  1. Can the object be digitized?
    1. Consider condition and legal issues to decide whether or not the material can be digitized.
      1. Does the condition of the original allow transport to Widener Library, and can the object withstand digitization?
      2. Are there no copyright restrictions (in the Public Domain)? Is the Fair Use copyright doctrine applicable (for personal, scholarly use, for example), or are there no copyright restrictions (in the Public Domain)?
      3. Has it already been digitized?
      4. If it has been digitized, and the request is for delivery of high-resolution files of previously digitized material, is the Library at liberty to deliver themfrom the DRS, are there any usage or copyright restrictions? (See ii.)

  2. Invoice & Payment

    Patron Services must determine the cost of digitization, invoice the patron, and collect payment. It is possible that the invoice will never be paid, or that the order will need to be cancelled for some other reason. By providing information about the material in advance, the owning repository can delay transport of the original until after the invoice has been paid, and digitization is guaranteed.Do you want the resulting images deposited into the DRS?
    1. If you decide to deposit the digitized files, you will need to provide certain details, including:
      1. DRS Owner Code
      2. URN Authority Path and Mask
      3. DRS Billing Code
      4. Specific filename(s)
      5. HOLLIS ID (if applicable)
      6. DRS Confirmation report recipient(s) (email address)
      7. How the material should be deposited - P-"Public," N-"dark," or R- "Harvard ID Only"

Additionally, if you can answer the following additional questions, Patron Services may be able to issue an estimate to the patron without receiving the object from you. You will need to deliver the object if the estimate is paid, of course, but sometimes estimates are not paid, and this optional workflow would prevent unnecessary transport.

 

  1. What is the format of the object? 
      1. Is the material bound or loose? (Book or loose pages?)
      2. What are the dimensions? (height and width? And for books, thickness also matters. Books over 3 inches thick require different services.)
      2. Are there
      1. Does the requested material include any fold-outs
      3. in the books
      1. ? Pages that open out beyond the normal edge of the page block? Vivid colors, reflective material (gold leaf), or other issues requiring special lighting?
      2. Are there condition issues that might affect safe handling?
    4. Digitizing an entire object (i.e. Item(s) listed under a unique HOLLIS identifier) in good condition, with no copyright restrictions, and depositing it into the DRS, can result in much lower “per page” costs than are incurred when digitizing a single page, or selection of individual items from a volume. Please consider having the entire work digitized and deposited to the DRS. If it will be deposited, you will need to provide certain details, including:
      1. DRS Owner Code
      2. URN Authority Path and Mask
      3. DRS Billing Code
      4. Specific filename(s)
      5. HOLLIS ID (if applicable)
      6. DRS Confirmation report recipient(s) (email address)
      7. How the material should be deposited - P-"Public," N-"dark," or R- "Harvard ID Only"
      5. If you have anything more to add about the material requested for an order, please email us at imaging@fas.harvard.edu, referencing the order (transaction) number
  2. If the request is for a complete object or book, how many pages are involved, including end pages and covers?

If you have neither the staff nor the time to answer these questions, please arrange for delivery of the object to the Patron Services office, Widener Room G-81.

Delivery of original material to Patron Services

There is no standard protocol covering delivery of original material to Widener Library. Click the following for additional information on delivery of original material to Imaging Services.

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Delivery of Digital Files to Patron

  1. Usually, Imaging Services staff will deliver the digital files directly to the patron using one of three methods.
    1. File Transfer. This is the most popular method. The files are sent (in groups of up to fifteen at a time) using a third-party vendor, sendthisfile.com. The patron receives an email from sendthisfile containing a link to a file transfer Web page.
    2. Media. Files are transferred to either a thumb drive or a hard drive (depending on quantity and size of files) which is either picked up in person at the Patron Services office (Widener G-81) or mailed to the patron via FedEx.
    3. Link to material online. When entire objects are digitized and deposited into the DRS, the patron receives a direct link to the PDS display page. From the PDS, the patron may either view the material online, or download the material as a PDF file.
  2. There are certain repositories that take on the responsibility of delivering the PDS link themselves. These arrangements are worked out in advance and apply to all orders being digitized and deposited to the DRS for that repository.

 

Return of original material to Owning Repository

 

When order is finished, Patron Services will contact you to let you know that the original material is waiting in Widener Room G-81 for pickup by your library. Return method varies, click for further details on return of original materials to owning repositories.


Finally, if you have anything more to add about the material requested for an order, please email us at imaging@fas.harvard.

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edu, referencing the order (transaction) number.

Thank you.

 

If you have any questions, suggestions, or other feedback about this workflow, please contact Tom Lingner at lingner@fas.harvard.edu. Thank you.