Content Comparison

The following workflows have been worked out with the Harvard University Archives for orders calling for HUA materials.

Theses & Dissertations

Background:

Sharing the combined research of Harvard graduates is an important part of the Harvard Library mission encouraging the “dissemination of knowledge.” Orders for theses, dissertations, and honors papers (hereafter: theses) arrive almost daily. Copyright for theses and dissertations remains with the author, but Harvard can provide pdf copies for scholarly research. If a patron wishes to publish from such a work, he must obtain permission from the author or the author's estate.

Order Handling, Communication, and Transport:

Aeon Requests -

When microfilm copies of theses exist, Patron Services (PS) staff can generate an invoice for duplication based on the microfilm frame count. When such invoices are delivered to a patron, the possibility of obtaining a positive, film copy of the microfilm for $80.00 plus shipping charges is also mentioned. This is often less expensive than complete digitization from the original bound volume.

When microfilm frame count is unavailable, and when estimates built on frame count are paid, we must request that the original volumes be delivered to Imaging Services. Once per week, Patron Services (PS) staff will contact HUA with a list of theses to be delivered to G-81.

DRS Deposit and Retrieval:

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Workflow for PDF copies of legacy dissertations, theses, & prize papers (non-DASH):

(adapted from document received from HUA, 3/19/2015)

1. Patron requests electronic copy of entire legacy work. HUA receives order in Aeon, selects appropriate transaction queue ("Awaiting HD Processing" if undigitized, "Request Finished" if previously digitized), and routes Aeon order to HUAPRES.
   
   1. If patron approaches HUA first, they are directed to http://aeon.hul.harvard.edu/ to place order.
2. Imaging Services generates estimate. A flat fee of $125 (plus $10 for electronic delivery) is charged for digitization of a thesis and conversion to a pdf. $30 is charged for DRS download and delivery of previously-digitized theses.
3. HUA monitors queue titled "4 - Order Payment Received" for paid thesis orders, and delivers original works to Imaging as necessary.
4. Imaging Services makes PDF copy as follows:
   1. Scans original work to create a PDF file.
      1. PDF file includes all pages, including DAC, abstract, title page, contents, appendices, AND copyright statement provided by HUA (see below).
   2. Deposits file in DRS, using the HUA call number, according to the following scheme:
      1. HU_90_6461_5_Sherman
      2. HU_92_92_Karafiol
      3. 17198_Bonnell
      HUA will advise if there are questions about file names.
   3. Sends a copy of the PDF to the patron via file-transfer service. (sendthisfile.com)
5. Imaging Services updates bib record with holding for PDF copy:
   1. No live link to PDF file in DRS.
   2. Holding text reads Reproduction master, authorized staff access only, [DRS ID]
6. DRS deposit report is sent to Kate Bowers at HUA (kate_bowers@harvard.edu ).

All PDFs from legacy dissertations/theses should be deposited in the DRS using the Archives’ billing code HUL.ARCH.VOLS_0001.

Kate Bowers should receive the DRS deposit reports for these items.

Copyright Statement:

When digitizing legacy dissertations that are NOT going to be deposited in DASH,

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the following cover sheet will be included at the front of the dissertation.

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1. The attached work flow document includes instructions for naming the PDF files.  Please ask us if you have questions about this.
2. All PDFs from legacy dissertations/theses should be deposited in the DRS using the Archives’ billing code HUL.ARCH.VOLS_0001.
3. Kate Bowers should receive the DRS deposit reports for these items. When she receives these reports, she will update the bib records in Aleph with holdings for the PDF (reproduction master).

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Requests for previously-digitized works:

1. Route Transaction Queue to "Request Finished."
2. Route order to HUAPRES
3. Imaging Services will handle the request from here on, with no further work required of HUA.

Workflow for PDF copies of legacy dissertations, theses, & prize papers to be deposited in DASH:

Same as above, w/ the following exceptions:

1. HUA accommodates requests for DASH deposits only from authors or their heirs or from OSC.
2. OSC, Imaging, and HUA are in agreement that author/heir pays for digitization.
3. Imaging uses DASH cover sheet instead of HUA cover sheet pertaining to intellectual property rights.
4. Instead of sending PDF file to patron, Imaging sends scan to OSC (in addition to DRS deposit).
5. OSC will notify patron and HUA that work is now available in DASH.