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In some cases, it is not possible to send a patron’s entire request to the lab because some material in the order may require special handling.  Examples include: items larger than 15”x21”, material that does not lay flat, or material that contains overlays, or foldouts.   In In these instances, material that cannot be scanned through the reference scanner should be separated or marked and sent to the studio.  Please note that artwork and photography can go through the reference scanner and should only be sent to the studio if the patron is requesting an image at requests publishable quality photography.

How to write a “split” order:

  1.  Separate the material and write an Aeon request for the material that you will remove.  Note that you are removing the material for a split order. Place the left side in the spot where the material resides and keep the right side with the material. 
  2. Create two estimates for the patron: the first for the material that is going to the lab and the second for the items that will go to the studio.
  3. On the lab estimate include the following notation in Special Comments: DRS/ METS  (fill in number of METS as relevant to order) and studio estimate number (usually written “Associated with estimate XXXXX)
  4. On the studio estimate include the following notation in Special Comments: DRS (include METS if necessary), lab estimate number (usually written “Associated with estimate XXXXX) and For Deposit Only (if the patron will be obtaining his images online).
  5. Place both estimates together on the shelf.

Example of language to include in communication with patrons:

...

  1. Create one estimate for the patron.  
  2. Select the correct number of patron scans. 
  3. For the studio scans, go to IS: Special: Digi Capture, tab over to next field and select Digital Capture (oversize/foldout), then tab to Quantity and change if necessary. Tab to end to complete. 
    1. If there are more than 5 items in the order to be scanned at the studio, give the material to the Reproductions Coordinator for pricing. If a reduced price is granted, note price and grantor in the Special Comments field.  
  4. Flag the material that will be scanned separately at the studio, but do not remove loose material.  Only in the case of a rush will loose material be removed. (Material will always first go to the lab and then be transferred to the studio.)
  5. Place the item with the estimate together on the shelf.