Content Comparison

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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. When microfilm copies of theses exist, Patron Services (PS) staff can generate an invoice based on microfilm frame count. (When such invoices are delivered to a patron, the option of a positive, film copy of the microfilm for $80.00 plus shipping charges is also mentioned.) When no microfilm exists, or when a frame-count-based estimate is paid, ImagingServices requests original work from HUA.
3. HU Archives delivers original work to Imaging.
   1. HUA staff write the HU Archives call number in the upper right-hand corner of the title page. (Check with Kate if there are questions about call number.)
   2. Circulation and loan is tracked in HA as an external loan to Imaging Services using patron #7021.
   3. HUA staff deliver original works to Imaging Services in ~weekly batches.
4. Invoices are valid for 90 days. If invoice remains unpaid for that time, or if patron initiates cancellation of an order, original work is returned to HUA book truck located in Widener D-20. This truck is emptied by HUA staff on a monthly basis.
5. If patron accepts price quote, Imaging Services handles payment and 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.
6. HUA monitors queue titled "4 - Order Payment Received" for paid thesis orders, and delivers original works to Imaging as necessary.
7. 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)
8. DRS deposit report is sent to Kate Bowers at HUA (kate_bowers@harvard.edu ).
9. HUA Imaging Services updates bib record with holding for PDF copy:
   1. Kate opens PDF and examines cover sheet to determine whether this is a DASH deposit.For non-DASH holdings, no No live link to PDF file in DRS.
   2. Holding text reads Reproduction master, authorized staff access only, [DRS ID]
      Note: for DASH holdings, holding text will be similar to text for post-2012 DASH dissertations
10. 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, the following cover sheet will be included at the front of the dissertation.

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Requests for previously-digitized works:

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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:

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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.

The attached work flow document includes instructions for naming the PDF files.  Please ask us if you have questions about this.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. When she receives these reports, she will update the bib records in Aleph with holdings for the PDF (reproduction master).

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