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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, material that contains overlays, or foldouts. 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. Create two estimates one estimate 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.
2. 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)
3. On the studio estimate select the correct product, but reduce the price to $15.00.  If there are over 5 items in the order that will need .  
4. Select the correct number of patron scans. 
5. 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
   photoduplication liason
   1. Reproductions Coordinator for pricing. If a reduced price is granted, note
   that
   1. price and grantor in the Special Comments field.
     Also include 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).
   1.  
6. 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 first and then be transferred to the studio.)
7. Place both estimates the item with the estimate together on the shelf.

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Example of language to include in communication with patrons:

Please find attached the two estimates necessary to complete your order.  The majority of the material in your order will be processed as reference scans through our lowest cost workflow; however, due to the condition of some items, a different imaging process is required.  This means that both estimates must be paid to complete your order.