Photoduplication requests

Patron requests to take digital photographs of Merritt Room materials

Patrons must complete and return the Digital Camera Use Policy form, located on the Keeper's desk. Staff then note that the patron has signed the form (for example, "Isham Digital Camera Use Policy signed, 8/28/2018") in their Aeon profile and shred the paper form.

Requests for duplication of Isham's surrogate materials

Materials reproduced on microforms may not be reproduced in their entirety without permission of the holding library.

It is generally easiest to suggest that the patron contact the holding library directly through a chat or similar link on the institution's website. Using a general portal allows requests to be tracked and directed and is much more efficient than attempting to determine who the appropriate person to contact might be. Also, sometimes materials turn out to have been digitized since they were microfilmed. Before proceeding with a request to create a surrogate of a surrogate, check for high-quality digital images of the original item at the holding library.

We do not accept IFLA vouchers as payment for photoduplication (or for any other service).

Patron requests to order duplicates for Isham

We frequently order surrogate copies of materials held at other institutions, on behalf of scholars working at Isham. 

1. Before initiating the request, make certain that the item is not already in Isham's collections, readily available at another Harvard Library branch or available online. To this last point, it may be necessary to explore the holding institution's catalog record very thoroughly.
2. Make certain the vendor is represented in Alma (ask the Librarian for Collection Development to verify). Paperwork may need to be submitted to the Financial Office, so this is a very important step.
3. Order the material from the vendor. Copy the Librarian for Collection Development on all correspondence. Be sure to tell the Librarian for Collection Development who the duplicates are for.
4. Create a stub Connexion record for the material using our local constant data workform (Search Online Constant Data → Brief score → Edit  → Derive new master record). Take care to use encoding level 3 as this will be a partial record. Import the record to Alma. 
5. Send detailed bibliographic information for the requested material, along with the MMS ID of the stub Alma record, to the Librarian for Collection Development.
6. Once the material is received, it should be given directly to the Senior Music Cataloger. It will take the Senior Music Cataloger about two business days to return the item for end-processing.
7. Send confirmation of receipt to the Librarian for Collection Development.
8. Submit invoice for payment to the Librarian for Collection Development.
9. End-process the item.
10. Notify the patron that the material is available.

Queue to monitor for photoduplication requests

1 - Order submitted

Imaging requests that we've fulfilled ourselves

If a photoduplication request has remained in site MUS, then show it's done by routing to 7 - Order Finished. 

If it's in MUSPRES, leave it alone. MUSPRES needs statistics, so never migrate back from MUSPRES to MUS: once the estimate is sent, they need the record.