Communication with Non-Aeon Repositories

Overview:

Patrons wishing to order digital images might first approach library staff directly, who should refer them to our online order-management software (Aeon), or they might find material through HOLLIS and proceed directly to an Aeon reproduction order without contacting the owning repository at all. Either way, an exchange of information between the owning repository and Patron Services will be useful in completing the order in as efficient and timely a manner as possible.

Individual repository-specific workflows are included as sub-headings under this main page, but there are some general guidelines that should be followed.

Details:

There are five areas that can involve communication between an owning repository and Patron Services. 1. Review, 2. Invoice & Payment, 3. Delivery of original material to Imaging Services, 4. Delivery of digitized files to patron, and 5. Return of original material to repository.

1. Review

   1. Consider condition and legal issues to decide whether or not the material can be digitized.
      
      1. Does the condition of the original allow transport to Widener Library, and can the object withstand digitization?
         
      2. Is the Fair Use copyright doctrine applicable (for personal, scholarly use, for example), or are there no copyright restrictions (in the Public Domain)?
      3. Has it already been digitized?
      4. If the request is for high-resolution files of previously digitized material, is the Library at liberty to deliver them? (See ii.)

2. Invoice & Payment

   1. Patron Services must determine the cost of digitization, invoice the patron, and collect payment. It is possible that the invoice will never be paid, or that the order will need to be cancelled for some other reason. By providing information about the material in advance, the owning repository can delay transport of the original until after the invoice has been paid, and digitization is guaranteed.
      
      1. Is the material bound or loose? (Book or loose pages?)
      2. What are the dimensions? (height and width? And for books, thickness also matters. Books over 3 inches thick require different services.)
      3. Are there any fold-outs in the books? Pages that open out beyond the normal edge of the page block? Vivid colors, reflective material (gold leaf), or other issues requiring special lighting?
      4. Are there condition issues that might affect safe handling?
   2. Digitizing an entire object (i.e. Item(s) listed under a unique HOLLIS identifier) in good condition, with no copyright restrictions, and depositing it into the DRS, can result in much lower “per page” costs than are incurred when digitizing a single page, or selection of individual items from a volume. Please consider having the entire work digitized and deposited to the DRS. If it will be deposited, you will need to provide certain details, including:
      1. DRS Owner Code
      2. URN Authority Path and Mask
      3. DRS Billing Code
      4. Specific filename(s)
      5. HOLLIS ID (if applicable)
      6. DRS Confirmation report recipient(s) (email address)
      7. How the material should be deposited - P-"Public," N-"dark," or R- "Harvard ID Only"
         

   3. If you have anything more to add about the material requested for an order, please email us at imaging@fas.harvard.edu, referencing the order (transaction) number.

3. Delivery of original material to Patron Services

   1. There is no standard protocol covering delivery of original material to Widener Library. See this Wiki page for additional information.

4. Delivery of Digital Files to Patron

   1. Usually, Imaging Services staff will deliver the digital files directly to the patron using one of three methods.
      1. File Transfer. This is the most popular method. The files are sent (in groups of up to fifteen at a time) using a third-party vendor, sendthisfile.com. The patron receives an email from sendthisfile containing a link to a file transfer Web page.
      2. Media. Files are transferred to either a thumb drive or a hard drive (depending on quantity and size of files) which is either picked up in person at the Patron Services office (Widener G-81) or mailed to the patron via FedEx.
      3. Link to material online. When entire objects are digitized and deposited into the DRS, the patron receives a direct link to the PDS display page. From the PDS, the patron may either view the material online, or download the material as a PDF file.
   2. There are certain repositories that take on the responsibility of delivering the PDS link themselves. These arrangements are worked out in advance and apply to all orders being digitized and deposited to the DRS for that repository.

5. Return of original material to Owning Repository

   1. When order is finished, Patron Services will contact you to let you know that the original material is waiting in Widener Room G-81 for pickup by your library. Return method varies, and further details can be found on the Wiki.
      

If you have any questions, suggestions, or other feedback about this workflow, please contact Tom Lingner at lingner@fas.harvard.edu. Thank you.