"Over the Counter" (OTC) Orders - Communication with Non-Aeon Repositories

Overview:

Patrons wishing to order digital reproductions of library materials now do so through our online order-management software (Aeon).

When an order is made for material housed in a non-Aeon-using repository, the order request will be first seen by Patron Services staff (who sit in Widener Room G-81). An exchange of information between the owning repository and Patron Services will be necessary in order to complete the order in as efficient and timely a manner as possible.

Below are some general guidelines that should be useful to all non-Aeon-using repositories. (Individual repository-specific workflows are included as sub-headings under this main page.)

Details:

When an order is received, there are two key questions that the owning repository must answer for Patron Services staff:

1. Can the object be digitized?
   1. Consider condition and legal issues
      1. Does the condition of the original allow transport to Widener Library, and can the object withstand digitization?
         
      2. Are there no copyright restrictions (in the Public Domain)? Is the Fair Use copyright doctrine applicable (for personal, scholarly use, for example)?
         
      3. Has it already been digitized?
         
      4. If it has been digitized, and the request is for delivery of high-resolution files from the DRS, are there any usage or copyright restrictions? (See ii.)
         
         
2. Do you want the resulting images deposited into the DRS?
   1. If you decide to deposit the digitized files, 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"

Additionally, if you can answer the following questions, Patron Services may be able to issue an estimate to the patron without receiving the object from you. You will need to deliver the object if the estimate is paid, of course, but sometimes estimates are not paid, and this optional workflow would prevent unnecessary transport.

1. What is the format of the object? 
   1. 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. Does the requested material include any fold-outs? 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. If the request is for a complete object or book, how many pages are involved, including endpages and covers?
   
   

If you have neither the staff nor the time to answer these final two questions, please arrange for delivery of the object to the Patron Services office, Widener Room G-81.

Delivery of original material to Patron Services

There is no standard protocol covering delivery of original material to Widener Library. Click the following for additional information on delivery of original material to Imaging Services.

Return of original material to Owning Repository

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, click for further details on return of original materials to owning repositories.

Finally, 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.

Thank you.

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