Overview

Workflow Summary

1. Items are pulled from Lamont Documents (DOC) and shipped to Google Ann Arbor for scanning. HL Access Services is managing pulling and shipping of materials.
2. LTS uploads metadata files to Google and places items in transit. Note: Google requires receipt of metadata prior to receiving physical materials for scanning.
3. After scanning, items are shipped back to Harvard.

Detailed Workflow

Notes:

• Google requires item metadata in advance of the items' arrival for scanning. 

Who is responsible? (color coded)

• Harvard Depository staff
• HL Access Services / Shipping partners
• LTS staff
• Google Ann Arbor staff

Procedures

1. Access Services pulls items from DOC in batches, creating an Alma set and uploading item manifest to Google.
2. LTS processes Alma set as follows:
   
   1. Combine multiple sets into a single batch.
   2. Extract metadata per Google spec and send to Google:
      
      1. In Alma, open the publishing profile "Google@item level" for editing: Alma > Resources > Publishing > Publishing profiles, then select the ellipsis button next to "Google@item level" profile and select "Edit".
      2. Update the "Google@item level" profile parameters as follows:
         1. Set name: Select the itemized set you just created.
         2. File name prefix: Update with current batch information, following the same convention, e.g. "harvard_bookcart_200-242".
         3. Save the profile.
      3. Run "Google@item level" profile by selecting "Run" from the profile's ellipsis button. Output files are deposited as *.tar.gz format on almadrop in /dropbox/alma/alma/google.
      4. SFTP to almadrop as the alma user to download the metadata output files to the local machine, then upload to the shared Google Drive. Google automatically ingests files, no notification needed.
         Work with Allison P. to contact bbunnell@google.com for access to the Google Drive. Google contact for metadata is Kurt Groetsch (kgroetsch@google.com).
   3. Place items into transit awaiting post-processing reshelving:
      1. Log onto almadrop as ltsadmin user and run remotetransit.py script on barcode list. (See /wiki/spaces/LibraryTechServices/pages/59098446.) Items will appear to have been put into transit from the owning library's main circ desk (e.g. WID_CIRC). Any existing requests will be queued.
3. Access Services physically ships batched materials to Google.
4. Google retrieves metadata from shared Google Drive and scans batched materials.
5. Items are shipped back to Harvard, where the regularly scheduled End Of Day (EOD) process will return items to Item In Place status. Any waiting requests will be sent to HD for transfer.

Google Scanning Batch Reports