Aeon-Using Repositories (other than Houghton)

Aeon-Using Repositories (other than Houghton)

Overview:

Repositories using Aeon receive copy requests before they are seen by Imaging Services, and staff in those repositories should monitor the "1 - Order Submitted" queue for incoming orders. Some orders are handled by the owning repository alone, but others require coordination with Imaging Services.

When Imaging Services will be used to fulfill a patron order, the Aeon Site Code must be routed to the Aeon space shared by the owning repository and Imaging Services (by changing the Aeon "Site" to "___PRES"). When routing an order to Imaging Services, the owning repository should include helpful information about the requested material in either the "Staff Note" section or in the Note area at the bottom of the Aeon order, such as "Publication OK," and/or "We will deliver this material to you on (date)."

Please only change the SITE. Do not route the order out of the first copy queue "1 - Order Submitted."

Once an order is shared with Imaging Services by routing to the shared Site, it must not be routed back to the non-shared Site. The Site does not indicate physical location of the object, it only allows viewing of the order by the repository and Imaging Services. Imaging Services will need to access the order in perpetuity in order to compile statistics and run reports.

If patrons have questions about placing an order, or want to see a price list, such information can be found on the Patron Services website. Feel free to direct them to this resource.

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. Does the condition of the original allow transport to Widener Library, and can the object withstand digitization?
      
   2. Are there no copyright restrictions (is the item in the Public Domain), or 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 collection restrictions?
      
      
2. Do you want the resulting images deposited into the DRS?
   1. If you wish to have Imaging Services deposit the digitized files into the DRS, 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. It will need to be delivered to Imaging Services if the estimate is paid, of course, but sometimes estimates are not paid, and this optional workflow can save time and costs associated with 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 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.

See: delivery of original material to Imaging Services for more details.

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.

See: return of original materials to owning repositories for more details.

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 Aeon 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.