Non-Aeon-Using Repositories

Non-Aeon-Using Repositories

Overview:

Patrons order digital reproductions of library materials through HOLLIS Special Request (Aeon).

The order request is received by Patron Services staff.

An exchange of information between Patron Services and the owning repository is necessary 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.

Details:

When an order is received by Patron Services, two key questions must be answered by the Owning Repository:

1. Can the object be digitized? 
   1. Does it need to be? Has it already been digitized?
   2. If it has been digitized and the request is for delivery of high-resolution files from the DRS, are there any restrictions on the collection?
   3. If digitization is necessary, does the condition of the original allow transport to Widener Library, and can the object withstand digitization?
      
   4. Are there no copyright restrictions (is the item in the Public Domain)? Is the Fair Use copyright doctrine applicable (for personal, scholarly use, for example)?
      
      
2. Do you want the resulting images deposited into the DRS?
   1. If the repository decides to have the digitized files deposited into the DRS, Imaging Services needs 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 the owning repository can answer the following questions, Patron Services may be able to issue an estimate to the patron before receiving the object. It will need to be received if the estimate is paid, of course, but sometimes estimates are not paid, and this optional workflow can prevent 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, or pages that open out beyond the normal edge of the page block?
         
      4. Does it contain vivid colors, reflective material (gold leaf), or other issues requiring special lighting?
         
      5. 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.

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

Return of original material to Owning Repository

When an 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 specific order in some way, either by Aeon transaction number (if known), patron name, or object details.

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.