Harvard University Archives - Thesis Workflows

Workflow for PDF copies of legacy dissertations, theses, & prize papers (non-DASH):

(adapted from document received from HUA, 3/19/2015)

1. Patron requests electronic copy of entire legacy work. HUA receives order in Aeon, selects appropriate transaction queue ("Awaiting HD Processing" if undigitized, "Request Finished" if previously digitized), and routes Aeon order to HUAPRES.
   
   1. If patron approaches HUA first, they are directed to http://aeon.hul.harvard.edu/ to place order.
2. Imaging Services generates estimate. A flat fee of $125 (plus $10 for electronic delivery) is charged for digitization of a thesis and conversion to a pdf. $30 is charged for DRS download and delivery of previously-digitized theses.
3. HUA monitors queue titled "4 - Order Payment Received" for paid thesis orders, and delivers original works to Imaging as necessary.
4. Imaging Services makes PDF copy as follows:
   1. Scans original work to create a PDF file.
      1. PDF file includes all pages, including DAC, abstract, title page, contents, appendices, AND copyright statement provided by HUA (see below).
   2. Deposits file in DRS, using the HUA call number, according to the following scheme:
      1. HU_90_6461_5_Sherman
      2. HU_92_92_Karafiol
      3. 17198_Bonnell
      HUA will advise if there are questions about file names.
   3. Sends a copy of the PDF to the patron via file-transfer service. (sendthisfile.com)
5. Imaging Services updates bib record with holding for PDF copy:
   1. No live link to PDF file in DRS.
   2. Holding text reads Reproduction master, authorized staff access only, [DRS ID]
6. DRS deposit report is sent to Kate Bowers at HUA (kate_bowers@harvard.edu ).

All PDFs from legacy dissertations/theses should be deposited in the DRS using the Archives’ billing code HUL.ARCH.VOLS_0001.

Kate Bowers should receive the DRS deposit reports for these items.

Copyright Statement:

When digitizing legacy dissertations that are NOT going to be deposited in DASH, the following cover sheet will be included at the front of the dissertation.

Requests for previously-digitized works:

1. Route Transaction Queue to "Request Finished."
2. Route order to HUAPRES
3. Imaging Services will handle the request from here on, with no further work required of HUA.

Workflow for PDF copies of legacy dissertations, theses, & prize papers to be deposited in DASH:

Same as above, w/ the following exceptions:

1. HUA accommodates requests for DASH deposits only from authors or their heirs or from OSC.
2. OSC, Imaging, and HUA are in agreement that author/heir pays for digitization.
3. Imaging uses DASH cover sheet instead of HUA cover sheet pertaining to intellectual property rights.
4. Instead of sending PDF file to patron, Imaging sends scan to OSC (in addition to DRS deposit).
5. OSC will notify patron and HUA that work is now available in DASH.