DRS Deposit for OTC Orders

DRS Deposit for OTC Orders

The option of whether or not to deposit scanned images to Harvard's Digital Repository Service (DRS) should be considered for each order as it is received by either the Owning Repository or Imaging Services.

Different repositories may have their own policies regarding deposit, and if they are well documented, they should be communicated to the Imaging Service's Patron Services unit. In the absence of any such documentation, Imaging Services recommends the following:

Entire Objects

When digitization of an entire book, folder, or other object is requested and the book is stable, without gold leaf or other complicating factors, and is without copyright protection, the volume should be deposited into the DRS and the patron should be sent a link to the material as it appears online.

Individual Images or Pages from Books

Deposit of individual photographs, maps, or other items is encouraged if they have been catalogued individually as a unique object.

Deposit of individual pages or images from books is not recommended, but may be desired when images are particularly valuable to researchers.

"Fill Orders" - Orders made by a repository to complete an object from which a patron has ordered a part

There will be times when a patron orders a page or two out of a book, or a couple items from within a larger container, when the repository feels it would be worthwhile to pay for the remainder of the volume to be digitized so that the entire work can be deposited into the DRS. In these cases, the repository needs to create a second order and provide a billing code for payment.
It is important to remember that both the patron order and the Fill Order will be considered as "Over the Counter" orders, and cannot be "paid for" using Allocation funding.

Details for Fill Orders

After the patron has paid the patron order...

Aeon-using repository other than Houghton Library

• • • • The repository clones the patron Copy Order to a new user (preferably a generic repository account) and routes it to xxxPRES
      • The repository adds a note in the new fill order to indicate what additional pages need to be digitized
      • The repository adds notes in both patron and fill order to indicate they are related
        
      • The repository attaches any extra deposit information to the fill order
      • The repository brings/sends the original material to Patron Services 
      • Patron Services enters services (scanning and depositing) and applies payment to the fill order
      • Patron Services brings both tickets to the lab with the original material

Houghton Library 

• • • • Houghton creates another Aeon order, enter services and count, and switches it to xxxPRES
      • Houghton adds the corresponding Aeon transaction numbers in a note in both patron and fill order to indicate they are related
      • Houghton enters the billing code and notifies Patron Services
      • Patron services applies the billing code and move the order to “5 - Order In Production” 
      • Houghton creates depositing related spreadsheets in the shared space
      • Houghton brings all tickets to the lab with the original material

Non-Aeon-using repository

• • • • The repository notifies Patron Services they want to have a fill order and supplies additional deposit-related data needed
      • Patron Services creates another Aeon order with necessary services, count, and applies the payment
      • Patron Services adds the corresponding Aeon transaction numbers in a note in both patron and fill order to indicate they are related
      • Patron Services attaches any extra deposit information to the fill order or saves it in a shared space
      • The repository brings/sends the original material to Patron Services 
      • Patron Services brings both tickets to the lab with the original material

Procedures 

Other than the normal Imaging Services OTC order procedures, there are some extra steps to be taken for depositing OTC orders. 

Initial Setup 

Before utilizing this procedure, the repository and Imaging Services will work together to decide the following. Imaging Services maintains a document with these decisions for each repository. 

1. At least one dedicated repository contact. 
2. A CoA code to be used for all fill orders by default if the repository wants to use “fill order” option. 
3. A set of default DRS related values:  
   1. Image File Format to deposit (we strongly recommend Lossless JPEG2000)  
   2. DRS Owner Code 
   3. DRS Billing Code 
   4. DRS Access Flag 
   5. DRS UNR mask 
   6. DRS reports recipient emails
4. Add as note to the Aeon order (for simple instructions) 
   1. Attach to Aeon orders  
      1. For PDS objects spreadsheet or still image objects filename instruction 
      2. Limit: Aeon only allows having one file attached for each order) 
   2. Save to a shared space (limit: to have a shared space) 
      1. For PDS objects spreadsheet or still image objects filename instruction 
      2. Limit: Need a shard space (IS or Department shared space, SharePoint) 
      3. Extra: well managed structure to ensure easy locating the files 
   3. Email attachments 
      1. For PDS objects spreadsheet or still image objects filename instruction 
5. Who will add NET holdings in ALMA?  
   1. Repository, or 
   2. Imaging Services: IS only adds ALMA NET holding, see Add ALMA NET holding section for details. If repositories would like IS to use a specific template for a certain type of deposits, please let us know. 
6. Who will send patrons URNs if the requests are delivered as online URNs? 
   1. Repository, or 
   2. Imaging Services 

For each order 

For each order, the repository needs to provide the following information based on the object type to be deposited into DRS. The information can be entered in a note or attached as a file to the Aeon order. If a PDS or Still Image object spreadsheet is used, the information can be included in the first row of the sheet. If the information is shared in a file, please include the Aeon Transaction number in the filename. 

• Order#: [Aeon Transaction Number] (if info not in Aeon as note) 
• Object Type: PDS, Still Image, PDF (for special case only!) 
• DRS Billing Code: [if differ from the default] 
• DRS Access: [N, R, or P; if differ from the default] 
• Image File Format: [if differ from the default] 
• Filename or Filename pattern: (see details PDS and Still Image object sections below) 
• Delivery file max pixel dimension: [size in pixel, reason (Harvard policy, license, risk assessment, or copyright)] (if desired) 
• OCR: [Yes, or No] (for PDS objects only, with languages recommended) 
• ALMA NET Holding: [Additional 830], … 

PDS object 

• Structural Metadata - see Spreadsheets for PDS Object Label and Structure on IS wiki 
• File names - see DRS Naming Rules on LTS wiki and Spreadsheets for PDS Object Label and Structure on IS wiki 

Still Image object 

• File names - see DRS Naming Rules on LTS wiki and Spreadsheets for Still Image Content Model Objects on IS wiki 

A note entered in the Aeon order: 

• Order#: 123654 
• Object Type: PDS 
• DRS Billing Code: 
• DRS Access: P 
• Filename or Filename pattern: 990016538980203941_#### 
• Delivery file max pixel dimension: 1000, copyright 
• OCR: Yes, eng 
• ALMA NET Holding:  

Required Action After Deposit

• • Creation of catalog link - Imaging Services can add ALMA NET holdings without a fee if repositories prefer us to do so. Repositories are responsible for adding links in ASpace and JstorForum. 

    For content deposited from the OTC workflow, IS adds the following 830 field in the record:

    830 _0 |a Harvard College Library preservation digitization program. |p Patron orders. |5 net   

    If a different or additional 830 is desired, the repository can add a note in the relevant Aeon Copy Order, or contact our Patron Services. 

  • Patron notification - IS will send the patron files or URNs once they are ready unless repositories prefer to do so.