Microfilm Digitization

Owned by Mary Haegert
Last updated: Apr 10, 2020


Patrons should fill out the requests as they normally would, but add the word “microfilm” in the volume/box/folder/item field. 

  1. If the microfilm is at HD, follow the instructions for step one to find the Houghton microfilm number and the HD microfilm number.
  2. Send an email to Imaging Services with the Call Number, HOLLIS number and microfilm numbers and ask them to pull the microfilm(s) for you. 
  3. When you receive the microfilm, ask the Lab to do a frame count. You will need this to write the invoice. 
  4. To write the order determine which product is needed:
       a. $0.28 per image grayscale
       b. $0.15 per image bitonal
       (Mostly everything at Houghton will require grayscale. Bitonal is only useful for plain printed text with no illustrations.)
  5. Select IS: High Vol: Microfilm Scanning. Tab to the text field and select the correct subproduct: Microfilm: Full Reel Scanning: 16mm- bitonal or Microfilm: Full Reel Scanning: 35mm- graycsale.  Tab again to adjust the quantity and fill in the number of frames (The minimum for microfilm digitization is $150. If the frames do not add up to $150, you must enter $150 in this field.) Tab to the end to finish.
  6. Add the deposit information: go to IS: Automation: DRS. Tab over to next field and select Deposit to Digital Repository Service. Tab to the end to complete.
  7. Since all microfilms are multi-page objects, add customized Structural Metadata by going to IS: Production Support: Struct and selecting Customized Structural Metadata in the next drop down box. Tab to the end of the line to complete. 
  8. Add delivery charges by selecting the PS ShippingHandling: Online product in first drop down. Then tab to second drop down and Catalog Link. Tab to finish.
  9. When the invoice is complete, click Generate Invoice. Status will change to Order Quote Issued.
  10. Add any additional notes in Staff Note field.Change site to HOUPRES. 
  11. Navigate to the email tab. Select HOU – Item Invoice and send email notification to patron.*
  12. Once the invoice is paid, bring it to the Digital Program Manager for metadata creation. Change circulation status to In Photduplication – Metadata.
  13. Change circulation status to In Imaging Services.
  14. Deliver the new orders and pick up any completed ones.
  15. If the microfilm is from Houghton, bring it back to Houghton once the order is complete and process the return. 
  16. Reshelve the item. 

*When emailing the patron, let them know that the processing time will be 6-8 weeks.