Audiovisual Digitization

Houghton Library's policy is to bear the cost of audio-visual requests made by Harvard affiliates. Those outside the Harvard community will responsible for covering the cost of requests completed by Harvard's Media Preservation Service.

1. Page the item.
2. Change the circulation status to In Photoduplication – In House
3. Bring the item to Registrar to get release form and insurance quote. Change circulation status to In Conservation – On-site.
4. Once the item is returned, bring to Digital Program Manager for metadata creation. Change circulation status to In Photduplication – Metadata.
5. Check the format list to see what is covered by Media Preservation Services versus vendor.
6. For formats covered by Media Preservation Services, follow the steps below. (For vendors, see step 7.)
   1. Arrange a time with Media Preservation Services to drop off the item(s). Change circulation status to In Audiopreservation. Bring another staff member or student for delivery per security procedure.
   2. Follow up with Media Preservation (or outside vendor) after 2 weeks for duplication estimate (cost & time).
   3. Write the order. If it is a Harvard affiliate, put on HOUTS account. If not, bill the patron directly.
   4. When the DRS report arrives showing deposit of the digital file, the Digital Program Manager will link it (suppressed if under copyright) and adjust the finding aid/catalog record (“listening copy available”). The Digital Program Manager will also send the link to the patron to stream. If the material is under copyright the link will be made available for two weeks only.
   5. Once the order has been paid, email order and metadata to Head of Media Preservation Services.
   6. When the order is completed, bring two copies of the orders. The Head of Media Preservation Services or another Media Preservation staff member signs both copies of paperwork. Houghton representative signs one copy of paperwork and keeps both copies.
   7. Return material to Houghton. Bring another staff member or student per security procedure.
   8. Deliver one copy of paperwork to Imaging Services. Houghton will retain the unsigned copy.
7. For formats covered by vendors, follow the steps below: 
   
   1. Arrange a time to drop off item with the vendor. Change circulation status to In Vendor Digitization. Bring another staff member or student for delivery per security procedure.  
   2. Once the Reproductions Coordinator has cost of digitization, they will notify the Administrative Assistant in the Office of Librarian of amount and will make arrangements to have invoice sent directly.
   3. The vendor will create digibeta master of item for Houghton.
   4. Once digitization is complete, arrange to pick up item and digital file. Bring another staff member or student per security procedure.
   5. Deliver digital file to Media Preservation Service for deposit.
   6. When the DRS report arrives showing deposit of the digital file, the Digital Program Manager will link it (suppressed if under copyright) and adjust the finding aid/catalog record (“listening copy available”). The Digital Program Manager will also send the link to the patron to stream. If the material is under copyright the link will be made available for two weeks only.
8. Process the return. 

9. Reshelve the item.