Processing an In-House Photoduplication Order

Owned by Mingtao Zhao
Last updated: Apr 16, 2019 by Heather Oswald
5 min read

Processing a user-submitted photoduplication order

  1. Review the order
  2. Determine if the request is for new digitization or existing digital images
  3. If new digitization, print the callslip and retrieve the item
  4. Route the request to In Photoduplication - In house
  5. If existing digital images, see the section below: Handling requests for previously digitized material
  6. Move the order to 2 – Order Under Review in the Billing tab
  7. Make a determination whether or not the order can be safely digitized
  8. Do a page count of the request and enter this information into the Pages field on the Billing tab
  9. If you charge users:
    1. Use the Billing Estimate section of the Billing tab to enter the relevant payment information for the order, including all service fees
    2. Click the Generate Invoice button on the home ribbon of the Billing tab
    3. Contact the user with fee and payment information
  10. Once payment has been received, move the order to 4 – Order Payment Received in the Billing tab
  11. Move the request to 5 – Order in Production when ready to begin work on the order
  12. Zip the folder, rename the file to the transaction number 
  13. Click the Upload Item button in the Billing tab
  14. Select the appropriate zip file and upload it
  15. Click the Item Delivered button and send the user an email with download instructions following the template in Aeon
  16. Route the physical materials to Awaiting Item Reshelving and reshelve as normal
  17. The request will automatically route to 7 – Order Finished after 30 days

Routing a Reading Room request to Photoduplication

For users who would like to request copies from material they are using in the Reading Room

  1. Enter information about the request into the Special Request field (e.g. – All pages marked with slip, p. 27-35, needs by Monday)
  2. Select the appropriate fields from the Photoduplication Information dropdowns
    1. Format
      1. Standard digital photography – PDF reference scan
      2. Studio digital photography – High-resolution scan
    2. Service level – Standard
    3. Shipping Option – Online delivery unless the user specifically asks for another format
  3. Route the request to In Photoduplication In-House
  4. Click the Initialize Photoduplication button on the Home ribbon
  5. A new Billing tab will be created once you click this button, go to this tab
  6. Route the order to 1 – Order Submitted
  7. See above starting at Step 6

Handling multiple requests from a single user

If the user has made requests from different containers, there will be multiple transactions associated with the duplication order. In order to simplify communication, we will designate one transaction as the main order. 

  1. Decide which transaction will be your main request and make a note in the Staff Note field, listing the other transactions with which it is affiliated
  2. Enter the number of pages for each transaction in the Pages field on the Billing tab and enter the total page count in the Page Count field in the main request
  3. Generate the invoice from the main request
  4. Save the Invoice you create as a PDF file. File name should be Invoice Transaction # (Ex. Invoice-Transaction 528566)
  5. Upload the PDF file as an attachment to the Detail tab of the main transaction
  6. Process the order as normal and send the zip file through the main request
  7. Ensure you move all associated requests through the Photoduplication workflow:
  8. 1 – Order Submitted, 4- Order Payment Received, 6 – Order Delivered, 7 – Order Finished

Handling requests for Imaging Services

If a user has made a request that needs to be fulfilled by Imaging Services (entire volume, oversized item, etc.)

  • Review the record and add any needed information to the required fields
    • Print the callslip and retrieve the item
    • Move the order to 2 – Order Under Review in the Billing tab
    • Contact the user to confirm their request and outline the potential charges
      • Imaging Services will determine the final fees and charge the user, SC does not charge any fees for work done by Imaging Services
      • Do a page count of the request and enter this information into the Pages field on the Billing tab
      • Confirm with PS staff, and enter the page count into the Page Count field
      • Consult with Conservation and appropriate Collection Manager to determine if the piece is stable enough to be sent to Imaging Services
      • If approved, enter explicit instructions for digitization into the Staff Note
      • Attach information regarding deposit to the transaction following the template (aeon_deposit_instructions) found in the Duplication folder under Reading Room Administration
        • Ensure you update the filename for the deposited material
        • Route the item to BAKPRES in the Change Site dropdown
        • Material will not be transferred to Imaging Services until payment has been made, check Aeon to track when Imaging Services has routed the order to 4 – Order Payment Received
        • Drop the materials off at Imaging Services
          • This cannot be done via courier, material must be transferred to SC staff
          • Keep track in Aeon to determine when Imaging Services has completed the order and routed it to 6 – Order Delivered
          • Pick up the material and route the physical item as you would any material that needs to be reshelved

Handling requests for previously digitized material

  • Review the record and add any needed information to the required fields
    • Sublocation
    • Add filename(s) to the Vol/Box/Folder/Item field
    • Move the order to 2 – Order Under Review in the Billing tab
    • Contact the user to confirm their request and outline the charges
    • Enter the count of the number of pages included in the file(s) into the Page Count  field on the Billing tab
    • Use the Billing Estimate section of the Billing tab to enter the relevant payment information for the order, including all service fees
    • Click the Generate Invoice button on the home ribbon the Billing tab
    • Copy and paste relevant information from invoice generated by system into the template provided on HC DOCS/Duplication/aon_dup_invoice_template
    • Save the Invoice you create as a PDF file. File name should be Invoice Transaction # (Ex. Invoice-Transaction 528566)
    • Upload the PDF file as an attachment to the Detail tab of the transaction (if multiple transactions, upload to the main transaction)

 

  • Send the user an email with the invoice using the Aeon Dup Invoice template found in Outlook
  • Wait until you have either received notification payment has been made or you see that the transaction has moved to 4 – Order Payment Received in Aeon to deliver the files
  • Download or copy the appropriate files
  • Save the materials to the appropriate folder under HC DOCS/Reading Room Administration/Duping orders
    • Create a folder with the user’s name following the convention Last Name, First Name
    • Zip the folder, rename the file to the transaction number and save in the user’s folder
    • Click the Upload Item button in the Billing tab
    • Select the appropriate zip file and upload it*
    • Click the Item Delivered button and send the user an email with download instructions following the template in Aeon
    • Route the transaction to Item Reshelved to close it out
    • The request will automatically route to 7 – Order Finished after 30 days

 

 

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