This document provides guidelines for “filling out” orders to create complete digital object in collections as part of OTC processing. Although the decision to apply the Fill Out Fund is decided on a case-by-case basis, this document should assist in determining when to apply money from the fund and when to bill the reader.
Five guidelines for using the fund:
- Staff can apply the fill out fund up to $500. Any amounts beyond that must be approved by the Digital Collections Program Manager.
- In the instance that patrons want more than 50% of an item, they are responsible for digitizing the whole item.
- Patrons are responsible for digitizing all that is included the in the catalog record or finding aid entry. For example, a patron would be responsible for digitizing a manuscript that is part of a printed item and is listed in the catalog record even if the patron was not interested in the work. Works that are bound together but have separate catalog entries would not be billed to the patron.
- When patrons are requesting the digitization of an object to be used as a facsimile, they are responsible for digitizing the whole object including blanks.
- If applying the Fill-Out Fund to an order will dramatically increase the turnaround time and the patron cannot wait for the images, only digitize what the patron is requesting and do not deposit incomplete object.
Bound Material
This guideline is influenced by two factors: curatorial requirements and equipment concerns. Curatorial staff has recommended that we capture all blanks in bound material, including bound correspondence, which if loose would not otherwise be scanned. Likewise, the scanners at Imaging Services D-20 lab (reference scanners), require that both recto and verso of bound material to be scanned. The resulting costs can either be significant or inconsequential depending on the amount of blanks. The library should absorb these extra costs when they become notable. (Note: “large” and “small” are context and object specific concepts.)
“Large” number of blanks.
Studio: Use Houghton Fill-Out Fund
Reference Scan: Use Houghton Fill-Out Fund
“Small number of blanks.
Studio: Pass on cost to patron.
Quick scan: Pass on cost to patron.
Loose Material
Guidelines with regard to the digitizing the versos of material vary depending on the genre and type of digitization.
Annotation native to item:
Studio:
- Small Quantity: pass on cost to reader
- Large Quantity: check with Digital Collections Program Manager about fill out fund
Reference scans: pass on cost to reader
Annotation supplied:
This should be copied only if the information is not found in the catalog record or finding aid.
Studio: Apply Fill-Out Fund
Quick Scan: Apply Fill-Out Fund
Blank versos:
Framed Artwork
Studio: Apply Fill out Fund
Image (Engraving, Illustration, Lithograph, Photograph, Print, etc.):
Skip blanks
Text (Correspondence, Journals, Reports, Speeches, Compositions, etc.):
Skip blanks
Multiple Item Numbers in Same Folder
Do not use Fill-Out Fund. Only scan what is requested. Since item numbers are considered whole objects, they can be deposited
Multiple Folders for One Item Number
In some cases, multiple folders can comprise one item number; however the patron only needs a portion of the item number. Depending on the request the Fill-Out Fund can apply.
Studio: Process only what patron requested.
Reference Scan: Apply 50% rule. If patron wants less than 50%, use Fill-Out fund to cover the remainder of the folders. If patron wants more than 50% consider billing patron for whole work. (If the amount the patron must pay is exorbitant, and it is unlikely that the patron will not pay for all, process as a “PDF, Non-Deposit” order.)
Filling In Gaps
In the case that a significant portion of a collection or a portion of a codex is requested by a patron, use the Houghton Fill-Out Fund to digitize the remainder of the collection or item.
Examples:
- A reader asks to digitize MS Hyde 30 (1-15, and 20-27). Since the collection has a total of 31 items, the library can use the Fill-Out Fund to digitize the rest of the collection.
- A patron requests to digitize Blake’s Vision of the daughters of Albion, Lowell EC75.B5815.793va. The Book of Thel is bound with this work. The Houghton Fill-Out Fund is used to digitize the second work, completing the volume.