Project Workflow

Project Workflow

Project work is generated by grant-driven, repository-driven, and preservation-driven digitization projects.

Project work frequently passes through our high-volume workflow, but it can also be given the highest level of service. It is the main priority of Imaging Services, and is integral to the mission of the Harvard Library to provide better access to the collection.

Project Workflow has two phases, the initial setup and the ongoing logging of Batches.

Initial Setup

1. Project is set up by a IS digitization librarian or project manager. Details such as principal contact person, DRS Billing Code, and billing information (Allocation or CoA funded) is entered into Aeon as an Activity.
2. Primary contact person is defined, and their Aeon account is associated with Activity.

Batch Processing

1. Original materials included in each Batch are delivered directly to production areas.
2. Batch sheets either accompany the materials, or are produced by IS staff.
3. IS production staff sign for materials and send Batch Sheet to PS for conversion into Aeon Order. The details of this process are available in the Project Workflow Flowchart, available as a download below.
4. Digitization is completed.
5. Job Ticket is delivered to DRS upload staff, who create metadata, if necessary, deposit material to DRS, and update Job Ticket with accurate quantities corresponding to actual image files created.
6. Job Ticket is delivered to G-81, where PS staff update quantities in Aeon, apply final payment/billing information, and file paperwork.