Difference between revisions of "Policies and Procedures for Scan On Demand"

From UA Libraries Digital Services Planning and Documentation
 
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We need a new policy, to help us keep our files organized and useful.  We’re spending untold hours trying to clean up the share drive, and trying to figure out “what are these scans?  Why do we have them?  Can we delete them?”
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== This policy page only applies to requests by the Dean, Associate Dean, or other internal parties ==
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'''For patrons, see [[Requests for Scans]]'''
  
So, I’m setting a new policyIf we need to alter it, we will, but for now, here it is:
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Here's the basic workflow, also documented in [[File:Request_Policies.docx]]Instructions and forms are below the image:
  
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[[Image:DigitizationRequests.jpg]]
  
  
'''Whenever you make a scan for any purpose besides the collections we are delivering, I want a record of it:  how many scans, how long it took, and a completed copy of the Request_Documentation.txt file from S:\Digital Projects\Organization:  email to me at [[mailto:jlderidder@ua.edu]]. '''
 
  
'''If you save the scan to the Digital Projects folder, put it in a subfolder of Misc Folders and make sure this completed text document is in the subfolder with the scans.'''
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== Instructions and forms ==
  
  
 
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# First, please review our Project Proposal Guidelines ([[File:Digital_Services_DIGITAL_PROJECT_PROPOSAL_GUIDELINES.docx]]) to ensure success.  
If we do not have the rights to digitize, copy, store, migrate, and make derivatives, we should not keep the scans.
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# Those making requests fill out the UA Libraries Project/Initiative Planning Process Form [https://intranet.lib.ua.edu/groups/Public_Services_Working_Group/University_of_Alabama_Libraries_ProjectInitiative_Planning_Proc] and also our Project Proposal Form ([[File:Project_Proposal_Form.docx]]).
If we do not have open access rights (to make them available over the web), we probably should also not keep them.
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#  DS reviews the proposal based on our Project Evaluation Form ([[File:Digital_Services_Project_Evaluation_Form.docx]]) and reports to AD/Dean
If, however, these are things we will need for future projects, we want to keep them.
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# Associate deans/Dean approve proposal (or not)
 
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# If approved, the requestor completes the Digitization Request form [[File:Digitization_Request_Form.pdf]]) (If the content coming in is external to the libraries, such as patron-owned content, instead use the Material Check-in / Check-out Form [[File:Material_Checkin_Checkout_Form1.docx]])).
'''If the source location is a manuscript,''' label the folder where you save the document with the appropriate manuscript number.  (All manuscript filenames begin with u0003_, and the 2nd set of 7 numbers contains the manuscript number: MS 252 folder should be labeled u0003_0000252This way, if we digitize content from that manuscript later, we can find these images and make use of them.)
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# Additionally, the requestor completes the Digital Services Permission Agreement ([[File:Digital_Services_Permissions_Agreement.docx]]).
 
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# Arrange to transport/transfer materials to Digital Services.
'''If the source location is a cataloged item''' be sure to get the call number in the source location, and use it as the folder name (same reasoning).
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# Staff then follow the [[Staff Instructions for Requested Digitization]]
 
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# After completion, Digital Services returns the original content to the Requestor via the methods defined in the Digitization Request form ([[File:Digitization_Request_Form.pdf]])  or the Material Check-in / Check-out Form ([[File:Material_Checkin_Checkout_Form1.docx]]), retaining a copy of all paperwork and rights statements.
'''If the content is one of those rush jobs for a donor''', name the folder for the donor and put it in S:\Digital Projects\Misc Folders\Donors
 
 
 
Thank you! If any of this is unclear, please let me know. [[User:Jlderidder|Jlderidder]]
 
 
 
 
 
== Below is a copy of the documentation text: ==
 
 
 
 
 
 
 
 
 
'''Who requested this scan:'''
 
 
 
'''Date:'''
 
 
 
'''Purpose:'''
 
 
 
'''Source collection:'''
 
 
 
'''Source location:'''
 
 
 
'''Digitization rights (did they sign over rights for us to digitize, copy, store, migrate, make derivatives? If so, where is that record?):'''
 
 
 
'''Open access rights (did they sign over rights for us to make freely available over the web, for any purpose, or for educational and research purposes? If so, where is that record?):'''
 
 
 
'''Value or purpose for scan storage (for example: to be used in exhibit Dec 2008, then can be deleted?):'''
 
 
 
'''Title or description of content:'''
 

Latest revision as of 11:50, 4 June 2015

This policy page only applies to requests by the Dean, Associate Dean, or other internal parties

For patrons, see Requests for Scans

Here's the basic workflow, also documented in File:Request Policies.docx. Instructions and forms are below the image:

DigitizationRequests.jpg


Instructions and forms

  1. First, please review our Project Proposal Guidelines (File:Digital Services DIGITAL PROJECT PROPOSAL GUIDELINES.docx) to ensure success.
  2. Those making requests fill out the UA Libraries Project/Initiative Planning Process Form [1] and also our Project Proposal Form (File:Project Proposal Form.docx).
  3. DS reviews the proposal based on our Project Evaluation Form (File:Digital Services Project Evaluation Form.docx) and reports to AD/Dean
  4. Associate deans/Dean approve proposal (or not)
  5. If approved, the requestor completes the Digitization Request form File:Digitization Request Form.pdf) (If the content coming in is external to the libraries, such as patron-owned content, instead use the Material Check-in / Check-out Form File:Material Checkin Checkout Form1.docx)).
  6. Additionally, the requestor completes the Digital Services Permission Agreement (File:Digital Services Permissions Agreement.docx).
  7. Arrange to transport/transfer materials to Digital Services.
  8. Staff then follow the Staff Instructions for Requested Digitization
  9. After completion, Digital Services returns the original content to the Requestor via the methods defined in the Digitization Request form (File:Digitization Request Form.pdf) or the Material Check-in / Check-out Form (File:Material Checkin Checkout Form1.docx), retaining a copy of all paperwork and rights statements.