Policies and Procedures for Scan On Demand

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(Below is a copy of the Request_Documentation.xml file:)
 
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== This policy page only applies to requests by the Dean, Associate Dean, or other internal parties ==
 
== This policy page only applies to requests by the Dean, Associate Dean, or other internal parties ==
== For patrons, see [[Requests for Scans]] ==
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'''For patrons, see [[Requests for Scans]]'''
  
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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]]
  
<!--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?”
 
  
So, I’m setting a new policy.  If we need to alter it, we will, but for now, here it is:-->
 
'''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.xml file from S:\Digital Projects\Organization.  If the captures are being retained, keep a copy (see below) with the captures.  Whether the digital files are retained or not, email the form to Jody at [[mailto:jlderidder@ua.edu]]. '''
 
  
'''If you save the capture(s) to the Digital Projects folder, put it in a subfolder of WorkForOthers named for the collection (no spaces or punctuation;  use underscores and an assigned number if we may put it online at some point -- see the [[TrackingFilenames]] spreadsheet in DigitalProjects/Organization/Digital Program Logs!); create [[Share_Drive_Protocols | our usual directory structure]] and make sure this completed text document is in the Admin folder, and the captures in a Scans folder.'''
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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(s) with the appropriate manuscript number. (All Hooled manuscript filenames begin with u0003_, and the 2nd set of 7 numbers contains the manuscript number: MS 252 folder should be labeled u0003_0000252. This 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''' we can't use the call number as the basis for a filename, but once a filename is determined (ex. u000#_000000#) then the corresponding call number for the physical item needs to be entered in the TrackingFilenames spreadsheet in the "physical location" column.
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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\WorkForOthers\Donors
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Thank you!  If any of this is unclear, please let me know. [[User:Jlderidder|Jlderidder]]
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== Below is a copy of the Request_Documentation.xml file: ==
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  <?xml version="1.0" encoding="UTF-8"?>
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  <CaptureRequest>
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    <Requestor></Requestor>
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    <ContactPerson></ContactPerson>
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    <ContactInfo></ContactInfo>
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    <DateCaptured></DateCaptured>
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    <ManHoursUsed></ManHoursUsed>
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    <Purpose></Purpose>
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    <SourceCollection></SourceCollection>
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    <SourceLocation></SourceLocation>
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    <DigitalDirectory></DigitalDirectory>
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    <DigitalStorageLocation></DigitalStorageLocation>
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    <DigitizationRights></DigitizationRights>
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    <AccessRights></AccessRights>
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    <DateAccessAllowed></DateAccessAllowed>
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    <DeletionDate></DeletionDate>
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    <Title></Title>
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    <Description></Description>
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    <ItemQuantity></ItemQuantity>
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    <CaptureQuantity></CaptureQuantity>
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    <Notes></Notes>
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  </CaptureRequest>
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----------------------------------------------------
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Requestor: Who requested this?
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Contact person and info:  Who should we contact for questions about this?  Include email or phone in contactInfo.
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Date:  Date captured, not date requested.
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Purpose: why are we capturing this?  Use in a UA Press publication?  Publicity?  Donor request?
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Source collection: If this came from a known collection, include that info here.
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Source location:  If this came from Hoole, get specific;  otherwise, it may be another institution, repository, or patron holdings.
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Digital directory name:  What did you name the directory, if you stored the captures?
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Digital storage location: And where is that directory?
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Digitization rights: did they sign over rights for us to digitize, copy, store, migrate, make derivatives? If so, where is that record?
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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?  If the access needs to be restricted, we need a very clear statement as to that restriction.
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Access date: date we can make this widely available online. Is this collection on hold?
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Deletion time: when can we delete this?
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Title and/or description of content: if there is one, enter it.
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Description:  example: 2 books on shipping in the 1800's; 3 pamphlets on the Ku Klux Klan; 20 photographs of Amelia Gayle Gorgas.
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Notes: anything else we may need to know goes here.
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Latest revision as of 11:50, 4 June 2015

[edit] 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


[edit] 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.
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