Policies and Procedures for Scan On Demand

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

For patrons, see Requests for Scans

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 [[1]].

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 our usual directory structure and make sure this completed text document is in the Admin folder, and the captures in a Scans folder.


If we do not have the rights to digitize, copy, store, migrate, and make derivatives, we should not keep the scans. If we do not have open access rights (to make them available over the web), we probably should also not keep them. If, however, these are things we will need for future projects, we want to keep them.

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.)

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.

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

Thank you! If any of this is unclear, please let me know. Jlderidder

Below is a copy of the Request_Documentation.xml file:

 <?xml version="1.0" encoding="UTF-8"?>
 <CaptureRequest>
   <Requestor></Requestor>
   <ContactPerson></ContactPerson>
   <ContactInfo></ContactInfo>
   <DateCaptured></DateCaptured>
   <Purpose></Purpose>
   <SourceCollection></SourceCollection>
   <SourceLocation></SourceLocation>
   <DigitalDirectory></DigitalDirectory>
   <DigitalStorageLocation></DigitalStorageLocation>
   <DigitizationRights></DigitizationRights>
   <AccessRights></AccessRights>
   <DateAccessAllowed></DateAccessAllowed>
   <DeletionDate></DeletionDate>
   <Title></Title>
   <Description></Description>
   <ItemQuantity></ItemQuantity>
   <CaptureQuantity></CaptureQuantity>
   <Notes></Notes>
 </CaptureRequest>




Requestor: Who requested this?

Contact person and info: Who should we contact for questions about this? Include email or phone in contactInfo.

Date: Date captured, not date requested.

Purpose: why are we capturing this? Use in a UA Press publication? Publicity? Donor request?

Source collection: If this came from a known collection, include that info here.

Source location: If this came from Hoole, get specific; otherwise, it may be another institution, repository, or patron holdings.

Digital directory name: What did you name the directory, if you stored the captures?

Digital storage location: And where is that directory?

Digitization rights: did they sign over rights for us to digitize, copy, store, migrate, make derivatives? If so, where is that record?

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.

Access date: date we can make this widely available online. Is this collection on hold?

Deletion time: when can we delete this?

Title and/or description of content: if there is one, enter it.

Description: example: 2 books on shipping in the 1800's; 3 pamphlets on the Ku Klux Klan; 20 photographs of Amelia Gayle Gorgas.

Notes: anything else we may need to know goes here.

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