Patron Digitization Request Workflow

Background and Purpose

This workflow is intended to be a mass digitization approach to serving patrons, preserving content, and providing online access to as many collections as possible. This workflow supports researchers and instructors who need digital copies of Rubenstein Library materials. As of October 2021, this workflow applies to still image (manuscript items, books, print materials, photographic materials and other non-a/v formats) items only.

The current patron request workflow was established in 2019-2020, and has been essential to managing the large amount of material scanned for research and instruction during the pandemic.

Folks engaged in the workflow prioritize ingesting and launching in DDR collections/items that can be made publicly accessible when feasible over collections that require restricted access.

Workflow and Documentation Links

Note: this is a high level version of this workflow with links to more detailed information.

Disclaimer: Materials do not always move as linearly through the process as described here.

1. Requests received and routed to appropriate digitization team

   • RLAS Receives requests and determines whether items should be scanned in the DPC or RL.

   • RLAS creates starter digitization guides for the materials and routes items to DPC

     • RLAS does not create starter digitization guides for materials that do not have collection guides/finding aids.

   • RLAS determines whether patron request items can be made publicly accessible, require restrictions or if more investigation is needed (status unclear).

   • RLAS determines if materials should be ingested into DDR or not per guidelines being piloted Spring 2024 (requests that are not ingested to DDR are “one-offs”).

     • “one offs” are not ingested to DDR

     • Some materials requested by patrons are ingested into DPC Dark Archive

   • RLAS staff creates the entry on the Google Tracking sheet based on TN. Once the materials are delivered to the DPC, DPC staff add information to document the activities related to the TN.

2. Digitization

   • DPC performs intake

   • DPC evaluates the condition of material and confers with Conservation as needed.

   • Conservation evaluates and repairs items when needed.

   • DPC digitizes collections and performs quality control.

     • See DPC document in L:\Share\DPC-Public\DPC Manual\Workflows\RLAS Patron Instruction Request-Folder Level Workflow_Update11-17-22.docx or contact Giao Luong Baker

   • RLAS scans items and performs quality control.

3. Digital Materials Sent to Patrons

   • DPC returns quality controlled scans to RLAS via Box. DPC makes pdfs

     • DPC renames files for patrons w/ folder title

   • RLAS returns scans to patrons via Box (or FTP for things that are bigggg)

   • DPC returns physical items to RLRS.

4. Finalization and Ingest

   • DPC finalizes items they have scanned, and creates ingest tickets for Repository Services Analysts.

     • add current finalization timeline

   • RLAS evaluates and if applicable prepares items they have scanned in RL for DDR ingest.

   • Repository Services Analysts create new collections in DDR as needed, ingest content to DDR, and route tickets to folks in RLTS for description review.

     • Patron request ingest workflow

5. Description and Metadata

   • RLTS' Metadata Archivist and Rare Materials Cataloging Section Head will review and, when necessary manage existing description remediation for items that were digitized either by DPC or RL.

     • Persistent URLs are added to catalog records at the time of the description review. For most published items (books, serials, etc.), links are only added to local Alma records (not OCLC records).

   • Metadata Architect crosswalks and applies metadata - https://duldev.atlassian.net/wiki/spaces/DDRKB/pages/2986868737

   • Metadata Architect determines the appropriate rights statement for the item(s)/collection and applies it. - Rights Management Metadata

6. Launch

   • Head, DCS applies access roles accordingly (public access, metadata access only or a mix of levels in a collection).

   • Metadata Architect creates DAOs in finding aids (if necessary).

7. Delete data from DPC servers

   • Repository Services Analysts delete files from DPC Work following collection launch.

Abbreviations

RLAS: Rubenstein Library Access Services Team

DPC: Digital Production Center

DCS: Digital Collections Services Department

RLTS: Rubenstein Library Technical Services