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ETD Digitization Project Shipping Process

Link to ETD Workflow Google doc:

https://docs.google.com/document/d/1Qs_uIWPjDfUIcQhxJiMlgvgN8XpexZn2CTs0eSGTOxo/edit

Item Process Statuses:

DI = in process (scanning)

DO = out for scanning

MI = withdrawn (suppressed)

Pulling and checking dissertations for damage pre-scanning

Working from the Master ETD list? select the dissertations to be sent out for scanning. Right now we are working on Education dissertations. Lisa said about 400-500 titles will fit on the trucks. She said something about going to the next group of titles on the list after the ones that have DI or DO in their status.

Create a pull list for the students following the examples on the W drive :

  • Have students pull titles from shelves
  • Note any missing titles as these will have to be requested from the Bunker

Check all titles for damage or missing pages (see Lorraine James to train new students) :

  • YELLOW SLIP is for items with double-sided pages
  • GREEN SLIP is for items with opaque pages (this is a judgment call–we're looking for a clean scan). If you can read through the paper to see the text on the next page easily, it is not opaque.
  • Items with torn or damaged pages go to Lorraine
  • Remove any paperclips
  • Items with inserts or loose pages, ask Lorraine

Put aside any items to request a better copy from the Bunker if they have :

  • Pencil, pen or highlighter markings
  • Blurry text or poorly photocopied images
  • Obvious missing pages
  • Narrow or tight inner margines

Make notes of physical problems to add to the picklist, and place volumes on W.B. Meyer trucks in call number order.

Student will change the item Process status to DI (in process for scanning) using a handheld scanner

Requesting from the Bunker

Part 1

Request with barcodes :

  1. Login to Aleph
  2. Go to the Circ module (double arrows icon at the bottom right)
  3. You will get an error message that says “User denied permission for function Circulation(CIRC-DESK)/Booking request…”
  4. Click OK
  5. Right click on the gold key icon at the bottom right
  6. Login as another user (see staff member for credentials)
  7. Aleph menu in the top left
  8. Choose Connect to… –> DEP50 (You may get the error message again, click OK)
  9. Select the Book icon in the menu on the left side
  10. Scan in barcode in bottom search box
  11. When the item appears in the Items list, request the item using the Hold Request button
  12. In the box that pops up, request for UM-MATMAN
  13. In the form, check the box next to Title Request to change the location to UMDUB
  14. OK

Creating the picklist

After we have prepared the necessary number of trucks (usually 6) of dissertations to send, use Aleph services to create an Excel spreadsheet with data for of all items with DI (in process for scanning) in the item process status

The order of the items on the list needs to match the order of the volumes on the trucks. Usually it’s easier to change the list but occasionally we will move the volumes to match the list.

After the list is in the correct order, the columns of information need to be copied and pasted into the Wonderfetch template located on the W drive/Open Content Alliance/Picklists.

Add notes regarding physical condition and special treatment of pages.

Give picklist to Lorraine James and Tyler to double check that the list and volumes match and all notes have been added to the correct item on the list.

Call the contact person at the Internet Archive who will schedule pickup and delivery by W.B. Meyer.

Truck preparation

Place a paper copy of the picklist on the first truck of the shipment.

Shrink wrap the truck, stuffing with crumpled papers on each shelf so books don’t shift during shipping. (Stacks will do this)

An electronic copy is sent to the contact person at the Internet Archive

Receiving trucks from OCA

Truck driver calls our contact person when he reaches the loading dock

Take the loaded wooden Meyer trucks to the loading dock for shipment to Boston

Accept the trucks returning from Boston after being scanned by OCA

Check the volumes against our original picklist to be sure all volumes have been returned. Count to see if there are the same number of items on the picklist

When the old shipment is returned back to us from the Internet Archive, use Aleph Services to change all the item process statuses from DO (out for scanning) to MI (withdrawn suppressed)

Then using Aleph Services change all the item process statuses on the new shipment from DI (in process for scanning) to DO (out for scanning). Make sure to do it in this order. Take DO out of the records for the old shipment before changing the new shipment to DO.

etd_digitization_project_shipping_process.1498676451.txt.gz · Last modified: 2019/01/07 17:20 (external edit)
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