All requests for high resolution (300 dpi or higher) scans are processed by Digital Services.

There are two workflows for sending materials to Digital Services:

1. One-time requests
2. Large digital projects

Select the workflow that applies to your request. If you have questions about which workflow to use, contact Digital Services before you create the request(s) in Aeon.

One-time requests include patron requests, donor requests, instruction requests, exhibit requests, and other requests as identified by DSD that are not part of a large digital project. All one-time requests require an Aeon transaction (not an activity). Create the request at the top container level, not the folder or item level.Print a call slip for all top containers in the group and affix the call slip to the container.

Ensure that the order information section of each Aeon transaction is filled out completely. The pages and page count fields are required for all one-time requests.

For each Aeon transaction, use the "send email" functionality in the staff client to email Digital Services. Send this email after delivering the materials to the back of 186 for pickup. Remember to accurately flag materials in the top container!

This email will auto-populate with information from the Aeon request, but it also requires customization and editing:

• Delete any empty fields (fields that were blank in the Aeon request will auto-populate as empty fields in the email)
• Make sure that data has transferred from ArchivesSpace or Aeon correctly, but do not modify the information.
  • Example: If "Item 67" imports from ArchivesSpace into the item field, do not update to "F.1, Item 67"
• Answer all questions in the email template
• Use the "Additional Notes" field near the end of the email template to provide information about the extent of the digitization request, especially if the request is complex
  • Example: 1 bound item (22 pages total)
  • Example: 5 photographs, 1 bound item (22 pages), and 1 document (5 pages): 28 pages total

Review this sample email that includes all required information for a DSD notification email:

Review the sample digitization order in the Aeon staff client that was used to generate the email above:

The One-time request workflow provides a high-level, software agnostic overview of the process:

High-resolution scans are billed at different rates for University of Arkansas affiliates and Arkansas residents. For more information on pricing, review the current pricing scale on the Special Collections website.

Staff must assign requests to the correct service level in order for request to be billed appropriately.

• Process the material request as normal – no changes.
• In the “order information” section of the request, confirm that the patron has selected the appropriate resolution and format under format. If this field is blank, staff should fill it in during request processing.
• Enter the number of pages to be scanned in the page count field.
• Under service level, select the service level corresponding to the fee to be assessed for the order. Note that jpegs and tiffs are billed at the same rate and fall under the service level of "high resolution scan."
• Save the request.

• Click on the billing tab and confirm that the order has been billed correctly. There should be two lines: format ($0) and service level ($0, $10, or $16).
• Generate the invoice.
• Add a waiver under payment information ($0) or record credit card payment (if patron is charged).
• Upload filer and deliver.

Digital projects are tracked in Aeon as activities.

Create a separate activity for each group of materials transferred to DSD. Do not append additional groups to an existing activity. Follow the established naming conventions for the activity name:

• 2020: Fulbright Group 1 (Year Project Group #)

The subject selector is responsible for creating the activity in Aeon. The subject selector is the staff member associated with the event in Aeon; all materials for the digital project will be checked out to the subject selector.

Use the ArchivesSpace PUI or Sierra to create requests for all top containers in the group. Do not create Aeon requests for each folder or item to be digitized. Ensure that all materials selected for digitization have been flagged.

Print a call slip for all top containers in the group and affix the call slip to the container. Ensure the group number is on the call slip before delivering the materials to DSD.