External vendors are most commonly used for A/V formats that cannot be digitized in house. External vendor requests are tracked in Aeon as reproduction requests.

All external vendor services requests are tracked as orders in Aeon as Aeon transactions (not an activity).

Routing external vendor requests: the Aeon status is used to track physical location of materials. When items are in a staff office for review or coordination with vendor, route to item checked out to staff. When items are shipped to the vendor, route to with vendor.

For each Aeon request, use the "send email" functionality in the staff client to email the Associate Dean of Special Collections to arrange for a quote.

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"
• The original media format and the desired new media format are required.

Review this sample email that includes all required information for an External Vendor Services notification email:

Review this Aeon transaction that was used to generate the External Vendor Services notification email: