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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MI = withdrawn (suppressed)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. Detailed instructions are available at ETD Digitization Project/Workflow Instructions/Pulllist_Processing_Workflow. This document will be updated as steps change or are finalized.
Check all titles for damage or missing pages (see Lorraine James to train new students). More detailed handouts regarding opaque pages and other things to look for are found on the W: drive under ETD Digitization project/Workflow Drafts, but here are the basics :
Put aside any items to request a better copy from the Bunker if they have :
Make notes of physical problems to add to the picklist, and place volumes on W.B. Meyer trucks in call number order.
Requesting from the Bunker
Part 1
Request with barcodes :
Part 2
Receive Depository items at UM and check out DP/UM items under MATMAN user. See detailed instructions at W:ETD Digitization Project/Workflow Instructions/PullList_Processing_Workflow under Check out DP/UM Items under MATMAN. All items will receive an Item Process Status of DI. Prepare the Pick List, using the Opticon device (DPN2001 Companion Application software required (Appload)). Student will change the item Process status to DI (in process for scanning) using a handheld scanner. Part 3 W:ETD Digitization Project/Workflow Instructions/PullList_Processing_Workflow under Check in DP/UM Items under MATMAN.
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.
updated 7/3/2017 by AMK