Form Explanation
- LaLine Ray
- Branson Roskelley
Digitization/File Retrieval Request Form Link: Airtable | Everyone's app platform
Use this form to request digitization or a digital file retrieval from the Digitization Team.
You do not need to know if a file is already digitized. We will investigate that for you once you submit a request. If you aren't sure, submit your request as if it needs digitization so we have all the necessary info to start scanning your request.
You will need to submit separate requests for items originating from different collections or book titles.
Once a request is completed, a Digitization Team member will send an email to the curator/internal point of contact. The email will contain a publicly accessible Box link to the requested files.
It is the curator/internal point of contact's responsibility to communicate with the requestor, to share the requested files (Box link) with the requestor, and to collect any fees from the requestor.
Field | Explanation | Examples and Notes |
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Collection Name | This should be the name of the collection with associated projects in parentheses if necessary. Patron Requests do not require anything in the parentheses. | A-boards Collection Jack London Collection (Jack London Anniversary Exhibit) Leonard J. Arrington Historical Archive |
Internal Contact | We need to know who is submitting this request so we can send you a Box link to the files and follow up with you in case we have any questions about the request. If you are submitting the request for another library staff member, please put their name in the notes section at the end of the form. |
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External Contact | Name of external entity (patron, researcher, organization, instructor, student, etc.) who initiated the request. | Jane Doe UMAC USU History Department |
Preferred Due Date | When would you like the digitization request or digital file retrieval completed? This will help us schedule the work. We will make every effort to complete the request by the end of the day on the completion date requested. We will communicate with you if there is a delay. As a reminder, our standard turnaround times are as follows: File retrieval requests (50 pages/items and under) require a minimum of one (1) FULL business day. Single format requests (50 pages/items and under) will be completed within five (5) FULL business days. Photograph requests (10 items or less) will be completed within three (3) FULL business days. Larger requests will require more time. If we don't think we can complete the request by your preferred completion date, we will be in touch to set a timeline that works for all parties. If you select today’s date as the due date, the date will automatically pushed out five business days from today. |
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Rush Request | Do you need something completed before the standard turnaround time? Every effort will be made to complete rush requests within [blank] (X) FULL business day. As a reminder, our standard turnaround times are as follows: Single format requests (50 pages/items and under) will be completed within five (5) FULL business days. Photograph requests (10 items or less) will be completed within three (3) FULL business days |
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Request Type | If you have a request type that is not on this list, select "Other" and include the request type in the Notes section at the bottom of this form. |
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Curatorial Area | See Curatorial Area Options |
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Collection Number | The number associated with the collection. Please enter this as a four-digit number, and use ONLY numerals. | MSS 65 = 0065 Folk Coll 8 = 0008 Photo Coll 13 = P0013 |
Collection Series | Include the Series number if applicable. Please enter this as a two-digit number, and use ONLY numerals. | Series 8 = 08 Series 22 = 22 |
Collection Box | Include the Box number if applicable. Please enter this as a three-digit number, and use ONLY numerals. | Box 4= 004 Box 77 = 077 Box 112 = 112 |
Collection Folder | Include the Folder number if applicable. Please enter this as a two-digit number, and use ONLY numerals. | Folder 5 = 05 Folder 31= 31 |
Collection Item | Include the Item number if applicable. Please enter this as a three-digit number, and use ONLY numerals. | Item 2 = 002 Item 59 = 059 Item 216 - 216 |
Collection “Other” | Use this ONLY if your request does not follow standard collection heirarchies. | MSS 511 Box 1 Fragment 6, because “Fragment” is not part of the standard hierarchy. |
Physical Material Format | Select the option from the menu that most accurately represents the format for the request. If the request has a mixture of formats (e.g. bound and loose leaf), select the most common. |
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Lockdown Item | Select the appropriate response if this room is from the Vault or Hatch room, and needs to be returned to SCA custody before the end of business each day. |
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Staples/Binding | Select the option(s) that match your preferences for staple removal/disbinding. |
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PPI (Resolution) | Select the option(s) that match your preferences for resolution, based on the specifications listed in the form. Please note any selections that are NOT standard (e.g. you need something usually scanned at 400 ppi to be scanned at 800 ppi) in the notes secition of the form. |
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ColorSpace | Select the options that match your preferences for the request. | NOTE: “Other” should ONLY be used for file retrieval and/or if the digitized item is not a scan (e.g. the item is an audio file). |
FIle Type | Select the file type(s) you need for this request. |
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Paid Project | Select Yes or No based on whether the digitization will be paid for. |
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Quote Estimate | Enter the quote estimate in this field. |
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Requestor Notes | Enter any notes that you have in this field. This could include special handling notes, requests that fall outside of our standard digitization, or comments that might help to explain your selections in other fields. | “Items 4 and 12 need to be scanned at 800 ppi, despite being large photo prints.” “Most of these materials are loose leaf, but the journal at the end of the folder is bound. Staples can be removed from the loose leaf material, but not the journal.” |