Skip to main content
ExLibris
  • Subscribe by RSS
  • Ex Libris Knowledge Center

    Digitization Processing

    Translatable
    To manage the digitization of an item, you must have the following role:
    • Work Order Operator
    To approve a digitization request, you must have the following role:
    • Fulfillment Services Manager
    A patron or staff member can request the creation of a digital file for any physical or electronic item (see Creating a Request).
    Physical items are transferred from their library location to the digitization department (see Configuring Digitization Departments), where they are scanned and digital files are created. Electronic items are digitized by locating them in the repository and saving them in digital format.
    The digital file is delivered to one of the following:
    • Institution – The digital file is owned and managed by the institution as part of the repository. Access to the file is controlled by access rights.
    • Patron – The patron receives the digital file, or a link to the digital file, in an email.
    You can request digitization for the entire item or for a chapter, page range, or article within an item.

    Digitization Department Workflow for a Physical Item

    The following is an illustration of a typical digitization department workflow, after the item was requested for digitization. It starts with the arrival of the item to the digitization department, through the creation of its digital file, to delivery of the digital file.
    Digitization Workflow
    The following is a detailed description of the steps within this workflow (the numbers correspond to the numbers in the diagram):
    1. The workflow commences when the requested physical item arrives at the digitization department and its barcode is scanned (see Scanning Items). The item acquires the status Digitization. For information on requests to digitize physical items, see Creating a Request.
      Upon arrival of the physical item, the digitization request is sent for review to determine whether there are elements that require special attention based on the review rules preconfigured by an administrator (see Configuring Digitization Profile Rules). These include:
      • Copyright clearance – If required, the library receives a copyright license (for example, from the Copyrights Clearance Center Services) to re-use copyright-protected content.
      • Approve – The request is approved and the digitization process continues.
      • Reject – The request is rejected. The reason for rejection is specified.
      • Approval of a digitization request can take place at any point in the digitization workflow, but must be before the Delivery stage. For details on approving/rejecting a request, see Approving/Rejecting a Request for Digitization.
      • Notification to the requester is withheld until the request is approved.
    2. The item is digitized (see Digitizing Items).
    3. The request proceeds to the delivery stage (see Delivery of Digitized Items). Delivery is handled in one of the following ways:
      1. By the Add Digital Representation functionality (see Adding a Representation). The digital file can be searched in the Primo application.
      2. By the Document Delivery – Attachment – An email is sent to the requesting patron with the digital file as an attachment (see Attaching Digitized Items to Be Sent to a Patron).
      3. By the Document Delivery – Link – An email is sent to the requesting patron with a link to download the digital file (see Attaching Digitized Items to Be Sent to a Patron).
      The delivery method is defined by preset rules (see Configuring Digitization Profile Rules).

    For more information, see Digitization Requests Flow.

    Approving/Rejecting a Request for Digitization

    To approve digitization, you must have the following role:
    • Fulfillment Services Manager
    You must approve or reject digitization when digitization rules determine that approval is required (see Configuring Digitization Profile Rules) or when a copyright approval task is specifically requested, such as for a citation (see Adding Citations to a Reading List).
    Digitization requests can be approved at any point in the digitization workflow, but delivery cannot be completed until approval is granted.
    You approve or reject digitization requests on the Approval Requests List page (Fulfillment > Resource Requests > Approve Digitization RequestsApproval Requests List). You can also view this page by selecting the task Requests - Digitization - need approval in the Tasks List in the persistent menu (see Persistent UI-Elements) or after clicking Save and Manage Approval on the Edit Reading List Citation page (see Managing Citations).
    Approval Requests List
    You can perform the following actions on this page:
    • Filter the requests - In addition to the Status filter and the Find filter, you can select Filter by this Record from the row actions list in a request row to view only requests for that record, including all other requests for the same MMS ID, ISBN (ISBN/10 or ISBN/13 are both returned), or ISSN/Volume/Issue. In the latter case, items with no issue but the same ISSN and volume, or no volume and no issue bu the same ISSN, are returned also.
      When entering this page after clicking Save and Manage Approval on the Edit Reading List Citation page, Filter by this Record is selected by default.
    • Update the request's expiration date - Select Update Expiry from the row actions list to open the Update Expiration Date dialog box. Change the request expiration date and click Save. This action is possible only if the request already has an expiration date.
    • Approve or reject the request - See below.
    • View relevant digitization profile - To view the digitization profile rule that resulted in this request requiring manual approval (instead of being automatically approved or rejected), select View Rule from the row actions list. A read-only version of the Digitization Workflow Setup page appears, containing information about the rule that triggered manual approval for this request.
      Digitization Workflow Setup Page (Read-Only)
    To approve/reject a request for digitization:
    1. On the Approval Requests List page, select View or Work on from the row actions list of the item you want to approve. The Approval Requests List page appears, displaying details of the item.
      Approval Requests List Page - Work On
    2. If you clicked Work On, you can modify the necessary fields, as described in the following table:
      Approval Request Fields
      Section Name Description
      Request Details Title The title of the request
      Digitization request
      These fields are mandatory if the request requires copyright clearance.
      CC number The Copyright Clearance Center number. The number indicates that the library has a license to use copyright-protected content.
      CC order date The date the copyright clearance was ordered
      CC approval date The date the copyright clearance was approved
      Note User notes
      You can add attachments, such as a copyright clearance confirmation, using the Quick Add section. For each attachment, browse for the file, optionally enter a URL with any additional information and any notes, and click Add Attachment.
      Note that if you click Cancel after adding an attachment, the attachment remains and can be worked on later. After the attachment is uploaded, you can click Actions in the row of an attachment to:
      • Edit – Edit the attachment, including uploading a different file
      • Delete – Delete the attachment
      • Download – Download the file
    3. Approve or reject the digitization request:
      • Click Approve to approve the digitization request. On the Approve the Request page, select a reason from the Reason drop-down list, enter any notes in the Notes field, and click Submit. The list of reasons are:
        • Automatic
        • Covered by License
        • Creative Commons
        • Direct Permission Obtained
        • Legal Exception
        • Open Access
        • Other
        • Out of Print
        • Preprint
        • Primary License
        • Self-Declared
        • SIPX (relevant for Leganto with SIPX; see Working with SIPX)
      • Click Reject to reject the request. On the Rejection Request page, select a reason from the Reason drop-down list, enter any notes in the Notes field, and click Submit. The approver’s decisions are saved for the digital file. The list of reasons are:
        • Other
        • Rejected by Manager
        • Rejected by CCC
        If the request is rejected, the digital file is not created and the requester is notified that the request was rejected.
        The list of approval and rejection reasons cannot currently be modified.

    Digitizing Items

    To start the digitization process, ensure that you are at the digitization department that currently holds the item; see Switching Library Desks/Departments.
    Digitization is configured on the In Process Items page (Fulfillment > Resource Requests > Manage In Process Items). You can also view this page by selecting one of the following tasks the Tasks List in the persistent menu (see Persistent UI-Elements):
    • Items - deposit
    • Items - digitization
    • Items - document delivery
    In Process Items Page
    The In Process Items page can also be accessed on the Scan In Items page (Fulfillment > Resource Requests > Scan In Items) by clicking Manage In Process Items. For details on the Scan In Items page, see Scanning Items.
    The In Process Items page displays patron and/or staff digitization requests. The type of request appears in the Status column.
    To digitize physical items:
    1. From the In Process Items page, locate an item with the Digitization status.
      An item has this status after a) it has a digitization request attached to it and b) it is then scanned in at the digitization department.
    2. Select Actions > Next Step from the row actions for the item. The status changes to Digital Inventory or Document Delivery depending on the digitization configuration (see Configuring Digitization Profile Rules).
    Next Step appears only when the current status is Digitization.
    For details on delivery of digitized items, see Delivery of Digitized Items.

    Delivering Digitized Items

    After digitizing items (see Digitizing Items), you send the digital file to the requester or add it to the inventory of the institution. Before performing digitization delivery, ensure that you are at a digitization department; see Switching Library Desks/Departments.
    Delivery of digitized items is configured on the In Process Items page (Fulfillment > Resource Requests > Manage In Process Items).
    The In Process Items page can also be accessed on the Scan In Items page (Fulfillment > Resource Requests > Scan In Items) by clicking Go To Manage Department Items. For details on the Scan In Items page, see Scanning Items.
    To deliver digitized items:
    For items with a status of Digital Inventory, select Add digital inventory from the row actions list to open the Representation Details page (see Adding a Representation).
    Items with a Document Delivery status may be sent as email attachments or as links, depending on how the Digitization Profile Rules have been configured.:
    • For items waiting for an attachment-based document delivery, select Attach documents from the row actions list to open the Attachments page and attach digitized items to be sent as attachments to the requesting patron (see Attaching Digitized Items To Be Sent To a Patron).
    • For items waiting for a link-based document delivery, select Upload documents from the row actions list to upload digitized items to be sent as links to the requesting patron (see Attaching Digitized Items To Be Sent To a Patron).
    For more information on links in Alma document delivery, see the More Information About Digitization Requests - Document Delivery Using Links video (12:23 mins).
    You can also choose from the following options on the Actions menu:
    • Edit – The In Process Items: Request Management page appears.
      In Process Items: Request Management Page
      • Optionally, in the Status field, select a status from the drop-down list. You can also click the Notes tab to view or add a note.
      • To add a note, type your note in the Note field and click Addclick Add Note and type your note. The note is displayed in the list of notes on the page.
      • To edit a note, select Edit from the row actions list for the note that you want to update, modify the note on the Edit Note page, and click Save.
      • To delete a note, select Delete from the row actions list for the note that you want to delete and click Confirm in the Confirmation Message pop-up window.
      • To locate a note in the list of notes, enter the text for which you want to search in the Find box and select the field — Created by, Updated by, or Note — in which you want to search for this text.
    • Cancel request – The Confirm Request Cancellation page appears.
      Confirm Request Cancellation Page
      1. In the Cancellation reason field, select a reason for cancellation from the drop-down list. To customize cancellation reasons, contact Ex Libris Support.
      2. In the Cancellation note field, add a note on the cancellation as needed.
      3. Click Confirm.
    • Change to Electronic Digitization – Change the digitization of a physical item to digitization of an electronic item. Can be changed only when there is an electronic item in the inventory that can fulfill the request.
    • Change to Physical Digitization – Change the digitization of an electronic item to digitization of a physical item. Can be changed only when there is a physical item in the inventory that can fulfill the request.
    • View it – The UResolver Screen (Alma Link Resolver) page appears, displaying resources for the item. This option appears only if the item is configured for electronic digitization.

    Attaching Digitized Items to Be Sent to a Patron

    Attach documents to be sent to the requesting patron on the Attachments page. The Attachments page is visible when you select Actions > Attach Documents from the row actions for an item on the In Process Items page.
    • To add an attachment, click Browse in the File name field and select a file. Add a URL and/or note, if required, and click Add Attachment. The attachment appears in the list of attachments in the Attachments tab.
    • To edit an attachment, select Edit from the row actions list for the attachment that you want to update, modify the File name, URL, and Notes fields as required, and click Save Attachment.
    • To delete an attachment, select Delete from the row actions list for the attachment that you want to delete and click Confirm in the Confirmation Message pop-up window.
    • To download a file, select Download from the row actions list for the file that you want to download, specify the folder to which you want to save the file, and click OK.
    If the digitization request required approval then the notification emails described below are sent only once request has been approved.
    • If the delivery method is Attach Documents - Attachment, the patron receives the digital file as an email attachment. The following is an example of the notification letter.
      Notification Item Letter for Digital File
    • If the delivery method is Attach Documents - Link, the patron receives a link to download the file in an email. Using this method will decrease the size of the email, and easily enable managing more digital resources in a single request. The following is an example of the notification letter.
      Document Upload Notification Letter.png
      Notification Letter - Document Link
      The library administrator must configure the email to include only the relevant login option for your institution (local/LDAP, SAML or CAS).
      When clicking in the relevant click here link, the patron will first be required to log in using the standard Alma/Primo credentials. After a successful login, the patron will gain access to the digitized files that are stored in the document storage folder. Note that access will be limited to the number of times configured in the digitization profile rule, and the files will be automatically removed from the storage after the configured number of days. This value is defined in the document_delivery_cleanup_days parameter. See Configuring Other Settings.
    • If the delivery method is Digital Inventory (representation), the digital file is made available in the repository under the same title as the physical item, and can then be requested by a patron.
    A message appears if the limit of the total digital file size has been reached. A single file has maximum size of 10 MB. Additional email related constraints may be relevant if the digitized material is sent as an email attachment.
    • Was this article helpful?