LibGuides: Controlled Digital Lending Workflows at the TCC Library : Selecting Materials for Digitization & Digitization

(!) Selection priorities (!)

Materials selected for digitization under CDL will be chosen based the following factors. The Access Services Office staff will make all copyright assessments and do the physical scanning, mitigating legal risk and concentrating efforts on the most "inaccessible" parts of the collection where possible.

Because CDL is to help make our collection accessible when it otherwise would not be and our TCC patrons, in most cases, already have access to our print physical collection, prioritization will inherently benefit Lending workflows/ILL institutions with having secondary benefits to Document Delivery/our patrons.

In order of priority (subject to change, depending on success of workflows and service):

1) Materials for Lending will be prioritized if our Lender response for the material would otherwise be "No" because the material cannot circulate outside of our institution.

2) Materials for Lending will be prioritized to save on postage if item is in high demand and we continually lend out, few libraries hold the title, and/or item is at risk of being damaged, so long as it has no commercial ebook version available (re: Internet Archive v Hachette case as of 2023).

3) Materials for Document Delivery will be prioritized to meet accessibility needs of a patron (upon direct request). Otherwise, Document Delivery CDL will only be available if it meets one of the other two prioritizations. In most cases, material would not simply be digitized just so that a TCC patron could access it online due to a "preference" rather than a "need," since digitization of material could take just as long as shipping the physical item to a campus. Workload and supply time must be a factor.

(!) Materials digitized will only be print text materials, as there are a number of other legal and technical considerations if doing audio visual works. Our SharePoint site can only add DRM to documents.

Digitization Steps

Select material for digitization using the above box's priorities.
Digitize material at one of the printer/copiers, including the front and back cover.
Use Adobe Acrobat Pro to clean up the scan (is on the Access Services office computer) and use the "recognize text" feature to add OCR to the scan for accessibility purposes:
Name the file according to Title_Author.
Upload to Access Services Office site under "Documents" side tab – this is our AS Office SharePoint site (not to be confused with our "Team and Work Group Landing Pages" folder).
Delete file copy from your computer so that there is only one file copy in existence.
Go into WMS Circulation. Pull up the digitized item by the barcode number in "Discover Items" and go into "Edit Items" of the item to add the 2 following popups:
1. Staff: ! Do not weed material without letting Access Services Office know, as there is a digital CDL copy that will need to be deleted as well for this item.
2. Public: There is a digitized version of this title available. Please contact the Access Services Office at 918-595-7568 or interlibraryloan@tulsacc.edu for an access link. Or, request via interlibrary loan with a comment explaining you would like the digital version to turn this into a document delivery request.
The Public comment will now display in the catalog (here is an example). See "Patron view of CDL" for more context. The Staff popup will insure no copy is retained if the title is withdrawn.
See other tabs on what to do next, depending on the workflow this was digitized/needed for.