Scan & Deliver is now available to ALL current Bodleian Library card holders for a 6 month trial period.
There is now a Scan & Deliver service for items held in the Bodleian Libraries Book Storage Facility. Instead of requesting the physical item to a reading room, you can request scans of sections direct to your desktop.
The following FAQs provide detailed information about the service and how to request a scan.
Scope of the Service
Q. What does that "Scan & Deliver" link in SOLO mean?
A. Scan & Deliver is an electronic document delivery service which enables you to obtain scans of book chapters or journal articles from our offsite Book Storage Facility.
Q. What about collections held in individual Bodleian Libraries?
A. The service is currently offered for collections from the Book Storage Facility. About 6 million items are eligible.
Q. Why are some closed stack materials eligible for Scan & Deliver and others not?
A. Some items are unsuited to scanning because they are old and rare, or they are in a format that cannot be scanned.
Q. Does this mean I'm no longer able to use the physical item itself?
A. You can still order items to be delivered to reading rooms. Scan & Deliver simply offers a convenient alternative to ordering and copying or scanning these items yourself.
Q. Who can use this service?
A. Scan & Deliver is open to all current University members. From 11th March we are trialling the service for ALL Bodleian card holders for a 6 month trial period.
Placing a Scan & Deliver Request
Q. Do I need a separate login to use the service?
A. No, once you have logged in to SOLO using your Oxford Single Sign On or non-Oxford Member login you can select Scan & Deliver directly from SOLO.
Q. May I submit a request for an entire book or multiple chapters/articles?
A. You may only request up to one chapter or article from a book or journal.
Q. Can I request a high-resolution or colour scan via Scan & Deliver?
A. Scan & Deliver delivers scans in black and white PDF at 300 dpi, although we will use greyscale/colour where appropriate to improve quality. We will contact you if we are unable to fulfil your request, with appropriate referrals for high quality reproductions.
Q. What will happen if an item that I want a scan from is checked out?
A. We will place a hold on the item and fulfil the request when the item is returned.
Q. How many requests may I submit per day?
A. The limit is two Scan & Deliver requests per patron per working day. If you exceed this limit we promise only to process the first two requests received on that working day.
Q. How can I track my request?
A. Once your request has been placed it will be listed in the ‘Requests’ section of your SOLO MyAccount. When the request has been dealt with you will receive an e-mail status update with details of how to collect your scan, a request for clarification of your requirements or a rejection notification.
Q. How much does this service cost?
A. Each request is charged a flat rate of £4.75.
Q. Why are you charging so much when I can get the item delivered to a reading room for free?
A. The Bodleian Libraries are obliged to charge for the full cost of producing the copy according to the governing legislation: Library Privilege as defined in Copyright, Designs and Patents Act 1988, sections 37-40 and SI 1989/1212 requirements. This is what we expect each copy to cost during the initial stages of the pilot. This will, of course, be reviewed at a later date.
Q. How do I pay for Scan & Deliver?
A. Payment is made through PCAS accounts, the system used for photocopying, printing, and scanning across Bodleian Libraries. You will need to know your PCAS username and password and have sufficient credit.
Q. I don’t have a PCAS account, what should I do?
A. You can set up a PCAS account here (https://bodleian.pcounterwebpay.com). You can use a username, password, and email address of your own choosing and add credit using a credit or debit card.
Academic Departments can support their members by creating accounts or adding funds to existing accounts. Click here for more information about Departmental accounts.
Collecting your Scan & Deliver request
Q. How will I know that my request has been completed?
A. Your scan will be posted on a server and you will receive an email including a link to the scan.
Q. How long will it take to get my request?
A. The Scan & Deliver service will usually fulfil your scanning request within 24 hours. Please note that this turnaround time does not account for weekends and any University holidays.
Q. How long will my request stay on the PDF server?
A. Your request will remain on the server for 14 days, or until you delete it.
Q. I deleted my PDF but I really need to look at it again. Do I have to re-request it?
A. There is a 14-day grace period for deleted requests- if you need us to restore your article please contact us as soon as you are able.
Q. Thanks for the scan, but it's missing some pages/the quality is poor/the file size is huge- how do I fix this?
A. Contact email@example.com and they will ask for the resend on your behalf. Never hesitate to contact the library about missing pages or scanning quality- we need your honest feedback to improve our services as well as troubleshoot any technical issues that we may not be aware of.
Q. What happens if you can't complete my request?
A. Our scanning team will contact you with the reason and suggestions to help the request be fulfilled. Where the problem lies with the item or the scanning service we will refund the amount to your PCAS account.
Q. Thanks for the scan- is it okay if I post the PDF to a webpage to share with my students/classmates/colleagues?
A. Your Scan & Deliver request is for individual research use only, and may not be shared, distributed, or posted elsewhere online. The ordering process includes the copyright restrictions which need agreement before the request can proceed.
Q. You have not answered my question - where can I go to to discover more information?
A. For more information email the Scan & Deliver team at firstname.lastname@example.org.
Q. What are the conditions of use for this service?
A. Please see the Scan & Deliver Ts and Cs.