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Use case
Document delivery
Document delivery works best when requests, scanning and delivery come together in one clear workflow.
Document delivery is a key service for many libraries. Users request material from the library’s holdings, which is then checked, scanned and delivered or made available digitally.
For this process to work reliably in daily operations, request intake, processing, scanning, delivery and possible follow-up all need to fit together. Imageware helps libraries organise these steps in a transparent and efficient way.
Manage requests and deliver documents reliably
In document delivery, requests from different sources need to be captured, checked and assigned to the responsible staff. The required titles or volumes are then retrieved. The relevant pages or chapters are scanned, reviewed and delivered in the requested form.
Depending on the service, notifications, status updates, complaints, billing or legal requirements may also be part of the process. What matters is that the status of each request remains traceable from intake to completed delivery.
Many individual tasks need to work together reliably
Document delivery consists of many small steps. When requests are passed on manually, scans are stored separately or statuses are maintained outside the system, delays and extra coordination can quickly arise.
The process becomes more demanding when several locations, branch libraries or services are involved. Teams need to know who is handling which request, which material is required, whether scanning has already been completed and when delivery has been finalised.
Without end-to-end workflow management, this information can easily get lost. That makes processing harder and makes it more difficult for both staff and requesters to understand the current status.
One workflow from request intake to delivery
Imageware supports document delivery with an end-to-end workflow: requests are captured, enriched, managed, scanned and then delivered or made available. All relevant work steps remain traceable in the system.
mybib eDoc manages requests centrally. The system covers request intake, processing, status tracking, delivery and, where required, billing or complaint handling. Staff can see which requests are open, in progress, delivered or completed.
BCS-2 supports the scanning process. Required pages, chapters or documents are captured, processed and handed over to mybib eDoc or downstream systems in the required form.
If content should not be sent directly as a file but made available in a controlled way, mybib eL can extend the workflow. Digital content can then be provided through suitable access scenarios.
A typical workflow
Capture the request
Requests can be received from connected systems, forms or other sources and created as jobs in mybib eDoc.
Check and enrich the job
Metadata, shelf marks, holdings information or other details are added so the request can be processed clearly.
Retrieve and scan the material
The required pages, chapters or documents are retrieved from the collection and captured with BCS-2.
Check quality and prepare files
Scans are reviewed, processed if necessary and prepared for delivery.
Deliver or provide access
The finished files are delivered through the defined channel or made available in a controlled way.
Document the status
The job is completed, archived or processed further according to defined rules. Feedback or complaints can be assigned to the request.
Faster delivery processes with better visibility
With Imageware, document delivery becomes more transparent and easier to manage. Library teams keep track of requests, processing statuses and delivery channels. Recurring tasks can be standardised while still allowing for individual requirements.
This reduces manual handovers, makes collaboration between teams easier and helps ensure that requested content is provided reliably.
Especially relevant for libraries and information services
Document delivery is especially important wherever users request material from existing holdings and expect to receive it digitally.
Let’s talk about your document delivery workflow.
Whether you want to improve an existing service, add new request channels or introduce more automation, we can help you clarify the requirements and shape a workflow that fits your holdings, systems and user groups.