Digitisation request statuses and reason codes

As each request passes through the workflow in Talis Aspire Digitised Content (TADC), it will be assigned a status and optionally a reason for being in that status. The history of status and reason changes for a given request can be viewed in the request's worklog.

Below is a glossary of the various statuses and their associated reasons:


Requests in this state need some kind of intervention by digitisation staff. Possible reasons a request is referred are:

Copy pending This is the most likely reason for referral. Awaiting someone to upload a scanned PDF copy of the requested document.
Serials coverage undetermined The system cannot determine if the library's serials holdings covers this request and a manual check is required.
Source needs to be acquired This resource is not available in the library, however, the request will be reviewed to determine if a suitable copy can be obtained elsewhere.
Referred by requester The request was initially rejected (see the worklog to find out why) but the requester overrode the rejection, forcing the referral of the request to library staff.
Cannot identify resource The request can't be identified with the current details. It must be manually edited, and enough metadata completed so the resource can be processed. 
Cannot determine latest edition The system cannot automatically determine the latest edition, so this must be determined manually.
Fee pay clearance required
The resource was not in the library catalogue, so someone must decide whether or not to fee pay clear the item. Does not show if "Allow fee pay clearance via British Library" is set.
Manual rights clearance required The system has been unable to automatically determine copyright clearance for this resource, so it will need to be cleared manually.
CCC Electronic Rights work check required This request is for a CCC Electronic Rights work which has special limitations applied by the publisher. You can only scan CCC Electronic Rights works where the same is not reasonably available in a digital form. Additionally, you must also comply with any special limitations applicable to any individual work. Please check the worklog for any special limitations applied by the publisher and ensure that the work is not otherwise reasonably available in a digital form.
Confirmation of vault copy needed There is a copy in the vault which may match the request, but manual confirmation is required. Copies have been found with the same page ranges, but with different footnote/referencing pages. Clicking "Preview copies" will load each option and allow you to select which scan to use.



The request was rejected, either by the system or manually by staff. Possible reasons a request would be rejected are:

Newer edition available The system detected that there is a newer edition available. Requesters can either request the latest edition or can force a referral by providing a pedagogical reason why the earlier edition is required.
Exceeded copy limit Under the rules of the primary RRO, the copy limit for this course instance and resource has been exceeded. A requester can force a referral in order for the digitisation staff to consider clearance outside of the primary RRO.
Existing electronic copy available The system detects that an electronic copy is available and should be used instead of processing a digitisation request. A requestor can force a referral in order for the digitisation staff to consider processing if the electronic copy will not service the number of students for the course.
Not held by library Only shown if the system is set to not automatically allow fee pay clearance via British Library. The requester can override and force the referral of the request for consideration.
Not permitted by RRO The resource is not within an included territory or appears on an exclusion list within the Primary RRO. If allow clearance outside primary RRO is set, this state is never set and the request is automatically referred for a decision.
Duplicate request The request is a duplicate of an existing request in the system.
Rejected by Administrator Digitisation staff rejected the request (probably following a forced referral).
Invalid request The requester didn't fill out the minimum metadata required to submit a request. The request can be edited and resubmitted by the digitisation staff, so that more detail is included in the request.  If the resource can't be identified it is up to the digitisations staff and policies to either progress the request, or leave it up to the requestor to submit a new request with added detail.
Rights clearance rejected The library could not acquire copyright clearance for this request.
Fee pay clearance rejected After review by digitisations staff, it was determined that library cannot or will not source this request from external sources.



Requests in this state have passed all workflow checks.  If a request stays in this status for an extended period of time, please raise a support ticket for Talis to investigate and progress the request.

Awaiting packing The system is waiting for the packer to bundle the PDF with the coversheet before it is made available to students.
Processing packing The request is successful. The packer is currently preparing the bundle and making the final version available.
Pre-cleared for rollover The rollover request has been successfully pre-cleared and is awaiting approval before being sent to the Packer.



The request is live and available to students.


The request naturally expired at the end of the course. The system withdrew access for students automatically.


The request was manually withdrawn by a digitisation team member before it naturally expired. The staff member will have entered the reason for withdrawal - this can be found in the worklog of the request.


There's been a system error affecting the request, please raise a support ticket for Talis to investigate.


This is an interim status set whilst the concierge is working on an item (i.e. the request is between statuses). If a request stays in this status for an extended period of time, please raise a support ticket for Talis to investigate and progress the request.

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