Requesting Merritt Room materials from HD

Harvard Depository circulation of Merritt Room materials includes collection material being delivered to staff, collection material going to HD for the first time or being returned following processing, as well as any supplies needed for cataloging/processing such as empty bins. 

Staff are responsible for placing all requests for delivery of material already at HD. Likewise, staff are responsible for requesting pickup of material being returned to HD in red transfer cases.

The Keeper of Isham requests pickup of material going to HD for the first time. These shipments typically utilize gray transfer cases, but oversized boxes, Paige boxes, and tubes may also be utilized..

Incoming HD delivery process

• Staff member orders material from HD using the Media Retrieval Request Form: https://tools.lib.harvard.edu/hdforms/retrieval

  • The following fields are entered:

• • • HD Account Prefix:       ML

    • Library/Office Name:    Eda Kuhn Loeb Music Library

    • Office Address:             Music Building, North Yard, Cambridge

    • Delivery Address and Room Number:    Circulation Desk

    • Requester's Name:       <Requester's Name>

    • Telephone Number:     <Requester's Phone Number>

    • E-mail Address :           <Requester's E-mail Address>

1. The requester should upload a text-only (.txt) file with ONLY the barcodes listed individually. (Do NOT include check digits from old HD barcodes).After attaching the list, click the submit button.

• In Alma Fulfillment, add a Fulfillment note alerting Access Services staff that this item should go on hold for you. Sample text: "Place on Merritt HD hold shelf. CDL, 20230914"
• Email Access Services staff to let them know that an item is coming for you from HD.
• Create an Aeon request for the item by searching for Music Library in the Name field of the Users pane, then searching the catalogue. After you import the record, identify yourself as the researcher and route the item to Awaiting HD Delivery.
• The item should arrive around 9 a.m. the following business day. You can retrieve it yourself from the Circulation Desk.
• Remove the Fulfillment Note.
• Route the item to Item Checked Out for Reference – Staff.

Outgoing HD shipment process

• Finish Aeon request. Since HD doesn't use Aeon, "Awaiting HD pick-up" doesn't work here: it would just be in that status indefinitely. 
• Return item in Alma Fulfillment.
• Pack item. 
• Label bin.
• Request pick-up using the Media Pick-Up Request Form: https://harvard.az1.qualtrics.com/jfe/form/SV_efYx6SnoEQ73CKx
• Zip-tie bin and use a book truck to bring the bin to the Circulation Desk, where it's stored on the staff side until the courier retrieves it.