Content Comparison

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1. Look at the Aleph record to confirm that it is an appropriate request and can be filled. If the item has already been digitized, for instance, point this out to the patron before commencing recall.
2. Copy the barcode into a .txt document. Name the document with the current date (for example 10022016.txt for February 10th, 2016).
3. Visit the offsite storage online forms library and select Media Retrieval Request Form. Using the HD Account Prefix "ML" will autofill the form with the relevant information. You'll need to manually complete a few of the fields: Delivery Address and Room Number (Circulation Desk), Requester's name (your name) and E-mail address (your email address). Upload the text document containing the barcode and submit the form. More than one barcode may be submitted in a single text document. 
4. Add a Circ. Note to the Aleph record. This will ensure that a pop-up message greets the staff member who is scanning in HD deliveries at the Circulation Desk. This step is very important as it overrides a message instructing that the item should be returned to the Harvard Depository and also reminds the staff member that the item should be left on the Merritt HD Items shelf behind the Circulation Desk for retrieval by Isham staff, and not brought immediately to Isham (unless it is a large box, in which case, ask Access Services staff to bring the box straight to the Merritt Room or hold it in another secure location). The note goes into the General Information (2) tab of the item record, in the Circ. Note field, and should read Place on Merritt HD Items shelf, please. initials, date
   Temporarily change the item's location in Alma. 
5. Move the Aeon request into the Awaiting HD Delivery queue.
6. Email eklps-list@fas.harvard.edu to notify Access Services personnel that a delivery is expected.

It is our preference at Isham to retain the last text document submitted in order to have a record of the most recent batch of offsite storage requests. We generally save the document to the desktop, then delete it when placing it is time to place a new request.

Delivery

Upon arrival at the library, offsite storage requests for Isham are treated as follows.

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When the item is ready to go back to offsite storage, finish the request in Aeon and shred the Aeon slip. The item can be returned manually in the circulation module, then placed in a red refile bin in the record stacks. Finally, remove the temporary location in Alma.