Content Comparison

Aeon request for photoduplication of Merritt Room materials held at HD

Requests for high-quality scans of materials held at HD are handled via the workflow for reading room requests: Houghton staff order and review materials, then transfer to Imaging Services.

Requests for duplication of Isham's surrogate materials

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1. Before initiating the request, make certain that the item is not already in Isham's collections, readily available at another Harvard Library branch or available online. To this last point, it may be necessary to explore the holding institution's catalog record very thoroughly.
2. Make certain the vendor is represented in Alma (ask the Librarian for Collection Development Library Assistant for Print Music to verify). Paperwork may need to be submitted to the Financial Office, so this is a very important step.
3. Order the material from the vendor. Copy the Librarian for Collection Development on all correspondence. Be sure to tell the Librarian for Collection Development who the duplicates are for.
4. Create a stub Connexion record for the material using our local constant data workform (Search Online Constant Data → Brief score → Edit  → Derive new master record). Take care to use encoding level 3 as this will be a partial record. Include a 500 note:

   "Partial (preliminary) level record." Import the record to Alma. 

5. Send detailed bibliographic information for the requested material, along with the MMS ID of the stub Alma record, to the Librarian for Collection Development.
6. Once the material is received, get a blank CD-R (not CD-RW) from the supply cabinet on the first floor, and an empty jewel case from the big cardboard box in the back corner of the record stacks. Insert the disc into your disc drive, open the program Roxio (Easy Media Center), drag and drop the files, and click on the amber orb. When the disc drive pops open, push it shut again and check that the files actually copied to the disc. Once you're satisfied, remove the disc, write the MMS ID on the white surface, place it in the jewel case and give the CD-R, Alma record, Connexion record and holding library record to the Senior Music Cataloger. It will take the Senior Music Cataloger about two business days to return the item for end-processing.
7. While waiting for the item to come back, send confirmation of receipt to the Librarian for Collection Development and submit the invoice for payment to the Librarian for Collection Development.
8. Once the item comes back from the Senior Music Cataloger, end-process it and notify the patron that the material is available.

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