*note: (Include correct location Pusey (HT) rather than Houghton (HH) building on forms and emails)
QUICK LOOKUP
- Returning material to HD (unchanged)
- HD Container Supply Order Form (red & gray bins)
- Media Retrieval Request Form (Incoming)
- Media Pickup Request Form (Outgoing)
- Transport between Harvard Libraries by Campus Mail (HUMS) (blue bins)
- HD (other supplies use: HD email: hd_circulation@harvard.edu do not use their website link.
- zip ties,
- rain catchers
- return excess bins
Harvard Depository circulation in Pusey Technical Services includes collection material being delivered to staff in Technical Services, 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.
Technical Services staff are responsible for placing all requests for delivery of material already at HD. These retrievals were previously handled by Public Services. Likewise, Technical Services staff are responsible for requesting pickup of material being returned to HD. Both procedures utilize red transfer cases.
The TS Assistant or Manuscript End-Processor are responsible for requesting 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.
Material coming from HD for use in the reading room follows a separate procedure, mostly unchanged from past practice.
Locations
All directions are from the perspective of someone entering the TS workspace from the Pusey Lobby.
Incoming HD deliveries.
Placed on the left side of the table directly opposite the TS entrance.
Incoming empty HD (gray), interlibrary (blue), and retrieval (red) bins.
Stored to the right of the TS entrance, next to accessioning table, against wall
These bins should only be used for the specified shipments: gray for new HD accessions; red for HD returns of material which arrived in a red bin; blue for items being sent to other libraries.
To return excessive accumulation of bins to HD (3 options)
- You can e-mail HUMS directly at hd_trans@harvard.edu. Tape a note on the stack of bins and leave them in front of the large tables at the entrance
- You can include that you have a stack of empty bins in your next pickup request.
- Use one of the large cards on the wire rack in the mail area that says "Please return empty bins" to place on top of the stack of bins. You can close the top bin to have a surface on which to place the large card. They will usually leave it behind for us to reuse on the large tables.
Letting them know in advance will help them to plan if they have a full truck, but Frank said that it's okay to use option #3.
Incoming mail.
Placed on the right side of the table directly opposite the TS entrance.
Outging mail.
Placed on the right side of the table directly opposite the TS entrance.
A yellow postage sticker (found on the table) should be placed on each piece of postal mail left for pickup. No sticker is necessary for intercampus mail.
Outgoing HD shipments (gray bins, red bins, record cartons, tubes).
Placed directly to the right of the TS entrance, against the wall.
Outgoing blue bins (shipments between Harvard libraries).
Placed directly to the right of the TS entrance, against the wall.
Timing
Requests for next-day delivery should be made by 3.00 pm the preceding workday.
Incoming Deliveries
Supplies being delivered by HD:
Incoming red or gray transfer bins (empty).
Stored to the left of the TS entrance.
Incoming blue transfer bins (empty).
Stored under the HD incoming table and on top of wire shelving unit
- Zip ties for transfer bins
Stored on the baker’s rack to the to right of TS entrance
- Raincatchers
Stored (and delivered) in repurposed "Box 425" carton to right of TS entrance
Use the direct email for the circulation desk is: hd_circulation@harvard.edu
Ask for the Box 425 carton, and include our delivery address: "HT", Pusey Level one
(this is the address that appears in HD forms)
**NOTE: the link in HDs website uses the following addresses.hl_depository@harvard.edu
hl_depository@harvard-as.libanswers.comBoth of these feed into LibAnswers and take longer to get processed
Incoming HD delivery process:
Cataloger/archivist 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: HT
Library/Office Name: Houghton Technical Services
Office Address: Harvard Yard, Cambridge
Delivery Address and Room Number: Pusey Library, 1st Floor
Requester's Name: <Requester's Name>
Telephone Number: <Requester's Phone Number>
E-mail Address : <Requester's E-mail Address>
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.
Technical Services staff checks out material in Aeon, routing material as Awaiting HD Delivery.
Technical Services staff places the complete outslip (folded in half) under the clear L-velope on the left side of the HD incoming table.
HD arrives and rings the doorbell, typically between 9.30 and 11.30 am. Requested material will be in a red HD bin.
TS Assistant greets HD and receives incoming material, also dispatching outgoing material.
Cataloger/archivist retrieves requested material, uniting the appropriate Aeon slip and item(s) requested, and then updates Aeon status to Checked Out.
Outgoing Shipments
Materials being picked up by HD:
Filled gray bins for HD.
Staged to the right of the HD incoming table, against the wall.
Oversized boxes and tubes for HD.
Staged to the right of the HD incoming table, against the wall.
Refilled red bin returns to HD.
Staged in front of the HD incoming table, against the wall.
Materials being picked up by Mail:
Filled blue bins to other libraries.
Staged to the right of the HD incoming table, against the wall.
Outgoing HD shipments - Unchanged Returns:
This workflow is for material returning to HD with no changes to housing or size, and on the same barcode.
If this material arrived in a red bin, it should be returned in a red bin. (DO NOT USE PINK zip tie on red bins - any other color is OK.)
Technical Services staff requests pickup by HD using the Media Pickup Request Form: https://harvard.az1.qualtrics.com/jfe/form/SV_efYx6SnoEQ73CKx
- The following fields are entered:
First name: <Requester's First Name>
Last name: <Requester's Last Name>
Phone: <Requester's Phone Number>
Email: <Requester's Email Address>
HD Account Prefix: HT Harvard Theatre Collection; Harvard Yard
Address: Cambridge; Pusey Library
- Select the button marked "This pickup is for Refile Items only"
Under container information, indicate the kind of container being used (typically a red bin).
Technical Services staff processes material in Aeon, indicating material as Reshelved.
Technical Services staff places the material in the HD outgoing location (same area that new material to be picked up in gray bins is staged). An item which arrived in a red transfer bin should be placed in a red bin for shipment to HD.
Outgoing HD shipments - Changed Returns:
Material being returned to HD in new enclosures, with barcode changes--or which is in some other way markedly changed and has been processed by books or manuscript end-processing--should be processed as a HD new accession by either the TS Assistant or the Manuscript End-Processor. The Aeon slip should be left with the material, and the TS Assistant or the Manuscript End-Processor will finish the transaction in Aeon and dispose of the slip before shipping to HD.
When following this procedure, please email the TS Librarian with the text:
I’d like to have these barcodes withdrawn from the HD manifest: <indicate barcode(s)>
Outgoing HD shipments - New HD Accessions:
Books or Manuscript end-processor requests pickup by HD using the Media Pickup Request Form
https://harvard.az1.qualtrics.com/jfe/form/SV_efYx6SnoEQ73CKx
The following fields are entered:
First name: <Requester's First Name>
Last name: <Requester's Last Name>
Phone: <Requester's Phone Number>
Email: <Requester's Email Address>
HD Account Prefix: HT Harvard Theatre Collection; Harvard Yard
Address: Cambridge; Pusey Library
Select the button marked This pickup is for New Accessions only
Under container information, indicate the kind and number of containers being used (typically a gray bin; but also including records cartons, tubes, and other cases).
TS Assistant or the Manuscript End-Processor changes Aeon status to Request Finished.
TS Assistant or the Manuscript End-Processor places the material in the HD outgoing location.
Contact Points:
HD delivery should contact TS Assistant with questions about immediate delivery.
HD should contact the requester regarding shipments.
TS Librarian is stand-in for TS Assistant.
Catalogers/archivists place Aeon slips on incoming HD table when incoming material has been ordered from HD.
TS Assistant and MS End-Processing Assistant to order gray bins as needed.
TS Assistant to order 10 bins every Friday for Monday delivery.
TS Assistant to order blue bins as needed.
TS Assistant to store superfluous red bins not used for HD refiles, and return these to HD weekly (as needed).
Reference:
Transferring materials to HD: https://projects.iq.harvard.edu/hdep/transferring-materials-hd
All HD forms: https://projects.iq.harvard.edu/hdep/online-forms