Transfers - Classified Transfers

These directions are based on the receipt of transfers from Widener Library.  While Widener is the largest supplier of transfers to Houghton, these may come from other libraries.  Adapt these instructions as necessary.  For material which is newly-acquired, follow standard procedures for transfers in the following section, Transfers - Unclassified (Newly-purchased) Monographic Transfers.

• Before getting started with the holdings and items of transferred volumes, three notes:
  • Widener is the active library listed here, but transfers may come from any Harvard repository and are treated in the same manner.
  • You may correct or enhance the Bibliographic record as needed; however, do not recatalog the record.
• Open the Widener holdings record for the item in hand.  Change the 852 subfields to $$b HOU $$c GEN; preserve the extant call number. Save the record.
• Open the item record's Notes tab, and add a note indicating the transfer (e.g. Transferred from Widener Library to Houghton Library (31-01-2020). Save the record.
• In the Holdings Record:
  
  • 008 byte 7 should conform to the acquisition method for the transferring body;
  • 541 1_ $$c should be Transfer;
  • 541 1_ $$a should be the transferring repository;
    
  • 541 1_ $$d should be the date transferred to Houghton.
  • 561 1_ $$a should note previous owners (Library of, etc.); this is especially important for gifts, since the 541 no longer records that. Additionally, it should also be used to convey details of the original acquisition, since pre-Alma purchases and gifts are not present in our online systems. Follow the form below:
    
    • 561 1_ $$a Purchased with funds from the Bright Legacy, November 17, 1918. $$5 hou
    • 561 1_ $$a Gift of the Rev. E. H. Hall of Cambridge, Massachusetts, April 18, 1893. $$5 hou
• If there is a Purchase Order, update the Purchase Order Line Detail's Receiving Note to include text in this form: Transferred to Houghton Library (2020 December 7): 2022-53. Please include the date (or year) of the transfer.
• Create and print an Aeon slip for the item to be routed to end-processing, indicating the desired treatment. Each item should receive an ownership label. Most transferred items will contain one or more bookplates, so do not put additional plates in these items–unless there is no plate (in this rare case, simply add a generic HCL label).
• Cross off any Widener or HD barcodes. Report any withdrawn HD barcodes to the Technical Services librarian for deletion.
• Place fragile or flimsy items in prefabs, or indicate the need for CMI cases or Phase Boxes on the Aeon slip (reflect this in a 563 note).
• Route item to books end-processing staff.
• Items with additional steps necessary:
  • Hathi Trust. If this item has been designated a Hathi Trust item, there will be a 583 in the holdings: 583 1_ $$a committed to retain $$c 20170930 $$d 20421231 $$f HathiTrust $$5 HUL, and a Statistics Note 2 in the item record: Statistics Note 2: committed to retain - Hathi. The holdings 583 and item Statistics Note 2 must be retained.
  • RECAP. It is possible that an item will arrive with a location code of RECAP. These items may be transferred to Houghton. Follow these steps:
    • Remove holding record's ReCAP 583 note;
    • Remove the item record's ReCAP Stat Note 2, and retention fields;

    • Email Leila_Smith@harvard.edu and identify barcode to be withdrawn from the ReCAP inventory.;

    • Email HTC (the vendor who supports SCSB). Template for this email:

      1. Send to: scsb-notifications@htcindia.com
      2. Subject: barcode de-accession request from Harvard
      3. Email body: Please de-accession these barcodes from SCSB, because we have removed them from the Shared Collection. 
      4. Send list of barcodes as an attachment, or paste them into the body of the email.