Offsite storage requests for staff

Overview

Some materials are stored offsite. Prior to 2016, only the Harvard Depository (HD) was available for such storage; since 2016 the ReCAP facility has also been an option. These instructions explain the recall, refile and Aeon workflows for these. Reference is sometimes made to Offsite Storage, which is the current name for both facilities, but some fields are still labelled HD. Since 2021, MERRHD materials have been coded HDMERRHOU, indicating that, like on-site Merritt Room collections, they may be consulted by patrons only at the Houghton Library Reading Room. The instructions that follow relate to the recall, delivery and refile of Merritt Room materials for Music Library staff use. 

As far as we know, the only microforms in Offsite Storage are negative copies of microfilms for which we have positive copies in Isham.

Recall

When a staff request arrives in Aeon for Merritt Room materials located offsite, the following steps must be taken.

1. Look at the Alma 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 staff member before commencing recall.
2. Copy the barcode into a .txt document. Name the document with the current date (for example 10022020.txt for October 2nd, 2020).
3. Open the HD 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. Move the Aeon request into the Awaiting HD Delivery queue.
5. Email eklps-list@fas.harvard.edu to notify Access Services personnel that a delivery is expected.

Delivery

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

1. The barcode is scanned and the pop-up message appears. The item is placed on the Merritt HD Items shelf behind the Circulation Desk. If the item is too large to fit on that shelf, it may be left in the Merritt Room temporarily. 
2. Print an Aeon slip and place the entire slip in the item. The item's Aeon status should now be On Hold. 
3. Put the item in the hold cabinet of the Merritt Room. This is the locked cupboard at the bottom of Cabinet 1. If the item is too large to fit into the cabinet, find an alternate, secure location and note that location in the Aeon transaction.
4. Notify the staff member that the item is on hold and will remain at Isham. They may page it if they like, or arrange a time to have a staff member bring it to their desk or make it otherwise available. 

Refile

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. The bin should then remain in the Merritt Room until it is collected by HUMS.