Transferring materials

As of 2021, Merritt Room materials are made available to patrons in the Houghton Library Reading Room. 

The first step in the transfer process is to review the request.

Is the item available online? 

Write back to the patron with the link. Finish the request. The patron may reopen the request if they need to see the original item. 

Is the request for photoduplication? 

Write back to the patron to request clarification if necessary: in-house or Imaging Services? Move the request into Awaiting Request Processing – Reviewed. Add a Staff Note for correspondence with patron. 

The next steps in processing requests for MERRHOU items (held onsite in the Merritt Room or the Cage) and HDMERRHOU items (held at the Harvard Depository) are outlined below. 

Request for MERRHOU item

1. Route the request to In Item Retrieval. 
2. Print the Aeon request slip. 
3. Page the item, leaving the Item In Use half of the slip on the shelf. 
4. Evaluate the item for conservation issues. If none, proceed. If concerned, place them item on hold, contact conservation liaison and email patron if they have specified a visit date in the near future.
5. Route the request to Item on Hold. Change site to HOU.
6. Place the item in a blue transfer bin with protective padding. Bins may be obtained from the second-floor Technical Services Workroom, padding from the record stacks on the first floor behind the Circulation Desk; bins may also be ordered by emailing HD_trans@harvard.edu. Print or a slip reading Special Collections, Houghton Library, Attention: Ramon Cartwright and place it in the clear plastic sleeve affixed to the front of the bin. Also include a slip reading Loeb Music Library, 3 Oxford Street, North Yard, Place in Merritt Room (this will be used for the return of the item). Zip-tie the bin closed and leave it behind the Circulation Desk on the first floor. Note that special collections materials may only be transferred between Harvard Library repositories using one of two methods: hand-carried by two Harvard Library staff members (or a staff member and a student worker), or shipped by HUMS. For routine transfers of Merritt Room materials to Houghton Library, HUMS is preferred. To request a pick-up, email hd_trans@harvard.edu copying Music and Public Services Assistant Josh Kantor or Houghton Library Public Services if he is not scheduled to work or phone 496-MAIL.
7. Alert HOU staff (ideally Circulation and Collections Coordinator Ramon Cartwright, or Houghton Library Public Services if he is not scheduled to work) that HUMS will be delivering a bin the next day. 
8. When the item is ready for refile, it will be packed in a bin by HOU staff. HOU staff will request a HUMS pick-up and alert MUS staff of delivery by emailing the Music Library at muslib@fas.harvard.edu. They will use the return slip provided in step 6. 
9. When the item arrives at the Music Library, receive the bin, unpack the item, place the request in In Item Reshelving status, reshelve the item and finish the request. 

Request for HDMERRHOU item

Send the Aeon transaction number (TN) to HOU staff members (Circulation and Collections Coordinator Ramon Cartwright and Public Services Assistant Josh Kantor, or Houghton Library Public Services if neither is scheduled to work), who will order directly for delivery to HOU. 

Packing a transfer bin

This video from Harvard Library Preservation Services contains useful tips on packing a transfer bin. The key points are:

• Flat padding at bottom of bin (e.g. foam pad or bubble wrap)
• Items in a row with spines down (normal items) or two stacks with spines facing each other (small/fragile items) or single stack (large items)
• Fill sides with padding (e.g. wadded paper, bubble wrap or empty box)
• Top with rain catcher, white padding side up
• Don't force bin shut

Arranging for an item to be received

It isn't necessary to arrange for someone from Houghton Library or Imaging Services to receive the item upon delivery as HUMS can swipe into these spaces. However, it is a welcomed courtesy to notify staff when transferring materials to them.