SCSB Request Processing and Shipping Workflow

Owned by Jason Clarke
Last updated: Sept 07, 2023

This page explains how a SCSB request is created and how it arrives physically at its pickup location.

  1. In HOLLIS, a Harvard patron creates a request for a non-Harvard item that is held at ReCAP. This is done by submitting an ILL request.
  2. The ILL workflow routes the request to the SCSB workflow.
  3. The staff at ReCAP pull the item and process it, creating a new temporary Resource Sharing item record in ALMA using the owning library's original barcode as the item barcode in the system.
  4. The ReCAP staff pack all item(s) for each specific pickup location into a box
  5. The box is shipped out to the central HUMS warehouse
  6. HUMS accepts the box, notes the pickup location, and brings the item still in its sealed cardboard shipping box (not in a green bin) to the circulation desk of the pickup location
  7. Circ staff at the pickup location open the box and discharge the item in ALMA to activate the hold, then place the item on the hold shelf.
  8. When a SCSB item is returned, it is routed to the Harvard Depository, who then send it back to ReCAP.

Example process:

  • A patron submits a request for a copy of How to Avoid Huge Ships by John Trimmer in HOLLIS through their ILL account, for pickup at the Fine Arts Library.
  • The ILL automated processing determines that the item is owned by Princeton and held at ReCAP. It routes the request into the SCSB system. In the patron's ILL account, the request is now marked as "Sent to ReCAP" (a few weeks later this will be moved to "Request Finished")
  • ReCAP staff receive the request. The staff process the book, which creates the temporary record in ALMA using the Princeton item barcode.
  • ReCAP staff then pack the book and any other SCSB requests destined for the Fine Arts Library into a cardboard box and seal it.
  • ReCAP staff then ship the box (via UPS) to the central HUMS hub.
  • HUMS receives the shipping box and notes that it is marked for the Fine Arts Library.
  • HUMS delivers the still-sealed shipping box to the Fine Arts Library Circulation Desk.
  • Fine Arts circ staff then open the box and discharge the book to activate the hold, then place it on the hold shelf.
  • Once the patron returns the book, it is discharged again in ALMA, which provides a pop-up telling the staff member to route it to HD.
  • The item is sent to HD in a red bin.
  • HD sends the item back to ReCAP.