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Item Records

HD Items

Macro shortcut: Alt + H

    • Gather all routing slips
    • Open Aleph
    • Use the macro shortcut and follow the prompts.

To edit records manually:

      • Using the ALEPH system number, locate the item records.
      • Select the appropriate item record. The call number and collection should match the routing slip.
      • Add volume information to the description if necessary.
      • In the lower right window, navigate to the tab titled “2. General Information (1)”.  In this window, edit the record as necessary so that:
        • “Item Status” is “02”
        • “Item Process Status” is “HD”

 

    • Navigate to the tab titled “3. General Information (2)”.  In this window, edit the record as necessary so that
      • "Remote Storage ID" is "HDEP"

 

  • Return to “2. General Information (1)” and scan the new barcode into the “Barcode” field.  This will update all changes to the item record.
  • Continue to update records in this way until all routing slips have been accounted for. Retain the routing slips for at least one month before discarding.
  • If any items have AEON slips, the status must be changed to "Request Finished" before they leave the end-processing area.
  • Scan each barcode on each item one last time to make sure that the barcode functions correctly.

Items for On-Site Storage

Macro shortcut: Alt + S

    • Gather all routing slips
    • Open Aleph
    • Use the macro shortcut and follow the prompts.

To edit records manually:

    • Using the ALEPH system number, locate the item records.
    • Select the appropriate item record. The call number and collection should match the routing slip.
    • Add volume information to the description if necessary.
      • In the lower right window, navigate to the tab titled “2. General Information (1)”.  In this window, edit the record as necessary so that:
      • “Item Status” is “02”
      • “Item Process Status” is blank


    • Scan the new barcode into the “Barcode” field.  This will update all changes to the item record.
    • Continue to update records in this way until all routing slips have been accounted for. Retain the routing slips for at least one month before discarding.
    • If any items have AEON slips, the status must be changed to "Request Finished" before they leave the end-processing area.
    • Scan each barcode on each item one last time to make sure that the barcode functions correctly.

Statistics

Count the number of items being sent according to item type and collection (see chart below). The official statistics sheet for this year is available on the shared drive:

    1. H:\HOUGHTON\Technical Services\Accessioning & End-Processing\End Processing - Books\Statistics

 

Houghton (HD and stacks)

Theatre Coll. (HD and stacks)

Woodberry Poetry Room

Book

 

 

 

Prefab

 

 

 

Broadside

 

 

 

CMI

 

 

 

Cloth case

 

 

 

Paige box

 

 

 

DVD

 

 

 

CD

 

 

 

VHS

 

 

 

Sound cassette

 

 

 

Other (add description)

 

 

 

Delivery

HD items - packing and delivery

    • When counted, place items into grey bins provided by Harvard Depository:
      • If possible, pack bins so that materials immobilize each other.
      • Packing items spine-down so they fill the bottom of the bin is preferable. If this isn't possible, stack them horizontally and secure with packing materials.
      • Bin weight should not exceed 40 pounds.
      • Use waste paper and bubble wrap as extra padding materials.
      • Place a rain guard (absorbent side up) on top of the materials. Tuck the edges around the books.
      • Secure the lid with zip ties.
    • Label and date each bin using the appropriate slip: HH for Houghton, HT for Theatre Collection (see below).
    • Count the number of bins, and use link below to request pickup from Harvard Depository. Send HH and HT requests separately.
    • Bring all bins and any other items being shipped to the ground floor mail room, and stack the bins in the area near the mail boxes.  Be careful not to block other material or passageways. 

 

On-site storage

    • Deliver Houghton and Poetry Room items to the sub-basement.  Place items on carts designated by the Stacks Supervisor, and when possible separated into groups based on call number.
    • Deliver Theatre Collection items to Pusey, level 2 (sub-basement).

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