Borrowing and Returning Material
Please note - Records management customers should contact Records Management Service for authorization, borrowing, requesting pickups or permanently withdrawing material.
Authorizing Staff to Access Media
Library staff and non-Harvard customers use the Depository's online form to request materials. Users of the online forms must be authorized.
The Harvard Depository User Agreement provides us with an initial list of individuals who have been authorized to place retrieval requests. Subsequent authorization update requests should be submitted to the Depository, as described below:
- Submit access change requests via email to HD Circulation. Requests must originate from the email account of a requester who is authorized to make changes.
- Provide full name, email address, and telephone number of the new member.
- Specify if the individual is being authorized to submit retrieval requests and/or withdrawal requests.
Borrowing Print and Physical Material
Deliveries are made to campus everyday Monday-Friday.
HOLLIS requests made by 2:00 p.m. are available next business day in the first delivery. HOLLIS requests made by 6:00 a.m. are available same business day in the second delivery.
Online form requests submitted by 5:00 p.m. are available next business day. Instructions for library staff to make same day delivery requests are on our online forms page.
Returning Print and Physical Material
Returning material should be packed into red storage bins (we ask that library staff not use grey storage bins to return circulating material). Material that is too big to fit into red bins can be picked up 'as is' or is likely already housed in a box-style enclosure. Returns are processed and prepared for re-shelving within 24 - 48 hours of delivery. There is an increase in return volume at the end of every academic semester, which will increase re-shelving time.
To request red storage bins: Container Supply Order Form
For the return of fragile oversized material, a transfer cart can be requested so items can be secured for safer transport to the Depository. For questions or to reserve a transfer cart contact the HD Representative.
Returns are picked up by HUMS everyday. Online submissions for pickups go directly to HUMS. To contact HUMS with questions regarding material pickups: hd_trans@harvard.edu or 617-496-6245.
To request a pickup for new or circulating material: Media Pickup Request Form
Permanent Withdrawal of Material
The Depository's inventory database is designed to provide an ongoing historical record for all stored items, including withdrawn items. Barcode records are updated to reflect the item's withdrawn status, they are never "deleted" from the inventory database.
Clients are responsible for updating all other records, including Alma, OCLC, and SCSB.
The Permanent Withdrawal request form has two purposes:
- To indicate withdrawal of items that are already in your possession (PWI). Items previously retrieved, but not officially withdrawn from active HD inventory.
- To withdraw items that are currently on-shelf storage at the HD (PWD). These materials will be retrieved from storage and delivered as specified.
To submit physical withdrawal or notification withdrawal of material: Permanent Withdrawal of Media Request Form
Questions or notification of large-scale withdrawals contact the HD Representative.