Sending Material to HD

Accepted Media Types

The Harvard Depository accepts for storage only materials of educational, administrative or historical content.  We work in consultation with the University Library's Weissman Preservation Center to determine if we can safely accommodate questionable items.  

Material Preparation

• Clients should inspect material for signs of mold or insect infestation; We are unable to accept materials that might pose a risk to other media or to the facility's staff.
• Dusty books should be vacuumed or wiped clean prior to transfer.
• Depositors are responsible for ensuring that their HD storage materials are properly labeled and cataloged.
• Clients may batch together items such as serial collections for storage in barcoded archival boxes. 
• When archival boxes are requested for retrieval, it is our policy to deliver the entire box.  The Depository does not remove material from stored boxes. 

Barcodes shouldbe affixed to the outside of books and boxes in a clear and consistent manner, as described below:

Books

Bound volumes in good physical condition should have the barcode labels attached to outside covers. Barcodes should be placed in the upper left-hand corner of the cover, with the spine facing left. An alternative barcode location for books transferred from browsing collections is at the top of the back cover.

No books can be accepted at the Depository with barcodes more than one inch from the top of either cover or on the inside of either cover.

Library ownership must be clearly marked on the book, either on the barcode itself, or with an additional sticker with library's name.

Boxes

The Depository's standard archival storage box is the Paige box (Paige item # 425), a sturdy cubic-foot container that is quick to assemble and features built-in handles. Barcode labels should always be attached to Paige boxes (or similar records storage cartons) at one of the handle ends of the box.

Please ensure that the barcode labels remain fully visible when box lids are in place. Please DO NOT attach barcode labels to removable box lids, as the lids can be easily separated when collections are in use. Clients are also encouraged to print and attach basic ownership identification labels to their boxes, as a precaution when an item is in circulation outside the Depository.                                               

Document Boxes

Letter- and legal-sized document storage containers, such as Hollinger boxes, can also be stored at the Depository. Document boxes are batched together in open storage "trays" at the Depository. Due to the height of the tray side, barcode labels on document boxes must be placed as high on the narrow end of the box as possible—preferably on the box's attached lid/flap. If a barcode label must be attached below the flap, please place it at least four inches from the bottom of the box. This will ensure that the barcode remains fully visible when the box is placed in its storage tray.

Other Items

Materials in other formats may require different handling. Some examples appear below. As with Paige and Hollinger boxes above, barcode location is important for visibility when items are shelved. Please consult with the Depository on best placement before applying barcodes to items.

Fragile Items

Clients who are preparing fragile library materials for transfer to the Depository must comply with the guidelines developed by the Harvard College Library in conjunction with the Weissman Preservation Center for Transfer of Library Materials to the Harvard Depository.

Clients who are transferring fragile books to the Depository should place each volume in a protective acid-free enclosure of an appropriate size. Duplicate barcode labels—one for the outside wrapper and one for the enclosed book—should also be used. Three options for preparing fragile books for Depository storage are described below:

Envelopes

Fragile books can be placed in acid-free or "Tyvek" envelopes that are close in size to the items being stored. Envelopes should be large enough to ensure that the flap does not stand up when the item is enclosed. Envelopes should also allow enough room for books to be removed easily. Note that these envelopes should be produced without any adhesive seal on the closure flap.

Library binding ribbon

At a minimum, cotton ribbon can be used to tie the items closed if necessary. When using duplicate barcodes, place one barcode label on the outside, top left-hand corner of each envelope. The matching barcode should then be placed on the book itself, either on the front outside cover of the book or on the book's back inside cover.

Acid-free wrapping paper

Books can also be wrapped in heavy bond, acid-free paper. Books should be wrapped tightly, in the manner of wrapped gifts. Wrapped items are then tied with library binding ribbon. No adhesive tape is used. One barcode label is placed on the outside of the wrapper, in the upper left-hand corner, with a duplicate barcode on the enclosed book.

Custom enclosures

Certain fragile books may warrant storage in their own enclosures, most commonly known as a "phase box." This more expensive option should be used only for valuable items that might not be adequately protected when stored in an envelope or protective wrapper. These are typically customized to fit the dimensions of the specific item. A good fit is recommended so that the potential for damage due to shifting of an item within its box is minimized. One barcode label is placed on the outside cover of the box (top left-hand corner) and a duplicate label is attached to the enclosed book.

Packing

Clients are responsible for securely packing all materials being transferred to the Depository. Library books and other small barcoded materials should be shipped in the Depository's standard grey plastic transfer bins, which are supplied at no charge. To obtain bins, clients should submit a request via the Depository's online Container Supply Request Form This form is accessed via the Online Forms page. 

Requesting Supplies

PLEASE NOTE - If you are a University records storage client, please contact Records Management Services. to order transfer supplies.

Barcodes

•  We have barcode vendors and are able to place barcode orders for clients at any time.  Barcode Label Order Form
• Clients who wish to order their own barcode labels from a preferred commercial vendor should first email us. 
• We will request a proof sheet from the vendor so it can be test-scanned at the Depository before production. No transfers will be accepted before a test scan.
• Clients procuring their own barcodes are responsible for ensuring the sequence integrity of the labels produced.

Transfer Containers and Storage Boxes

• We maintain an inventory of foam lined bins (21.5"L x 15"W x 12.5"H) that can be requested at any time for no charge. 
•  We maintain an inventory of Paige archival boxes (15" x 12" x 10") that can be requested at no charge at any time.
• Container Supply Order Form

Other supplies

• Rain catchers, rainy day bags, and zip ties are all available and free of charge. Please email HD Circulation to request. 
• Rainy day bags
• Zip ties

Schedule a pickup

Online submissions for pickups go directly to HUMS.  As a courtesy, we ask that you give both the Depository and HUMS advance notice of very large or project related transfers (large transfer notification). 

To request a pickup for new or circulating material:  Media Pickup Request Form 

To contact HD with questions regarding transfers of material: HL_Depository@harvard.edu 

To contact HUMS with questions regarding material pickups: hd_trans@harvard.edu or 617-496-6245