Departmental Policies and Procedures -- Document Index

Policies and procedures are grouped in categories based on the type of activity being described. If a flag or routing slip is used with a given procedure, a link is provided to a PDF of the associated document.

Documents that have been written, corrected or approved for use with Aleph have been marked with an icon:   As we upgrade to new versions of Aleph, policies are being reviewed for accuracy with the latest Aleph client. Documents will be marked with a version number icon to indicate with which Aleph version they were written or last reviewed.

Only official departmental policies and procedures have been posted. Many documents are still being designed or tested by staff. Consult the list of Policies & Procedures Under Development for information on documents that are pending approval.

Acquisitions
	Activity Codes from Harvard's Chart of Accounts    (13 May 2005)
	Printing Arrival Slips for Books on Receipt    (17 July 2003)
	Continuations: Creating O-type Orders for Works-in-Parts    (Revised: 28 February 2006)
	Continuations: Processing Arrivals for Works-in-Parts    (Revised: 28 February 2006)
	Gifts    (28 February 2003)    --Established gift codes for Harvard units: arranged alphabetically by unit or in order numerically
	Judaica Book Funds for Use in HCL Technical Services    (22 July 2004) --  Access restricted: password protected
	Order Cancellations    (22 August 2002)
	Uncataloged Rejects    (18 November 2002)
	Ordering Serials: Creating S-Type Orders    (7 March 2003)
	Serial Subscription Decision: NO    (6 October 2003)    --procedure when a bibliographer decides NOT to place a subscription for a serial title
	Split Invoice Procedures for Invoices containing Serials/Monograph Series Charges and Monograph/Continuations Charges    (Revised: 7 March 2003)

Aleph
	How to Report OCLC Export Failures to OIS    (PDF also available)
	How to Report RLIN Put Failures to OIS    (PDF also available)
	Holdings Bug: Description and Solution    (PDF also available) (26 February 2003)
	Database Management Cleanup of Authority Records (13 February 2003)
	HD In Transit Loan Status    (1 March 2004)    --Setting in the Aleph Circ Module to Eliminate Unnecessary Pop-Up Message     (Revised: 21 August 2006)
	Ordered—Received Requests in Aleph: Implications for Division Staff (Revised: 25 October 2006)
Our Aleph Liaison and the Aleph Support Center are available to assist with technical issues.

Bibliographer Review
	Reject flag    (July 2001)    Printed flag on Dark Purple paper; Records bibliographer decision to reject materials before cataloging    Eligibility Guidelines for Outside Donations of Surplus Materials    --Once the bibliographer has made the decision to discard a duplicate or otherwise surplus title, consult these guidelines to see if the item is eligible for donation to our partner, Better World Books. If so, place on the Reject shelf.
	Processing Materials Offered to the Loker Reading Room in Widener Library (PDF file)   (12 December 2002)
	Serial Subscription Decision: NO    (6 October 2003)    --Item should be routed with a completed Subscription Decision flag    Print flag on pale Purple paper

Cataloging
	Backlog Reduction Project    (July 2004)
	Continuations: Cataloging Works-in-Parts    (24 February 2003)    --Work Aid: MARC 21 Holdings -- Examples      (Issued by the Standing Subcommittee on Serials, Series and Continuing Resources of the HOLLIS/Aleph Steering Committee)
	Comparison of Full, Core, and Minimal Level Cataloging Standards for Books (7 December 2004)
	Copy Cataloging Checklist - Bibliographic Record (10 August 2004)
	End Processing Preparation for Books and Media (1 November 2004, rev. January 2005)
	Envelopes for HD Paperbacks (14 March 2006)
	Guidelines for Transferring Materials from the Harvard Depository to the Widener Library Stacks (PDF file)
	Materials Classed Separately: Monographs Received on Series Standing Orders (Revised: 12 February 2004)
	Materials Classed Together: Monographs Received on Series Standing Orders (Revised: 27 May 2003)
	Procedure in Serial Records for Receiving Volumes on Monographic Series Orders (SSOs) (Provided as background information for staff in HCL Technical Services by Serial Records Librarian -- 18 September 2002)
	Cataloging Imperfect Copies    (September 2005)
	Cataloging Internet Resources: Monographs    (3 August 2004)
	Cataloging Books with Accompanying Media    (Revised: 30 June 2008)
	Cataloging CD-ROMs or DVD-ROMs    (21 March 2007)
	Cataloging Videorecordings on DVD-V (format VM)    (Revised: 24 July 2007)
	Cataloging Videorecordings on VHS (format VM)    (14 February 2005)
	Cataloging Photocopies of Monographs
	Identifying and Processing "Catalog Review" Materials    (7 August 2002)    --describes 1) how staff can identify Catalog Review materials if they encounter these records during their work, and 2) what fields need to be updated when they are cataloging one of these items
	New Edition vs. Copy    (July 2004)
	Reference Material for HCL Technical Services: Processing Procedures    (Revised: January 2006)

Classification
	Call Number Format on Books for Widener Stacks    (July 2004)
	Policy on Classification in Original Cataloging for Items sent to the Harvard Depository    (18 September 2003)
	Policy on Classification of Bibliographies    (PDF also available)    (Corrected: 19 February 2003)
	Trailing x in Call Numbers    (PDF also available)    (Corrected: 19 February 2003)
	The Use of High Z Call Numbers in Copy Cataloging    (PDF also available)    (Corrected: 19 February 2003)

Item Records and Barcodes
	Item Record Description and Enumeration fields for multi-part monographs    (1 March 2004)
	Standards for Item Record Data Entry: Piece-Level, Note, and Loan Code Fields    (11 August 1997)
	Report on the Use of Captions in Analyzed Monographic Series    (DRAFT ~~ March 2001)
	Placement of Barcode Labels and Due Date Slips    (Guidelines issued by HCL Conservation Services)

Physical Handling of Materials
	Bookplate Procedures for Widener Library    (Guidelines issued by HCL Conservation Services)
	Edge Stamping of Bound Library Materials (HCL)    (Guidelines issued by HCL Conservation Services)
	Use of Envelopes for HD Paperbacks (14 March 2006)
	Identifying Materials Needing Special Handling Prior to Transfer to HD    --including the use of envelopes and special handling required for unbound materials    (Conservation Guidelines, 2002)
	Packing Bins to Transport Library Materials    (Guidelines issued by HCL Conservation Services)

Retrieving or Requesting Materials
	Borrowing Reference Room (Rm. 336) Materials     (January 2002)
	Requesting Materials from the Harvard Depository for Personal Use     (Online Form)
	Requesting Materials from the Cataloging Stacks for Problem Resolution     (February 2004)
	Requesting Materials from the Harvard Depository for Problem Resolution     (December 2000)
	Requesting Materials from the Widener Stacks for Problem Resolution     (Delivery service via Online Form)
	Retrieving Materials In-Person from Widener Library for Shipment to HCL Technical Services    (April 2001)    *Please note that the Instructions are enumerated on the verso of the Routing Slip.
	Requesting Uncataloged or Unreceived Materials for Personal Use     (Delivery service via Online Form)

Routing Materials within HCL TS
	Cataloging Stacks: Shelving Uncataloged Materials on Aleph System Numbers    (14 August 2002)
	Schedule and Instructions for Unpacking Bins from Serials Services    (9 June 2004)
	Workflow Booktrucks    (Revised: 23 October 2003)

Shipping Materials
	Packing Bins to Transport Library Materials    (Guidelines issued by HCL Conservation Services)
	HUL Courier -- Messenger Schedule of Daily Library Stops     (May 2007)
	HCL Movement of Bins for Transporting Library Materials -- Service Details     (May 2007)

Transferring Materials between HCL Collections
	Transferring Materials from HD to Widener Stacks     (April 2002)
	Transferring Materials from Widener to another Library within HCL    --Item should be routed with a completed HCL Transfer Form