Requesting closed access, on loan and off-site items (Staff)

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1 Requesting closed access, on loan and off-site items (Staff) Overview The Library and Archives have four physical sites: South Kensington, Tring, off-site and remote store. This guide will show you how to request the following: Items held at a different site to you (Tring, South Kensington, off-site store or remote store). Special Collections and Museum Archives for consultation in the Reading Room(s). Items already on loan to another user that you would like access to. Modern items held in closed access areas at South Kensington, e.g. Palaeontology sectional collections, the basement area and Zoology serials from ZS 2468 onwards. Please note that you won t be able to request items that are available on open shelves in your home location. These are self service areas for staff and borrowed using the existing barcode/bookboard systems. To begin you will need to be on the Library and Archives homepage Requesting from another site (including the off-site/remote stores) Signing in In order to see the option to request items, you need to be signed in to your account in the online catalogue. If you are on the Library and Archives homepage scroll down and click the Sign In link. If you are already in the online collection search, then you can sign in at any point by clicking on the NHM staff sign-in option at the top right. Please be aware that you must have registered with the Library and Archives as a user. In addition if you do not have an NHM you will not be able to log in, contact the Library staff and they will be able to place the request on your behalf. Username: Your Museum address. Please note that you need to use the full version of your , not the abbreviated version (i.e., c.darwin@nhm.ac.uk, not cdar@nhm.ac.uk) Password: Your normal NHM IT password. NHM SG Primo Requesting Closed Access and Offsite Items (Staff) Page 1 of 5

2 Requesting books When you ve identified a physical item you want, open up the full record by selecting the title. Click on Locate Item and you should see a Staff Request link: Click on this and select (using the arrow) which location you would like to collect the item from, South Kensington or Tring. Click Request. Your request has been placed. You will be alerted by when it arrives at your site Library. Off-site and remote store items We provide a weekly service between South Kensington and our stores. An will be sent to confirm when the item is ready for collection. If you have any queries please send them to library@nhm.ac.uk Requesting journals Once you have selected the title and the full record is open, click Details and look at the Print Holdings information to check that we hold the issue you require. NHM SG Primo Requesting Closed Access and Offsite Items (Staff) Page 2 of 5

3 If we do have the required coverage, select or scroll down to Locate Item and click Request. Preferred pickup location (Tring or South Kensington) Last useful date if appropriate, bearing in mind the set collection times. If the request is not urgent, leave this box blank. More information - If your reference doesn t seem to match the volume/year the library items list, feel free to add the article/author/page details in this field. This will help us greatly. Then select Request. Historic journals which aren t itemised Due to the age of the record, older journals do not always give you the option to request a particular issue. In this situation select Request a different issue and place a manual request. NHM SG Primo Requesting Closed Access and Offsite Items (Staff) Page 3 of 5

4 In the request screen, fill in the following information: Whether you are requesting one or multiple items Preferred pickup location (Tring or South Kensington) Date needed by if appropriate, bearing in mind the set collection times. If the request is not urgent, leave this box blank. Volume(s), issue(s) and year(s) required Click Request. You will see a message confirming that your request has been placed. You will be alerted by when it arrives at the Library and is ready for collection. Requesting on-loan items Borrowed electronically Items borrowed via a self-issue machine will display as On Loan on the discover layer. In this situation when in the fully record for the item, under Locate Item, the Staff Request option will be available. The request process is the same as detailed earlier in this guide, however it may take longer for your request to be fulfilled it depends on how quickly the item is returned. If you need an on-loan item urgently, please let us know and we can inform you which member of staff has the item. NHM SG Primo Requesting Closed Access and Offsite Items (Staff) Page 4 of 5

5 Borrowed via bookboard Items in staff open access areas where a bookboard is used to borrow, won t display on the online discovery layer as on loan. It is only when going to the shelf that this will be discovered. In this situation what should you do? Do you know the staff member? If you do that feel free to contact them to arrange to see or borrow the item. If you are going to borrow the item, please ensure the bookboard is updated to reflect the change. You do not know the borrower take down the details of the borrower, leave the bookboard in place and contact Library staff who will obtain the item for you. Requesting Special Collection items Because of their often historical nature, items from Special Collections are not available on the open shelves and must be requested for consultation in the Library Reading Room(s). If the item you want is from Special Collections, it will say so in the Locate Item information: In this situation the Staff Request option will appear. The request process is the same as that for books, but when your request is fulfilled you will be ed by one of the Library team to arrange a time and date for your visit to the Reading Room. Requesting Archives items If the item you re interested in is held by the Archives, there won t be a staff request option. Instead, click Locate Item and archives@nhm.ac.uk directly with the item details and finding number (usually in the format DF/PH xx/x/xxx) to arrange an appointment to view the material. Monitoring and cancelling requests Sign into your account to see the progress of all your request(s). If you decide you no longer need the item, you can also cancel the request. Please refer to the My Account guide in the Museum Staff section on your webpages for full information. Additional support and resources Website: library@nhm.ac.uk Library main enquiry desk: Monday Friday Tel: +44 (0) (South Kensington) Tring main enquiry desk: Monday Thursday Tel: +44 (0) (Tring) NHM SG Primo Requesting Closed Access and Offsite Items (Staff) Page 5 of 5