Transport Types

In this section, library staff will find information about three main transport types. The sub-section for each main transport type includes a definition of the transport type, a description of when each transport type is appropriate to use, and any specific requirements for the particular transport type, as well as additional information about any subset or variation that may exist within a main transport type.

 

Fine Arts Carrier

A fine arts carrier is a commercial firm that specializes in both packing and transport of works of art and other items of high value, fragility, or security needs. Their vehicles offer temperature and/or humidity control and their staff are highly trained in handling fragile items. They are often selected for external loans, and only occasionally used for internal loans or Preservation Services transfers.

A fine arts carrier should be used to pack and transport collection items when the objects meet any of the following criteria:

  • Unusually shaped/cannot be easily packaged flat or with foam
  • Fragile/at risk of damage due to unstable structural elements, jarring movements, or drops
  • Sensitive to temperature or humidity changes
  • Unique/historically significant or have a high insurance value
  • Traveling a long distance

Fine arts carriers offer a variety of options for transport that vary according to how many institutions' items are on the truck, how items are organized in the truck, and when/if they are moved around or off the truck.

Exclusive Use

Exclusive use is a special agreement that guarantees that the fine arts carrier deals exclusively with only one institution’s cargo and the institution determines all stops and deliveries. Typically this means that one library’s loaned works are the only ones on the truck, and it is a Point A to Point B trip without any interruptions. This type of shipment affords maximum control of timing and security and is naturally the most expensive. It is appropriate for high-value items and rush shipments.

Last On, First Off (LOFO)

With a LOFO shipment, other collections may be on the truck, but it is guaranteed that the loaned works are the last cargo loaded and the first cargo unloaded. There is typically a slight cost savings over Exclusive Use, but with slightly less control over the timing. This type of shipment is only available in the U.S.

Expedited Use

An expedited use shipment allows the library to specify a finite date range during which its loaned works and other cargo will be loaded. This means that each shipment has reserved space and the service is less expensive than Exclusive Use.

Shuttle Service

This type of shipment has no time or route restrictions. It is the least expensive option, but means that the loaned work(s) will be in transit longer and require additional tracking. Be sure to ask for details about whether your cargo will be moved within the truck during transit, off-loaded, or moved to another vehicle (i.e., “cross-docked”).

 

HUMS & Commercial Mail Carrier

Mail carriers such as Harvard University Mail Service (HUMS), FedEx, UPS, and USPS transport a wide variety of items in the same vehicle. To one degree or another, mail carrier transport bears a higher risk of loss due to water damage, physical damage, and mechanical damage (e.g., drops, vibration, or changes in humidity and temperature) compared to transport by fine arts carriers. Furthermore, mail carrier vehicles are not climate-controlled.

Mail carriers may be used to transport collections when the object:

  • Is in stable condition and can be easily packed into mail carrier packing using the recommendations listed in Packing for HUMS & Other Mail Carriers 
  • Is not vulnerable to physical or chemical stresses
  • Is in a container that can be safely strapped to the sides of the mail carrier’s vehicle without being crushed
  • Is NOT rare or unique
  • Has a low insurance value
  • Does not otherwise demonstrate any of the concerns listed under Fine Arts Carrier

The mail carrier must provide a tracking method, such as tracking number or other package documentation.

To arrange a HUMS special delivery, email HUMS@harvard.edu.

 

Hand Carry Transport

A hand carry is transport that is personally supervised from start to finish by Harvard library staff and which complies with requirements established by Risk Management and Audit Services' Risk Financing and Insurance department. Specific types of hand carry are detailed below. The requirements for hand carry security and packing differ between external loans and internal (on-campus) loans and transfers, and are detailed in the relevant sections below.

Hand carry transport in a personal vehicle should not be undertaken for liability reasons. Transport using a Zipcar or other rental on a Harvard account is permitted. This type of transport should meet all of the requirements for hand carry transport noted below.

For items of low to moderate value or when weather is a factor (i.e., it is raining or snowing, or sidewalks are slippery), a low-cost option for transport would be an hourly rental vehicle such as Zipcar. Taxis are not recommended because sufficient insurance coverage is not guaranteed.

External Hand Carry

For an external loan with a borrower or lender outside the University, an external hand carry using a vehicle or airplane may be appropriate and is subject to the following requirements:

  • Objects must be small or lightweight
  • Objects must be packed into a hard-sided, waterproof case
  • Transport must be accompanied by one library courier and one or more vendor transport staff
  • Vehicle cannot be a personal vehicle or taxi
  • Objects must be immobilized within the vehicle/airplane
  • Objects must be protected from weather during loading and unloading
  • Package is never left unattended
  • Additional security (i.e., armed guard arranged through a customs broker/agent) may be required for loaned works with significant insurance value

Internal Hand Carry

For an internal loan with another campus location or for a Preservation Services Transfer, a staff member might walk while carrying the object or be transported in a vehicle. If the object is large or heavy, and/or if there are weather/safety concerns, then a vehicle should be used.

Internal Hand Carry (Walking)

An internal hand carry by walking is appropriate for internal loan and preservation services transfer and is subject to the following requirements:

  • Objects must be small or lightweight and can be packed safely in a soft-sided case
  • Transport must occur during good weather (no active precipitation, no slippery sidewalks)
  • Transport must be accompanied by two or more couriers
  • Package is never left unattended
  • Packing must follow internal hand carry packing requirements 
  • Additional security (i.e., Harvard University Police Department (HUPD) escort) may be required for loaned works with significant insurance value

Internal Hand Carry (Vehicle)

An internal hand carry by vehicle is appropriate for incoming loan and preservation services transfers and is a useful option for transporting large/heavy items and for transporting time-sensitive items affected by rain, snow, or other weather. An internal hand carry by vehicle transport is subject to the following requirements:

  • Vehicle cannot be a personal vehicle or taxi
  • Objects must be immobilized within the vehicle
  • Objects must be protected from weather during loading and unloading
  • Transport must be accompanied by two or more couriers
  • Package is never left unattended
  • Packing must follow internal hand carry packing requirements 
  • Additional security (i.e., HUPD escort) may be required for loaned works with significant insurance value