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Loans in
This document was written, and licensed for publication by the Collections Trust.
Loans in is a Primary Procedure. This means that in order to meet the documentation requirements for the Museum Accreditation Scheme an organisation must reach the SPECTRUM Minimum Standard for this procedure.
Loans can be initiated either by the receiving organisation or by the lender. Reasons for loan include:
- Exhibition/display;
- Photography or publication;
- Conservation;
- Research.
SPECTRUM definces Loans in as:
Managing and documenting the borrowing of objects for which the organisation is responsible for a specific period of time and for a specified purpose, normally exhibition/display, but including research, conservation, education or photography/publication.
The organisation must have a policy covering the borrowing of objects.
The procedure for managing and documenting loans in must:
- Establish the purpose of the loan;
- Enable at least the same care of the borrowed object as if it were part of the permanent collections;
- Include written agreements signed by both borrower and lender before the loan commences, as appropriate to the collection;
- Ensure that the terms and conditions of loan are adhered to;
- Ensure that all loans are for fixed periods;
- Ensure a written record of the loan is retained;
- Enable effective control of the loan process;
- Enable the provision of information about the borrower and the loan as requested by the lender;
- Provide insurance or indemnity cover for the loan period;
- Ensure that up-to-date information about the location of borrowed objects is maintained;
- Ensure that up-to-date information about the security of borrowed objects is maintained;
- Ensure that up-to-date information about the physical well-being of borrowed objects is maintained, including the environment and condition of the objects.
Getting Started
The best place to start is with the Collections Trust's publication Documentation: a practical gudie (see ' Shop' for further information).
Guidelines and Factsheets
- Loan Records (Incoming Loans) (Collections Trust)
- Numbering (Collections Trust)
SPECTRUM Standard Procedure
For the full procedure on Loans in, download SPECTRUM from: www.collectionstrust.org.uk/spectrum.
