I. Process and Procedures: Technical Leaflet
Most museums routinely lend their collections to other institutions for the purposes of exhibition, scholarly, or educational use. Having clear processes, policies and procedures to govern this activity is key.
Considerations
There are many things to consider when approving an outgoing loan. Having a basic checklist is helpful to ensure your collections are appropriately lent:
- Curatorial judgment regarding the educational merit of the borrower's project.
- Evaluation of the physical condition of the object(s) (i.e., fragility, ability to withstand packing, transport, public display).
- Staff ability to process the loan. Does the timeline conflict with other projects? Does your staff have the time and resources to research, process and prepare the loan?
- Borrower’s ability to meet Museum requirements for safe handling and installation, proper environmental conditions, adequate staffing and security provisions, and insurance coverage.
- Borrower’s ability to pay for expenses incurred preparing for the loan as well as care of the objects being lent.
Process
Clearly articulate the steps your institution takes when approving and processing outgoing loans. Outlining these procedures to ensure all individuals at your institution accept the process is a first step in efficiently and safely lending items from your collection.
In their collections policies and procedures, Museums should include the names of those at their institution who are authorized to approve loans. In smaller museums, the director in cooperation with the curator or registrar typically reviews and approves loans. In larger museums, a collections committee meets regularly to review and approve loans while the curator and registrar make recommendations and process the legal paperwork.
Procedure
Presented below is a general list of steps that all museums and organizations should consider/require when approving and later processing a loan:
All loan requests should be in writing
This request should include:
- Purpose of the loan
- Exhibition title
- Exhibition duration
- List of all venues
- One named contact person at the requesting institution
Borrowers should provide a copy of their “Standard/ General Facilities Report” for review
If there are venues, include reports for all venues on the schedule. In the absence of a standard facility report, the borrowing institution should provide evidence of the following:
- Adequate environmental conditions (temperature, relative humidity and pollution)
- Preferred light levels for objects (depending on material) and lighting devices
- Sufficient and secure display cases/vitrines
- Adequate building construction, configuration, and maintenance
- Adequate fire protection
- Ample security (staff access included), means of security (alarms, guards, closed-circuit television, etc.), secure storage and display areas
- Handling and packing (trained staff, shipping services, etc.)
- Insurance (who provides insurance, contact information, policy coverage, claim history)
- Loan history (exhibits that have been on display/borrowed from other institutions)
Perform condition review of object(s) and conservation as needed
- To ensure the objects are in suitable condition to travel, it is important to conduct a thorough condition review of all collections requested for loan prior to approval of the loan.
- The condition review may result in identification of conservation issues. Conservation work resulting from this review must occur prior to loan.
- This condition review will also assist in drafting installation, framing, and mounting requirements for the object while it is on loan.
Determine cost
- Since the museum is lending the object(s) at the request of the borrower, all costs related to the loan are generally passed on to the borrower. This includes: shipping, packing, crating, photography, framing, mounting, or anything else that is required that will impact the lending institution's budget.
- Conservation costs may be passed on to or shared with the borrower.
- A nominal loan fee, which helps the lending institution recoup costs related to staff time to process a loan, may be determined. Your museum should create a loan fee schedule to ensure consistency of fees.
Require insurance coverage (by the borrower)
- Museums most commonly require that all loans must be insured under the borrower’s fine arts insurance policy on a door-to-door basis. This means that the borrowed objects are insured from the moment they leave the lending museum to the moment they return. This covers the packing, transportation, installation, handling, etc. in the interim. Wall-to-wall coverage is frequently required which covers the object from the moment it is moved from its original location (hanging on the wall, or while in storage) until the time it is returned to its home.
- Ask that a “certificate of insurance” is issued naming the lending institution as “additionally insured” and “loss payee” is issued by the borrower for the duration of the loan. If the loan is for an exhibition and will travel to other venues, the borrower is responsible for the loan while it is traveling to all venues. This certificate provides protection of the collections against all risks of direct physical loss or damage.
- In some cases the lending museum decides to retain insurance coverage for the duration of the loan and charge the borrower for the premium. If this is the case, it should be specifically stipulated on all loan contracts and list the charges that will be passed on to the borrower.
Process loan paperwork
- All outgoing loans require that a loan form be filled out and signed by both parties. The lender may choose to sign the borrowing institution’s forms, provided that they are satisfied with all loan conditions and restrictions. If the borrower's loan form does not meet with the standards the lender requires, an addendum may be included or the lender may require that the borrower sign their form.
- Loan form must include catalog information (title/object name, maker, dates, dimensions, media) for all items going on loan, the insurance value of each work, insurance requirements, credit line and copyright information.
- Additionally, forms should include all installation, lighting, and climate requirements in the loan contract.
Coordinate logistics
There are a lot of things to think about and coordinate when processing an outgoing loan. Many of these logistics take staff time and money. The costs for the tasks below are generally covered by the borrower.
- Schedule new photography. Do you have existing documentation images of everything going out on loan? Does the borrower need publication quality images for a catalog, virtual components of the exhibition, or publicity? Are there copyright or licensing issues for you to consider?
- Organize framing or mounting. Are the items going out on loan exhibition ready? Do they require new frames or new mounts to be fabricated?
- Coordinate packing and crating. Can your museum pack the loans for travel? Do the objects require professionally made crates?
- Organizing transportation. Generally the borrower coordinates shipping of loans. Transportation plans must be approved by the lender.
- Manage customs issues. If the loan is traveling internationally, customs clearance is required. Working with a qualified customs agent, particularly one that is familiar with issues surrounding loans, is key in ensuring everything is done properly.
- Schedule a courier. Are the items traveling by air? Is this a high value loan that requires a courier for insurance purposes? It is important to consider whether the circumstances require scheduling a courier.
Conduct condition report
- Immediately prior to lending the object, a new condition report should be conducted and drafted with copies sent to the borrower as a baseline for future condition reports.
- Stipulations in loan paperwork should dictate that any changes in the condition be reported to the lender as soon as they happen.
- Upon return of the loan, the museum must conduct a condition report, comparing its condition to the outgoing condition report, before the loan is returned to storage or display.
Coordinate return of loan
The loan period is not over until the loan is returned to the lending museum and put safely away.
- Loan is sent back, generally in the same manner it was sent to the borrower initially.
- Condition reports conducted. The borrower should conduct a condition report immediately prior to sending back the loan to the lender. The lender also performs an incoming condition report on the loaned items as soon as they return. If the items are crated, keep in mind that the crates should acclimate for 24 hours before they are unpacked and condition reports are conducted. The lender reviews all the prior condition reports for comparison.
- Return to loan to storage. After the loan is unpacked and the lender is satisfied with the condition, items are returned to storage.
- Return receipt issued. Once the loan is received by the lender, a return receipt is issued by the borrower and signed by the lender to officially end the loan period.
II. Using CatalogIt to Process and Manage Loans
Understanding the issues and professional requirements for processing an outgoing loan is the first step. Managing and tracking the activities surrounding this process is the next. Using your CMS to effectively manage outgoing loans helps save time and creates efficiencies in this process. CatalogIt enables the user to easily and comprehensively manage and track every aspect of the outgoing loan process.
Similar to other profiles in CatalogIt, the Loan Out Profile ensures users can compile and retain all data related to outgoing loans in one place.
CatalogIt will auto-assign a unique loan out number. The number, beginning with “OL” for “Outgoing Loan” is followed by the year the profile is created, then the sequential number assigned to that specific loan. OL2020.2 is the second outgoing loan processed in 2020.
Copies of all loan forms, contracts, and facilities reports can be uploaded to the profile. You also are able to easily link to associated insurance certificates or policies related to the loan.
By clicking on the tag next to the certificate #, users can view the insurance profile for this certificate:
Managing the workflow for an outgoing loan can be a challenge. CatalogIt enables the user to track the status of each loan, from the time the loan request is received until the time it is returned.
Aside from tracking all data for the outgoing loan, all Entries associated with that loan are clearly referenced in the Loan Out profile.
The Loan Out profile is also clearly linked within the Entry using the Outgoing Loans group:
The ability to manage all aspects of the outgoing loan process by using the Loan Out profile in CatalogIt is key to simplifying this cumbersome task. Storing all documentation one place saves time, creates an efficient workflow, and enables users to project manage this multi-step process.