Lending Your Items for an Exhibition?
Lending institutions bear the dual responsibility of making their holdings as accessible as possible while setting conditions and methods for lending materials that minimize the risks to the materials. In balancing these responsibilities, lending institutions generally should give priority to the safeguarding and long-term preservation of the materials requested for loan. In determining whether materials should be loaned and for how long, lending institutions may also consider the needs of users who may expect to have ready access to materials locally. Final authority regarding whether to lend the requested materials, to provide or allow reproductions, or to accept any specific loan arrangement or terms rests with the lending institution in keeping with its ultimate responsibility as the owner or legal custodian of the materials.
1. Review requests to borrow special collections materials with due regard for the access, security, and preservation needs of the requested materials.
- Lending institutions should have a conservator or other appropriately trained personnel evaluate the condition of the requested materials prior to making a commitment to lend them.
- Individuals who exercise direct curatorial responsibility for the requested materials should be involved in the approval process. In some cases, such as those involving materials with high financial and cultural value, higher levels of institutional authority may be required for final approval.
2. Ensure that the institution has proper ownership or authority to lend the requested materials.
- This is especially important in cases in which loaned materials are owned by a depositor or third party, or when materials will cross international borders and be subject to customs inspections.
3. Determine the measures needed to safeguard the materials throughout the loan process and term.
- Such measures may include conservation repair or stabilization, special packaging and shipment, insurance, specific environmental conditions, and special instructions for handling and display.b. The measures should be adequately described and documented in the written loan agreement.
4. Inform the borrowing institution in writing of any legal requirements or other restrictions and conditions concerning the use, display, reproduction, or citation of the loaned materials.5. Respond to all loan requests in a timely and professional manner.
6. Offer to provide appropriate substitutes, such as reproductions or related materials, if the original materials cannot be lent.
Source: ACRL/RBMS Guidelines For Interlibrary And Exhibition Loan Of Special Collections Materials