Guidelines for Incoming Loans Processing and Recommended Timelines

Recommended timelines for loan processing were designed to help libraries make an incoming loan request for inclusion of a work from another campus location or external institution in a library-organized exhibition. The timelines are structured to ensure that there is adequate time for all major steps in the incoming loan process, including the completion of the Checklist Template, creation of a facility report, determination of transport and packing requirements, completion of a loan agreement, creation of the Transfer Form/Loan Receipt to track custody throughout the loan, and completion of a Condition Check Form by Conservation. To begin working with the timelines the library will need to:

  •     Identify the work(s) to be requested
  •     Create a letter and/or exhibition prospectus detailing the importance of the work(s) to the library exhibition
  •     Create a facility report
  •     Determine where and how the work(s) will be displayed
  •     Identify the library staff member who will perform registrarial functions for the loan
  •     Confirm the stakeholders library contact/staff performing registrarial functions, collection manager/curator/ bibliographic/subject specialist, format-specific conservator to complete incoming condition check).

Incoming loans do not require a loan review, but it is recommended that an incoming condition check form be completed for each work and the library may choose to organize a meeting with stakeholders (e.g., library contact/staff performing registrarial functions, collection manager/curator/ bibliographic/subject specialist, format-specific conservator to complete incoming condition check).  

Questions?  Check out our FAQ or email preserve_wpc@harvard.edu.

 

Incoming Loan Timelines