52 Weeks (12 Months) or Receipt of Loan Request
A Harvard library (lender) receives a loan request from an external institution (borrower). The borrower's request should include:
- Identifying information for requested works
- Desired display
- Importance of requested works in context of the exhibition
- Duration and location of exhibition
- Request for images needed for publication or online exhibition
- Facility report
51-50 Weeks Prior
Lender's library contact has:
- Communicated with the borrower's contact that the loan request has been received and if further information is needed.
- Assigned artificial ship dates to loan (2 weeks for national; 4 weeks for international), adds new request to the loans calendar with these dates
- Pulled item(s), assessed initial condition, and flagged openings or designated display area of requested work(s)
- Assigned a loan number or created an Aeon Event and completed all steps required by the owning library to place the requested work(s) on hold for outgoing loan review
- Scheduled outgoing loan review with key stakeholders (e.g., curator, collection manager, bibliographic specialist, conservation, and the library contact)
49-48 Weeks (11 Months) Prior
- Library contact has completed left-hand side of the Loan Checklist Template using information available in HOLLIS
- Library contact has facilitated the outgoing loan review and completion of the right-hand side of the loans checklist template
- Library contact has determined where the master version of the loans checklist template will be stored and confirmed that all information on the template is accurate
- Library contact, conservator, and other stakeholders recommend approval or denial of the loan request
- If loan request is approved, library contact, conservator, and other stakeholders determine the overall timeline (e.g., conservation treatment, imaging, cradles and supports, condition check) and if the timeline will vary from the suggested timeline due the specific nature of the loan request being considered
- Conservator provides the library contact and other stakeholders a brief summary of required treatment and enclosures required for the requested work(s) via email
- Library contact schedules follow-up meeting with stakeholders, if required
48-47 Weeks Prior
- Library contact communicates with the borrower's contact about the outcome of the outgoing loan review, whether the loan has been approved or not, and if there are any outstanding questions
47 Weeks Prior
- Library contact stays in contact with the borrower's conatct about major steps
47-24 Weeks (10-6 Months) Prior
- Conservation treatment is completed; right-hand side of the template annotated with initials and date, relevant OSW and Acorn numbers as treatments progress
24 Weeks (6 Months) Prior
- Works are sent to Imaging for any borrower-generated image requests
20 Weeks (5 Months) Prior
- Works are measured for necessary travel enclosures (e.g., CMI, wrappers) and mats and frames
16-4 Weeks (4-1 Months) Prior
- Cradles and supports are completed for works (e.g., cradles, framing); right-hand side of template annotated with initials and dates as work is completed
12-4 Weeks (3-1 Months) Prior
- Works, cradles, and supports are measured for crates
- Appointment for crating and pick-up is confirmed
1 Week Prior to Ship Date
- Conservator completes outgoing condition check
RETURN TO LIBRARY
12-8 Weeks (3-2 Months) Prior
- Library contact schedules incoming condition check with conservator
- Library contact schedules additional work (e.g., unframing, spectrophotometer readings)
- Library contact contacts borrower, shipper, and/or broker to confirm the return of material
8-4 Weeks (2-1 Months) Prior
- Library contact reconfirms time for incoming condition check and additional work if return ship date has changed
1 Week After Receipt of Loan
- Incoming condition check completed
2-4 Weeks After Receipt of Loan
- Additional work completed (e.g., unframing, spectrophotometer readings) and work returned to shelf