Collection Management Policies - Policy on Loans

Reviewed September 2010
Next Review September 2015

1.  INTRODUCTION

The collections that we care for are held in trust for the nation. It is our policy to encourage items from the collections to be used as fully as possible and for the benefit of all.

2.  AIMS AND OBJECTIVES

2.1  We aim to expand our loan activities so that even more people might enjoy and learn from objects in our care. We lend objects or specimens to other museums, to help them to prepare more comprehensive displays, to broaden educational provision, and to provide access to items which would otherwise remain in store. Within Wales, we have formal Partnership Schemes (Cyfoeth Cymru Gyfan – Sharing Treasures, and Celf Cymru Gyfan – ArtShare Wales) to further this aim. We also lend items so that museums or appropriate individuals can do research that our own staff might not be able to carry out. The objective of this policy is to ensure that we lend our objects, with constraints, to as wide a range of institutions and bodies as possible.

2.2  It is our policy to consider all loan requests reasonably and transparently, following clear and fair procedures. When assessing loan requests, we take into account the public benefit of the proposed loan, our ability to manage the loan, and the well-being of the object(s) or specimen(s) requested.

2.3  It is our duty to make sure that the collections in our care are properly looked after. For this reason we will always prioritise the safety of the object or specimen when we assess loan requests, and will impose standard terms and conditions when we agree to a loan.

We agree loans strictly in accordance with our stated ethical principles, which follow the Museums Association’s Code of Ethics (2008).

3.  DEFINITIONS

3.1  Outward loans involve the temporary physical transfer of objects or specimens from the collections, either to another institution, or to individuals.

3.2  Inward loans involve loans to us from other institutions or individuals. Loans of both types are used for research, education, exhibition, publication or enhancing access.

4.  STANDARD TERMS AND CONDITIONS

4.1  We consider all requests for loans against the need to ensure preservation and security of the object or specimen. This is particularly important when items are fragile or irreplaceable, though other factors may also need to be taken into account.

4.2  We will facilitate loans for exhibition purposes as far as our capacity to deliver allows. Formal loan requests should normally be submitted six months in advance of the proposed loan. We prefer requests for substantial or particularly important loans, or requests for foreign loans, to be made twelve months in advance. Requests made at shorter notice will be considered at the discretion of the Keeper of the relevant Department.

4.3  We deal with requests for loans for research purposes on an individual basis. Curatorial departments have their own procedures for dealing with research loans, and will facilitate such loans as promptly as their resources allow.

4.4  Outward loans are for a fixed term. If they are for a period longer than one year then they will be reviewed annually. On specific occasions, we may agree to lend items for display or detailed research programmes for a term longer than a year.

4.5  We review all loan documentation regularly and contact the borrower before the expiry date is reached. We will record any extensions of loans, any changes in the terms of the loan, and any changes in the condition of the objects or specimens. The expression 'permanent loan' has no status in law, so we do not agree to outward or inward loans for an indefinite period.

We apply the same conditions both to loans inward and to loans outward.

Throughout, we shall aim for best practice in all our activities. We are guided by the National Museum Directors’ Conference document Loans Between National and Non-national Museums: New Standards and Practical Guidelines (2003).

5.  LOAN TRANSACTION

5.1  All loans from us will be fully documented. We record details of the borrower, the venues, the loan period, and the purpose of the loan. We also record details of the objects or specimens, including Accession or Inventory numbers, individual lot or specimen item numbers, and value. Details are entered on a loan form. Every loan should also have a condition report and, where appropriate, photographs of the objects or specimens.

The loan form we use is a corporate document, but departments may append specific instructions that place restrictions and conditions on the use and storage of the material. Any such instructions are part of the loan agreement.

Each request for a loan must be submitted in writing. We will ensure that there are written agreements signed by both parties (ourselves and borrowers) in advance of the loan.

When we assess loan requests, we may find it necessary to add specific conditions. These will be agreed and noted in writing before the loan leaves us. This applies especially where analysis or dissection of specimens or other detailed study is involved.

5.2  Generally, the authority for the lending and borrowing of objects and specimens lies with the Keeper of the relevant Department. If an individual item has a value to the Museum above £7,500, its loan must be approved by the Director of Collections & Research.  If an individual item has a value above £15,000 it must be approved by the Director General (if the loan is within the UK). The overseas loan of individual items with a value above £7,500 must be approved by the Trustees.

Where appropriate, the borrower must provide Facility Reports, to cover transit, environmental conditions and security issues.

5.3  We retain the right for one or more members of staff to courier outward loans, and/or to be present when material is used for display, photographic or filming purposes. Normally, the borrower must bear the cost of this.

5.4  If an object or specimen on loan is lost, damaged or put at risk, or if the circumstances of the loan change in any way, this must be reported to us immediately. No conservation work or other physical intervention may be carried out without clear written permission from the Keeper of the lending department. The Keeper must clearly define and agree beforehand in writing the exact scope of any intervention. Any agreed intervention must be documented in a manner specified beforehand in writing by the Keeper.

6.  INDEMNITY AND INSURANCE

6.1  Indemnity for loans is provided under the terms of the Government Indemnity Scheme (GIS). The GIS provides indemnity cover for loans inward from institutions and individuals lending to the Museum. Indemnification requires the borrower to meet certain conditions. Loans to other institutions not covered by the above, private individuals or commercial organisations must be covered by insurance at the borrower's expense. The borrower must provide proof of cover while the objects or specimens are out on loan from the Museum. No insurance or indemnification is required for loans to or from other UK government-funded bodies, as long as transit arrangements meet GIS requirements.

Government indemnity for inward loans to us is essential, as it ensures that we are fully covered for any claims for loss or damage which we may well be unable to meet from our own resources. The indemnities are currently issued by the Welsh Assembly Government.

We indemnify inward loans to us, either for an exhibition, research or for more general loan, before we accept the loans.

We will ensure (a) that all eligible objects or specimens in our custody are indemnified; (b) that the indemnification period includes times of transit to or from the Museum; and (c) that the appropriate minimum liability sum is available for payment if required.

6.2  Welsh Assembly Government requirements do not allow loans to be accepted for an indefinite period. The indemnity of existing long-term loans of items valued in excess of £1,000,000 will be renewed annually, so that their valuation can be reviewed. Loans of lesser value will be re-indemnified every three years. The valuation of individual objects or specimens offered for loan should be agreed with the owners before the loan is accepted.

7.  LOANS OUTWARD

7.1  Loans Outward for Research and Education

7.1.1  We will consider loan transactions with museums and other educational institutions in any country. Normally we make loans to institutions or bona fide research workers with the loan housed in a recognised institution. In exceptional circumstances, loans of material of low commercial and scientific value may be made at the discretion of a Keeper to approved individuals.

7.1.2  We also require the borrower to insure or indemnify the objects or specimens, and to report any damage in transit immediately on receipt. We require borrowers to confirm that they intend and are able to provide an acceptable level of care, security and safekeeping for the objects or specimens, taking into account proper conservation and environmental requirements to avoid infestation or damage.

7.1.3  In addition, certain other conditions must also be met, namely that:

• the receiving institution must have a recognised professional member of staff in the appropriate field or have access to advice of comparable standing;
• the objects or specimens will not be put at risk as a result of potential political or economic difficulties;
• the objects or specimens will not be required for study by staff or students at Amgueddfa Cymru – National Museum Wales, and not required for display or any other educational purpose during the proposed period;
• the objects will not be used to support or promote an ethical position contrary to that held by us;
• packing and shipping of the loan will not impose an unreasonable logistical or financial burden. Any costs must be borne by the borrower;
• the specimens will not be so fragile, rare or valuable that the risks in handling and shipping are unacceptable;
• the institution requesting the loan will honour reciprocal loan requests from us;
• special permission must be sought, with full justification, before the removal of material for use in molecular studies or for any other purpose.

7.2  Loans Outward for Exhibition and Display

7.2.1  We are keen to offer items from the collections for loan, though our response to applications will be tempered by our capacity to accommodate any request. We agree loans for exhibition and display only if adequate access is offered. In certain situations (eg government buildings) access on an appointment basis may be considered acceptable. Generally, such loans will be to museums, galleries, interpretation centres, civic buildings, universities, etc. to which the public has ready and equal access. Since we effectively play the part of the Government Art Collection in Wales, loans to government buildings also fall into this category.

7.2.2  Loans for exhibition will normally be agreed for a period of up to one year but may be longer in particular circumstances, at the discretion of the relevant Keeper. We will review such loans annually, to establish conservation, and security requirements and continued insurance cover, with costs borne by the borrower.   We reserve the right to withdraw a loan if in the view of the Museum environmental or security concerns exist

7.2.3 We will not normally charge a fee for a loan made for exhibition and display but we do expect the borrowing institutions to cover our costs, unless we have reciprocal arrangements with them.Costsmay include but are not restricted to those associated with preparatory conservation, photography, mounting, framing, packing or crating of loans.

7.2.4  Borrowing institutions will be expected to cover outward and return transport costs which may include travel and subsistence for an accompanying member of Museum staff.

7.2.5  In addition a facility fee may be charged on all loans to venues outside the UK

7.2.6  Many of the qualifications and criteria for loans outward for research and education also apply to loans for exhibition purposes. However, additional considerations apply to exhibition loans namely that:

• adequate security for any items on loan must be ensured by the borrowing institution. In the case of travelling exhibitions, all sites must adhere to appropriate environmental control and security as required;
• loans will not be made to an exhibition which supports or promotes an ethical position contrary to that held by us;
• the lending institution must acknowledge us in full, using text agreed by us;
• any reproduction and publication of items on loan must be specifically agreed in advance, using a form of acknowledgement agreed by us.

7.3  Loans Outward for Commercial Use

Under particular circumstances and at the discretion of the Museum, loans can be made for commercial purposes. We continue to investigate the practicality of increasing this facility. Charges will be made for loan of objects or specimens to commercial outlets, including television companies or publishers, though we will bear in mind the potential of partnership benefits. Charges are based on our framework for charges current in the various departments. We will insist that, whenever possible, photography or television work using objects or specimens from the Museum collections is undertaken on Museum property, but will nevertheless need to cover our costs in these situations.

8.  LOANS INWARD

8.1  We will apply the same standards to loans inward as we require of borrowers of our own objects or specimens. All incoming material will be documented to basic minimum standards and a condition report form completed by an appropriately-qualified member of staff. We will regularly check and report upon items as requested by the lending body. We will also:

• secure written agreements signed by both borrower and lender before the loan begins;
• ensure that all loans are for fixed periods;
• ensure that a written record of the loan is retained;
• provide insurance or indemnity cover for the loan period;
• ensure that up-to-date information about the location of borrowed objects or specimens is maintained;
• ensure that up-to-date information about the security of borrowed objects or specimens is maintained;
• ensure that up-to-date information about the physical well-being of borrowed objects or specimens is maintained, including the environment and condition of the objects;
• ensure that all such loans have a well-established provenance and are in accordance with our ethical stance.

8.2   The museum may agree to meet the costs of packing and transport, but that return transport outside the UK must be agreed prior to receipt of the loan.

8.3  In certain circumstances we may wish to acquire items on loan to us for the permanent collections. We will follow the standard acquisition procedures as set out in the Policy on Acquisition and Disposal of the Collections. If the original owners of the loan cannot be contacted or have died, we will take advice from the Museum's solicitors as to the steps we will take.

9.  DISPOSAL OF LOANS

In exceptional circumstances material on loan may present a threat to other material. In such an event we will take all reasonable steps to contact the original lender or, if that person has died, the executors of the estate, in order to determine what action will be taken.
If remedial action is required, we will take all reasonable steps to secure written permission for any conservation work that will be undertaken or, in extreme circumstances, the disposal of objects or specimens.

Following these procedures, a Keeper will recommend disposal of an object or specimen to the Trustees, using the same guidelines as outlined in the Policy on Acquisition and Disposal of the Collections.