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CHAPTER 5: OUTGOING LOANS--Before
A. INTRODUCTION
The National Park Service enters into two types of loans, incoming and outgoing. Incoming loan transactions are considered accessions. Refer to Chapter 2, Accessions, Section C for procedures on incoming loans. The National Park Service makes outgoing loans to further its mission of preservation, education and research. Museum property sent out by a park to another park, repository, non-NPS institution or organization, or service-providing organization for exhibition, exhibit preparation, study, conservation, photography, collections management or storage, is considered an outgoing loan by the lending park. Outgoing loans are temporary assignments of custody (but not title) by the lender (NPS park or center ) to the borrower.
In order to avoid possible liability, all conditions of the outgoing loan between lender and borrower must be agreed to by a signed outgoing loan agreement prior to the initiation of the outgoing loan. Outgoing loan terms and conditions provide legal protection to both the lender and the borrower and are included in this chapter.
The National Park Service enters into two types of outgoing loans: standard outgoing loans and repository outgoing loans.
1.Standard Outgoing Loans
Objects from the park's museum collection are loaned only for the purposes of exhibition, research, scientific preparation, analysis, photography,conservation, or other requested services. Loans are made to educational institutions (e.g., NPS park museums, non-NPS museums, historical societies, universities and other organizations); service-providing organizations (e.g., non-NPS and NPS conservation and analytical laboratories or exhibit preparation firms or contractors providing these services); and other National Park Service divisions, offices, or units. Only cataloged objects can be loaned to institutions
for exhibit purposes. If objects loaned for research purposes are not cataloged, they must be adequately documented through another means (i.e., field specimen log for archeological collections). Objects loaned for conservation purposes must be cataloged, unless the conservation treatment is necessary to assist with the preparation of the material for identification purposes.
2.Repository Outgoing Loans
Repository outgoing loans are made for purposes of collections management (including cataloging and storage) or solely storage to non-NPS repositories ,such as universities or research institutions, to NPS centers, and occasionally to other NPS parks. Arrangements with a non-NPS repository may be covered by a cooperative agreement (see Figure 5.10), although each loan transaction should also be documented with an outgoing loan agreement. Outgoing loan agreements must be completed and signed for each transaction reviewed regularly. Outgoing loans to non-NPS repositories should be renewed every ten (10)years.
3.Procedures for Documenting Objects Sent to NPS Conservation Treatment Facilities
Objects sent to a NPS conservation treatment facility (e.g., Division of Conservation, Harpers Ferry Center) for treatment or exhibit preparation are processed as a standard outgoing loan.
Objects to be loaned to the conservation treatment facility are identified by either an Object Treatment Request (OTR), initiated by the lending park, or selected by the curator and/or a conservator from objects identified by an approved exhibit plan and a separate list prepared.
An OTR must be submitted to the NPS conservation treatment facility, through the regional curator, for objects that are not included in an exhibit plan. The lending park prepares the outgoing loan agreement unless prepared by the NPS conservation treatment facility. Objects may be shipped only when the loan agreement is signed by both responsible officials. Shipment of objects will be documented with a receipt for property initiated by the lending park and signed by the park curator and an authorized official at the NPS conservation treatment facility. As objects are returned to the park, the same procedure applies, except the receipt for property is initiated by the authorized official at the NPS conservation treatment facility.
Exhibit projects, such as those planned at Harpers Ferry Center, often include a large number of objects requiring treatment, mounting, or other exhibit preparation, and may be sent in batches to the treatment facility over a period of time. A single outgoing loan agreement may cover all the shipments needed for an entire exhibit. After the loan agreement is signed by both parties, objects may be shipped to the facility at mutually agreed upon times. Each shipment to and from the lending park and the treatment facility will be documented with receipts for property as indicated above for the OTR process.
4.Documentation of Outgoing Loans
Information needed to make an outgoing loan is contained on the Outgoing Loan Agreement (Form 10-127 Rev.; Figure 5.2). The conditions governing outgoing loans are described in the Conditions for Standard Outgoing Loans (Form 10-127a Rev.; Figure 5.4), the Conditions for Standard Outgoing Loans (NPS Conservation Treatment Facilities) (Form 10-127b; Figure 5.5), the Conditions for Repository Outgoing Loans (non-NPS) (Form 10-127c Rev.; Figure 5.6) and Conditions for Repository Outgoing Loans (NPS) (Form 10-127d Rev.; Figure 5.7). Specific conditions, such as special handling or additional insurance conditions, to be met by the borrower should be noted in the special conditions section of the outgoing loan agreement.
The superintendent must sign the outgoing loan agreement, but other staff may process the loan. The standard outgoing loan agreement is generated by the lending park. Between NPS units, the lending park will follow outgoing loan procedures. The borrowing park may use the lender's outgoing loan agreement to document the incoming loan, but must follow all other incoming documentation procedures as outlined in Chapter 2 of this handbook. In this instance, the accession number assigned to the incoming loan must be placed on the lender's outgoing loan form by the borrower when filed. The NPS repository agreement may be generated by the NPS repository but must be signed by the superintendent. All non-NPS repository loan agreements must be generated by the lending park.
The lending park or center must update the status field in ANCS. An object temporary removal slip should be completed for all standard loans. For further details on documenting and tracking loans, see Chapter 5, Section E.
Flow charts for processing loans are found in Figure 5.11, Flow Chart for Standard Outgoing Loans; and Figure 5.12, Flow Chart for Repository Outgoing Loans.
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Chapter 5: Outgoing Loans--After
A. OVERVIEW |
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1. Why does the National Park Service make outgoing loans? |
Outgoing loans of museum collections further the National Park Service (NPS) mission of preservation, education and research. Parks also make outgoing loans to repositories for the purposes of long-term collections management and storage. Outgoing loans give borrowers temporary custody, not title. |
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2. Who must follow this chapter? |
If you are the staff person responsible for a museum collection, you must follow this chapter to make outgoing loans of museum objects. These procedures ensure that the collections are appropriately managed and that the NPS and the borrower are legally protected. |
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Refer to Chapter 2, Accessioning, Section C for procedures on incoming loans. |
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B. General Information on Loans |
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1. For what purposes may I lend museum objects? |
You may lend objects from the park museum collection for various purposes such as exhibition, research, scientific or exhibit preparation, analysis, photography, conservation, or other requested services, and for long-term collections management and storage. |
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2. For how long may I lend museum objects? |
If you are lending to... |
Limit the loan to... |
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NPS and non-NPS repositories |
10 years |
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through cooperative agreements |
5 years |
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to any other |
3 years |
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All loans must have a specific termination date. If a borrower requests an extension, you may grant it if you follow section E.3. | |
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Repository loans remain at the designated repository until you ask for them back. You may renew these loans as listed above. The repository must return the loan if it is unable to meet the terms of the agreement. | |
3. To whom may I lend museum objects? |
You may lend museum objects to several different types of recipients:
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You may not lend museum objects to private individuals. |
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4. Must I catalog objects before lending them? |
Catalog the following objects before you lend them:
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5. Who makes the loan? |
As the staff person responsible for the museum collection, you must review all potential loans and make recommendations to the superintendent. |
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The superintendent approves or disapproves all loans. |
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Once the superintendent approves the loan, you make all arrangements. |
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Consult the regional curator before making loans to repositories. Some regions may have a regional mandate to send archeological or natural history collections to a specific repository. |
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For loans to non-NPS repositories, send an informational copy of the loan agreement to the Regional Director, Attention: Regional Curator. |
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6. May I make third-party loans? |
No. The NPS does not permit third party loans. You may lend only the objects the museum owns. |
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Your superintendent may grant NPS repositories blanket approval to make third party loans for routine conservation or research. Note this authority in the additional loan conditions section of the loan agreement. |
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Your superintendent may grant NPS conservation treatment facilities the authority to initiate third party loans for contract conservation treatment. Note this authority in the additional loan conditions section of the loan agreement. |
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7. Are there special procedures for loans between parks? |
Your park as the lender must follow the outgoing loan procedures in this chapter. |
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If your park is the borrower:
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8. May loans to non-NPS repositories be covered by a cooperative agreement? |
A cooperative agreement (Figure 5.9) may be used instead of a loan agreement. You must ensure that all information contained in the loan agreement is included in the cooperative agreement. The cooperative agreement must include the loan conditions (Figure 5.4). |
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9. Are objects I lend subject to NPS inventory procedures? |
Yes, objects on loan are subject to NPS inventory procedures as outlined in Chapter 4. During the first year of a loan, the loan agreement serves as verification for inventory purposes. After the first year, the borrower must make objects available for you to inventory. The borrower may verify in writing or by phone the presence and condition of objects in your inventory. |
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Repositories are required to furnish information each year for the park annual Collections Management Report (CMR). You should require a non-NPS repository to complete the CMR as part of the loan or cooperative agreement. |
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In addition to inventory, all loans should include a regular monitoring schedule. |
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10. Are objects on loan subject to NPS collections management policies? |
Objects on loan remain subject to NPS museum management policies. Federal policies and mandates governing NPS museum collections take precedence over state and local laws and regulations. |
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Non-NPS repositories must meet National Park Service standards for management of museum collections. These standards are outlined in the NPS Museum Handbook, Part I and this handbook. Standards for storage of federal archeological objects are outlined in 36 CFR Part 79 "Curation of Federally Owned and Administered Archeological Collections." Systematic collections must remain intact. |
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11. Must I convert previous outgoing loans to the new system? |
You may convert previous loans to the new system, described in this chapter, but conversion is not required. |
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12. What do I do with loans that are not approved? |
If the superintendent does not approve a loan, file the paperwork in the correspondence file or set up a separate file for disapproved loans. |
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Source: NPS Museum Handbook, Part II (1995)