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You should have a policy covering the borrowing of objects. This could either be a standalone document or part of a wider collections management policy. Either way, in deciding your policy you will most likely need to consider these questions:
- Why might you borrow objects?
- What legal and ethical issues will you consider before borrowing objects?
- What is the minimum and maximum length of a loan period?
- Who can authorise loan agreements for you to borrow objects?
- What steps will you take to check the provenance of potential loans?
- How will you deal with borrowed objects if the original lender can no longer be contacted?
You should also have a written procedure that explains the steps to follow when you borrow objects. Spectrum’s suggested procedure is a useful starting point, but however you do it, your own procedure should meet the following minimum requirements:
| Minimum requirement | Why this is important |
| You have a written agreement signed by you and the lender before any loan begins, with clear reference to the care standards you will meet and other terms and conditions. | You have a formal record of what was agreed in case any problems arise during the loan. |
| The reason for each loan is clearly stated. | You do not use borrowed objects in a way that goes beyond the purpose agreed with lenders. |
| All loans are for fixed periods. | You can review longer-term loans at regular intervals.
You do not create a future backlog of objects whose ownership status is unclear. |
| You have appropriate insurance or indemnity cover for borrowed objects while they are your responsibility (including in transit). | You are able to borrow high-value objects without unacceptable risk.
You do not leave objects without cover while they are being transported. |
| You have up-to-date information about the location and physical wellbeing of borrowed objects during the loan. | You can give lenders data on the environmental conditions in which their objects are displayed.
Borrowed objects do not get mislaid whilst in your care, risking damage to your reputation. |
| You keep a written record of all loans. | You can consult the relevant loan file in case a problem with an object becomes apparent after it has left your care. |
