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Managing and documenting the borrowing of objects for which the organization is responsible for a specific period of time and for a specified purpose, normally exhibition/display, but including research, conservation, education or photography/publication.


  • Establish the purpose of the loan;
  • Enable at least the same care of the borrowed object as if it were part of the permanent collections;
  • Include written agreements signed by both borrower and lender before the loan commences, as appropriate to the collection;
  • Ensure that the terms and conditions of loan are adhered to;
  • Ensure that all loans are for fixed periods;
  • Ensure a written record of the loan is retained;
  • Enable effective control of the loan process;
  • Enable the provision of information about the borrower and the loan as requested by the lender;
  • Provide insurance or indemnity cover for the loan period;
  • Ensure that up-to-date information about the location of borrowed objects is maintained;
  • Ensure that up-to-date information about the security of borrowed objects is maintained;
  • Ensure that up-to-date information about the physical well-being of borrowed objects is maintained, including the environment and condition of the objects.

Standards, Guidelines + Use Cases

Use Cases and Community Design Workshop Notes

AMNH Paleo Portal: Lending

CHIN Humanities Data Dictionary: Loans

Matters in Media Art: Loans

Spectrum 3.1: Loans In


Wireframes - Loan


Loan In Service Home


Loans In Schema

User Story Summaries

Loan Stories

Definition and requirements from:
Spectrum Version 3.1
Created and Maintained by CollectionsTrust

1 Comment

  1. In our work as implementers here at the SMK we found it necessary to make a revision check and comparison of the functional requirements, the schemas, the wireframes, and the current version 1.0 alpha. The purpose of this work was to establish any discrepancies and inconsistencies in the implementation of CollectionSpace programme regarding the eight core procedures of version 1.

    For Loans In we have the following comments:

    We have requested and been promised that the sub-loan schema available in Loans Out would be available in this procedure as well.

    Regarding the CS version 1.0 alpha:

    Generally we find that the strong graphic design of the wireframes is lost in the present version 1.0 alpha.