n.a document specifying the terms and conditions between an archives and another entity for temporarily lending an archival resourceLawton 2008, 266[Forde] explains the importance of utilizing loan agreements and condition reports and includes a sample lending policy from the National Archives of Australia in an appendix.Ritzenthaler 2010, 291If the loan request proves to be acceptable, a loan agreement should be drawn up that specifies conditions of the loan, including duration of total loan period and actual wall time, means of transport to and from the borrowing institution and any other venue, environmental requirements, maximum light levels, authorized method of mounting and display, and security provisions. The loan agreement should also include provisions for insurance, which will necessitate placing a monetary value on the material and providing a complete physical description.Chute 2011, 313–314Before lending, an archives should have a loan policy in place approved by its governing authority. It should require that its agreement is completed and that it specifies conditions and responsibilities. . . . Loan agreements should stipulate the environmental conditions of the facility exhibiting the artifacts, methods for mounting or supporting them, proper packing and shipping procedures, financial agreements, and customs issues for international loans.ACRL/RBMS 2012Borrowing and lending institutions must determine which staff members are authorized to decide whether materials will be lent and to negotiate the terms of loan agreements. Institutions then must ensure that only authorized representatives make loan decisions and sign loan agreements.Joffrion and Fernández 2015, 208In another instance, a loan agreement was developed for the temporary transfer of an archival collection to the partnering tribal organization for processing and digitization: “The agreement provided the basic terms and stipulations for the loan. In addition to this, there was an addendum to the loan document which included the project management overview and plan of action.”NEDCC 2020a, 7It is the responsibility of the borrower to submit a loan agreement and a facility report.Casto, Lacher-Feldman, and Milano 2020, 86A loan agreement typically includes reference to credit lines and the institution’s adherence to standards of security, light levels, and general facilities compliance. A loan agreement should also include images (whether attached digitally or inserted into the body of the agreement) and confirmation of the item’s condition before and after the loan, which is sometimes assessed through a condition report.
