Loan Policy (2008)

Statement of intent

Inward and outward loans are an important component of supporting the mission of the Tasmanian Museum and Art Gallery (TMAG).

Loans provide an opportunity to enhance knowledge for exhibition and research purposes, which in turn improves the value of experiences and research presented by the institution.

This has a significant impact on documenting the world’s cultural and natural identity, and represents the important contribution of museums to the community.

The TMAG is committed to reciprocating inward and outward loans to other institutions as a service to the ongoing creation of knowledge for future generations.

Objective

The policy aims to balance the risks and costs associated with inward and outward loans. The TMAG provides and undertakes loans to:

  • Ensure that quality objects, specimens and art works are available to assist with exhibitions;
  • ensure that the outcomes of public programs are achieved; and
  • improve research outcomes,
  • whilst at all times ensuring that any items on loan are held safe, secure and without undue risk of damage.

Responsibility

The Trustees of TMAG will decide on all loan requests for items of an insurance value greater than $100,000 or if the item has a special place or significance to TMAG.

Trustees will take into account advice from the Director.

The Director will decide on all loan requests with an insurance value between $30,000 and $100,000. The Director will take into account the advice from the Deputy Director – Collections and Research.

The Deputy Director – Collections and Research will decide on all loan requests for items with insurance values up to $30,000, and all science specimens.

The Deputy Director will take into account the advice from Curators, Registration and Conservation, and standing work plans.

Procedures

Inward Loan

The TMAG will borrow items for the purpose of public exhibition or research as specified on the Loan Request, and approved by the appropriate authority, and agreed to by the lender. The TMAG will only borrow items:

  • when it can ensure that the borrowed item will remain in the condition in which it was received from the lender;
  • when it can meet the conditions of the lender; and
  • that can be borrowed without contravening national or international legislation which controls the importation and exportation of items, or protects cultural or natural heritage assets;

The TMAG undertakes not to:

  • Loan a borrowed item to another museum, body or individual.
  • Remove a borrowed item from a secure TMAG premises without express written approval of the lender.

The TMAG will make requests for loans under the terms and conditions of the lender’s loan agreement, unless the Director considers that the conditions of loan are inconsistent with fulfilling the mission of the TMAG.

Loans from individuals will be made under the TMAG Inward Loan Agreement.

The TMAG will:

  • Insure all borrowed items with “wall to wall” cover for the value stated on the loan agreement unless other specific arrangements have been established in writing.
  • Acknowledge the lender in all labels, catalogues and other publications that refer to the loan item in the form agreed in the loan agreement.
  • Meet all conditions of the Inward Loan Agreement, as outlined in the Loan Policy Supplement.

If a lender elects to vary insurance requirements, the TMAG will only agree to the loan if it is convinced that it is not adversely affected by the insurance arrangement.

The processing of inward loans will be coordinated by Registration.

The Registrar will make the recommendation to the appropriate authority for the loan of an item after taking advice from Curators and Conservation.

The appropriate authority will approve a loan when all considerations are acceptable to the TMAG.

Registration will not facilitate any loan with less than six months notice.

For inward loan requests that support a travelling exhibition program, all venues must conform to the requirements of all lenders before the loan request will be approved.

The TMAG may require the proposed exhibition and storage sites to be inspected by a member(s) of Registration and Conservation before approval to lend an item can be finalised.

Full procedures and flow-chart in the Loan Policy Supplement.

Outward Loan

Outward loans will be considered for collection items that are:

  • Registered;
  • deemed to be in a condition fit for transportation;
  • requested by borrowers that have demonstrated adequate facilities for securing and maintaining the item;
  • are not required by the TMAG to support its own exhibition or research programs;
  • being loaned to a borrower which have a vision, role and statement of purpose which is consistent with the TMAG; and
  • if overseas, comply with the requirements of the Protection of Moveable Cultural Heritage Act 1986 and Regulations (as amended).

The TMAG imposes the following conditions on all outward loans:

  • Borrowers are not permitted to lend TMAG items to a third party without express written consent.
  • Method of transport will not predispose the objects to increased risk of damage.
  • Borrowers will insure items with “wall to wall” cover unless a specific written agreement established other insurance conditions and arrangements.
  • Loans will be for a specified period of time.
  • Borrowers must ensure that the use of any text, graphic and visual works, music, films and videos, sound recordings is in accordance with Copyright and Reproduction regulations.
  • Borrowers will be invoiced for all reasonable costs associated with fulfilling loan request.
  • All conditions of Outward Loan Agreement, as listed in Loan Policy Supplement.

The Registrar must receive all outward loan requests in writing at least 12 months prior to commencement of the loan period.

Outward loan requests received with less than 12 months notice will be subject to processing and handling fees and the availability of resources.

The processing of all outward loans will be coordinated by Registration, and the Registrar after taking advice from Curators and Conservation will make the recommendation to the appropriate authority for the loan of an item.

The appropriate authority will approve a loan when all considerations are acceptable to the TMAG.

Conservation must sight all items and prepare a condition report on all items before a loan can be approved.

For outward loan requests that support a travelling exhibition program, all venues must conform to the required minimum standards for security and care before the loan request will be approved.

The TMAG may require the proposed exhibition and storage sites to be inspected by a member(s) of Registration and Conservation before approval to lend an item can be finalised.

All items that are borrowed from the TMAG must be acknowledged in the following form: Collection: Tasmanian Museum and Art Gallery

Definitions

Related Documents

“Wall to Wall” insurance
1.    Also known as “nail to nail”
2.    Insurance that extends from the moment an item is removed from a lender’s gallery or stores until it returns there.

Conservation

1. All of the processes in the care of an object so as to retain its culturally significant qualities and minimise deterioration. This includes adaptation, preservation, reconstruction and restoration

Item

1. Material in any form that is accessioned into the Tasmanian Museum and Art Gallery’s collection.

Legislative

Other

  • Protection of Moveable Cultural Heritage Act 1986 and Regulations (Amended)
  • Government Loans Policy
  • Customs Act 1901 and the Customs (Prohibited Exports) Regulations (Amended).
  • Loan Policy Supplement