GUIDELINES FOR THE CURATION OF GEOLOGICAL MATERIALS

Authority's Remedies
Entitlement of Authority to recover specimens in case of breach of conditions,
etc.
Costs of Recovering Specimens
The Authority is entitled to recover from Borrower all costs of specimen
recovery.
The brief notes accompanying the headings above serve to give the reader some
idea of what is being said in the full document. Curators wishing to enter this area
more fully may contact the Editors with queries.
If possible, the conditions of loans should be printed on the reverse of the
borrower's copy of a Loan Form.
A further condition that some museums stipulate is that when photographs of
borrowed specimens are to be published, a copy of the publication should be
lodged with the museum. Many researchers are able to comply with this but in
the case of large monographic works, it may be an unreasonable request, and
photocopies of the relevant parts of the publication must suffice (see also E2.3.1).
6.1.1.3. Loan agreements
Some institutions insist that before any material is lent to anybody a Loan
Agreement form is completed on which the potential borrower signs his name to
an agreement concerning the safety and return of specimens. In addition such an
Agreement form may specify the name of a supervisor or head of department
who must sign his willingness to take responsibility for the loan to the specified
borrower (of value in the cases of research students or other individuals
borrowing via an institution). A Loan Agreement should be in duplicate, the
borrower and the museum each keeping a copy. A summary of the agreement
may be printed on the loan form. Subsequently loans should be made only to
those having signed a Loan Agreement form.
6.1.1.4. Loan-out documentation
(1) Removal Slip. At the time a specimen is removed from store prior to
lending, a Removal Slip as detailed in B5.2.1 should be completed. An indication
(perhaps by deleting inappropriate words) should be made on this slip that the
specimen is being loaned, and the loan number recorded (see below). One copy
of this slip should be attached to the copy of the loan form kept by the museum,
whilst the second copy remains in the storage position normally occupied by the
specimen together with any documents, labels, etc. as appropriate. See also
B5.3.2.
(2) Loan-out forms. A variety of documentation has been used in the past to
record the loan of material to borrowers. A modern loan form should ideally be a
self-duplicating triplet, A4 size, and serially numbered document, such as the
MDA Exit form (MDA, 1981, p. 45). Other similar forms are in use at many
museums. The form should allow the following to be recorded:
loan or exist number
borrower (name and address)