OLD PARLIAMENT HOUSE AND CURTILAGE HERITAGE MANAGEMENT PLAN 2008–2013

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I0. Collection Management Policy Part C – Implementation Tools Old Parliament House and Curtilage Heritage Management Plan <strong>2008–2013</strong> 229 4.4 Loan documentation All loans will be documented on the correct loan form(s). All incoming loans are to be documented using the lender’s loan forms, and where these are not available, an OPH Incoming Loan form. All incoming loans are to have loan documentation completed before the loaned objects arrive at OPH. Any items borrowed from the OPH collection are to be fully documented using the OPH Outgoing Loan forms. Details of all Incoming and Outgoing loans are to be recorded and tracked using the KE EMu database system. Internal loans from the Research collection are documented using the Resource Centre loan system on DB Textworks. External loans of Research collection material that has been acquired through the acquisition process (see Section 3) will be recorded and tracked using the KE EMu database system. External loans of other Research Collection materials will be recorded and tracked using the DB Textworks system. For details of Outgoing and Incoming Loan Policies see Section 5. 5 LOANS Loans are the temporary physical transfer of items from one institution to another where there is no transfer of ownership. The loan process should be implemented for any collection items which are temporarily being placed, housed or looked after outside their normal physical collection area. 5.1 Objective OPH makes loans of its collections, and borrows material as part of strategies designed to meet a number of its Corporate Objectives 21 . 5.2 Incoming loans OPH will always attempt to use its own collections first in exhibitions, interpretive displays and programs, but will borrow material when necessary to augment these. Wherever possible, loans will be made on a short-term basis only. While exhibitions and interpretation are the prime drivers for incoming loans, OPH does initiate “long term” incoming loans of items which meet its collections development criteria (see Section 3), and where there is a chance of the item being donated to OPH in the future (this primarily applies to material on loan from Parliament House). OPH will make every effort to have these long term loans gifted to OPH as soon as practicably possible. 5.2.1 Incoming loan types a. 100-year long-term loans (likely to be renewed at end, OPH will attempt to transfer into its own collection as a priority) b. 5-25 year long-term loans (likely to be renewed at end, OPH will consider transfer into its own collection) c. Short term loans (five years maximum - item likely to be returned at end of loan period) d. Touring exhibitions (only for those exhibitions where OPH is required to enter into additional loan agreements, these will invariably be short term loans) 5.2.2 Criteria for incoming loans OPH will only borrow items in a suitable condition for display. Wherever possible, loans will be made on a short-term basis only (although see paragraph 2 above, under Section 5.2). All requests will be considered against the need to ensure preservation and security of the item. No items will be borrowed if they are too fragile to be displayed safely. Borrowed material will be handled and managed according to OPH professional procedures and standards. 5.2.3 Incoming loan requests All requests for incoming loans are to be made through the Heritage Manager. Wherever possible loan requests are to be made three months in advance, in writing, but all loan requests must be made at least four weeks in advance. Additionally, OPH will comply with the requirements and guidelines of lending organisations timeframes for loaning material. 5.2.4 Incoming Loan approvals All incoming loans are to be approved by the Manager Heritage and Collections by signing either the lenders loan forms, or, if these are not available, OPH Incoming Loan forms. 21 Old Parliament House Corporate Plan - Develop and promote OPH as a living Museum of political and Parliamentary History and democratic traditions; Increase access to OPH products and services both on-site and externally; Increase awareness of OPH as an attractive tourism and leisure destination.
I0. Collection Management Policy Part C – Implementation Tools 230 Old Parliament House and Curtilage Heritage Management Plan <strong>2008–2013</strong> 5.3 Outgoing loans 5.3.1 Types of outgoing loans Unless there are exceptional circumstances, OPH only makes Outgoing loans of collection objects for the following purposes: a. Exhibition (including touring exhibitions) b. Temporary display 5.3.2 Criteria for outgoing loans All items are to be condition checked and documented before leaving OPH premises. In assessing requests for loans the following criteria relating to objects will be considered: a. whether they are unusually fragile or easily damaged and cannot be moved from strictly controlled storage conditions b. if they require significant conservation treatment prior to exhibition c. the ability to withstand the rigours of travel d. any spiritual or cultural significance e. if they are governed by conditions which restrict public exhibition f. if they contain confidential or restricted information g. if they are reserved for other purposes under prior commitments h. if they have already been displayed for an extended period i. if they are already on loan from OPH to another borrower 5.3.3 Categories of recognised borrowers The following categories of recognised borrowers are in priority order, highest to lowest. This is so that organisations that are most likely to respect the values of the OPH collection be given priority for borrowing material from the OPH collection: a. National, State and Regional level collecting and exhibiting institutions and galleries b. International institutions and galleries, and other National, State and Regional organisations and educational institutions usually only if they can prove that they possess adequate facilities to care for the OPH collections c. Non-government organisations - only in exceptional circumstances, and it is imperative that they can prove that they possess adequate facilities to care for the OPH collections, or if the organisation donated the material to OPH originally and the lending back from time-to-time was part of the gift conditions d. In exceptional circumstances, other organisations may be considered but only with strict guidelines OPH reserves the right to request evidence of adequate facilities before approving any loan. Note - OPH will not lend to individuals. 5.3.4 Outgoing loan requests All outgoing loans requests are managed by the Heritage Manager. All loan requests should be made in writing, and ideally, at least six months in advance. If loan requests are made less than six months prior to the date the objects are required, OPH cannot guarantee that the objects will be available on time. Loan requests will be assessed and, if necessary, specific conditions agreed prior to dispatch and noted in writing. 5.3.5 Outgoing loan periods All outgoing loan periods are initially for 12 months and will be reviewed and renewed if all conditions are maintained and the original loan agreement can still be honoured and the condition of the loaned item(s) is unchanged. OPH will not make any indefinite or ‘permanent’ loans. 5.3.6 Outgoing loan approvals All outgoing loans are to be approved by the Manager Heritage and Collections, by signing the Outgoing Loan form.
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OLD PARLIAMENT HOUSE AND CURTILAGE
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II Governing Council foreword The O
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IV Contents Gazettal notice I Gover
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VI PART C - IMPLEMENTATION TOOLS 8.
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3. Heritage Values Part A - Context
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Old Parliament House and Curtilage
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H. Risk Analysis Part D - Appendice
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OLD PARLIAMENT HOUSE AND CURTILAGE HERITAGE MANAGEMENT PLAN 2008–2013

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