CUL Conservation supports the exhibition program of the Division of Rare and Manuscripts Collections, including loans. This document describes the established workflow and tasks necessary to facilitate the loan of RMC collections to external institutions. See RMC’s exhibition and loan documentation for their procedures.
Conservation contact: Michele Hamill, Head Conservator
Person | Department | Role |
---|---|---|
Michele Hamill (Head Conservator) | Conservation/DCS | Coordinate loan support; review loan request/facilities report; assess paper/photo/artifacts for condition, stabilization/ treatment needs, mount and environment needs; consult with RMC and borrowing institution; conduct stabilization/treatment; pack for transport; review condition upon return |
Trina Parks (Conservator for Special Collections) | Conservation/DCS | Review loan request/facilities report for bound materials; assess bound materials for condition, stabilization/treatment needs, mount and environment needs; conduct stabilization/treatment; consultation; pack for transport; review condition upon return |
Conservation Lab staff | Conservation/DCS | As assigned: may conduct stabilization/treatment; construct custom enclosures; pack for transport |
Rhea Garen (Imaging and Scanning Lab Manager) | DCAPS/DCS | Coordinate loan-related digitization; image rare materials; create electronic files for distribution |
Simon Ingall (Visual Resources Collections Coordinator) | DCAPS/DCS | Image rare materials |
Kate Carlin (Exhibitions & Public Services Assistant) | RMC | Coordinate loan meetings; coordinate with curators and facilitate communication between borrowing/lending institution; schedule Conservation review; track and route items to Conservation and imaging labs; assist with loan pick-up/return as needed; maintain record of loans |
CUL staff/curators | RMC | Communicate with the borrowing institution; ensure all relevant information is provided; verify items requested and conduct a preliminary review of any vulnerabilities or restrictions; forward facilities report to Conservation and request a physical review of materials; if loan request moves forward, ensure loan forms are completed, including any instructions for transport and display and valuations for insurance purposes |
Connie Finnerty (Administrative Manager) | RMC | Coordinate with art shipper for pick-up and drop-off at CUL loading dock |
CONSERVATION SUPPORT FOR RMC LOANS TO EXTERNAL INSTITUTIONS (10 items or less**):
Loan task | Time estimate |
---|---|
Review borrowing institution’s facilities report and loan request; provide feedback and recommendations | 1-2 hours |
Assessment/consultation/correspondence/review after loan return | 5-8 hours |
Stabilization/treatment/enclosures | 5-25 hours |
Condition loan documentation | 5-8 hours |
Custom mount construction (not usually required) | 3-5 hours |
Packing for transport | 5-8 hours |
** Larger numbers of loaned items would require more time and effort in all task categories.
CONSERVATION TIMELINE:
12 months (or more):
6-8 months before loan is shipped:
4-6 months (no later than 2 months) before loan is shipped:
Upon return of loan items to RMC:
SPECIAL NOTES:
Transport of Loans:
Signing loan paperwork and receipts:
Couriering:
LOANS TO THE HFJ MUSEUM OF ART:
Major gallery exhibitions:
HFJ Museum short-term instruction, study room, or class display uses: