[Nhcoll-l] Does anyone have a document for protection when specimens are used outside the institution?

Tue Feb 2 13:00:04 EST 2021

There's some useful loans documentation information on the Collections Trust [UK] website: https://collectionstrust.org.uk/spectrum-resources/loans-out/  . Make sure you get a realistic insurance valuation for its replacement. For TV companies we often require them to pay for a staff member to accompany the loan at all times. A word of warning: some years ago we loaned a specimen of basalt to a well known British Broadcasting organization for filming, only to be told when we chased the loan that the actors had   thrown it into a river during filming. They never retrieved it.....

Good luck, too!

Mike Howe

________________________________
From: Nhcoll-l <nhcoll-l-bounces at mailman.yale.edu> on behalf of Anderson, Gretchen <AndersonG at CarnegieMNH.Org>
Sent: 02 February 2021 17:49
To: Thomas Labedz <tlabedz1 at unl.edu>; Mann, Justin G <jmann at tulane.edu>; nhcoll-l at mailman.yale.edu <nhcoll-l at mailman.yale.edu>
Subject: Re: [Nhcoll-l] Does anyone have a document for protection when specimens are used outside the institution?

I have used the following precautions:

  1.  Loan forms for everything going out  - loan forms should state the conditions with which you are willing to loan, as well as liability
     *   Handling instructions
     *   Proper documentation including a condition report and photographs
     *   You might want to require a courier to stay with the object/specimen.  Always assume that the object will not be handled with the care you provide it.
     *   Liability – who is responsible for fixing it if there  is damage
  2.  Pack it properly for the loan (a courier might be in charge of packing and unpacking as well as handling).
  3.  If it is organic – it should be inspected prior to the loan, and put through pest mitigation upon return.
  4.  you might want to consider charging for the use, especially if it is a commercial venture (like for an advertisement).

And, as Andy stated there is a chapter in MMR6 that covers this.

Good luck,
Gretchen Anderson

Carnegie Museum of Natural History

From: Nhcoll-l <nhcoll-l-bounces at mailman.yale.edu> On Behalf Of Thomas Labedz
Sent: Tuesday, February 2, 2021 11:35 AM
To: Mann, Justin G <jmann at tulane.edu>; nhcoll-l at mailman.yale.edu
Subject: Re: [Nhcoll-l] Does anyone have a document for protection when specimens are used outside the institution?

While I don’t have specific examples at hand you probably should contact your campus office that handles insurance claims and/or contracts (e.g., procurement) to see if they have a template that might work and be in accordance to your local laws. You may have to spell out conditions such as extreme heat or UV from stage lights, anchoring to a surface to prevent tipping, etc.

Thomas

Thomas Labedz, Collections Manager

University of Nebraska State Museum

From: Nhcoll-l <nhcoll-l-bounces at mailman.yale.edu<mailto:nhcoll-l-bounces at mailman.yale.edu>> On Behalf Of Mann, Justin G
Sent: Tuesday, February 2, 2021 11:21 AM
To: nhcoll-l at mailman.yale.edu<mailto:nhcoll-l at mailman.yale.edu>
Subject: [Nhcoll-l] Does anyone have a document for protection when specimens are used outside the institution?

Non-NU Email

________________________________

Hello Collection folks!

We are loaning some of our specimens to a television show for set decoration, and I was told that it would be a good idea to have a legal document in place that would cover us in case of damage etc. I was curious if anyone has had need for one of these documents in the past or know where I could find one? If so would you mind sending me that form / info so that we could create one ourselves? Any advice would be great!

Thanks,

Justin Mann

Manager of the Royal D Suttkus Fish collection

Tulane University Biodiversity Research Institute

3705 Main st. Bldg. A-3

Belle Chasse, La 70037

Phone: (504) 394-1711

Cell: (504) 957-4074

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