<div dir="ltr"><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:small;color:#000000">Andy,</div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:small;color:#000000">At the Earth and Mineral Sciences Museum & Art Gallery we do require internal loan forms for objects used outside of the exhibit gallery, which is primarily paintings, sculptures, mineral specimens, and mining safety equipment that is displayed in the offices of the Dean and some of the university administrators, and the occasional loan to another museum on campus. When objects from the collection are placed on exhibit in the gallery we have a form we use to document the use and mark the place of the object in the collection storage array.</div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:small;color:#000000"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:small;color:#000000">The reason we have a policy for doing internal loan invoices for use of collection objects on campus is to keep track of the objects. Over the years, too many objects used in offices or reception areas have simply disappeared during renovations, retirement of administrators, and so forth. All of the internal loans are for no more than 12 months and are renewable, and that means we check the objects once each year to make sure they are still in place and in good condition. We adhere to the same standards for office display as museum display, which means we also check light levels (and sometimes temperature and humidity) in the areas where the objects are to be exhibited before the loan is approved. Having the signature of the borrower (e.g., the office occupant) on the loan form, renewed each year, makes a very good check on where the object is. <br></div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:small;color:#000000"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:small;color:#000000">Given the size and complexity of the collection-holding divisions and the exhibitions at the Biodiversity Institute, I think internal loan invoices is a must for you. That signature on the loan invoice holds the borrower accountable for the object, and the documentation is good insurance against loss or misplacement of the object.</div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:small;color:#000000"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:small;color:#000000">Our internal loan form is essentially the same as for an external loan, including the conditions on the invoice. As our mutual friend Sally Shelton says, "Exhibition is just another form of storage."<br></div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:small;color:#000000"><br></div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:small;color:#000000">--John</div><div class="gmail_default" style="font-family:tahoma,sans-serif;font-size:small;color:#000000"><br clear="all"></div><div><div dir="ltr" class="gmail_signature" data-smartmail="gmail_signature"><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><div><div dir="ltr"><font size="2"><span style="font-family:tahoma,sans-serif">John E. Simmons<br>Writer and Museum Consultant</span></font></div><div dir="ltr"><font size="2"><span style="font-family:tahoma,sans-serif">Museologica<br><i>and</i><br>Associate Curator of Collections<br>Earth and Mineral Science Museum & Art Gallery<br>Penn State University<br><i>and</i><br>Investigador Asociado, Departamento de Ornitologia<br>Museo de Historia Natural, Universidad Nacional Mayor de San Marcos, Lima</span></font><br></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div></div><br></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">On Thu, May 11, 2023 at 11:50 AM Bentley, Andrew Charles <<a href="mailto:abentley@ku.edu">abentley@ku.edu</a>> wrote:<br></div><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex"><div class="msg-8024152545896394489">
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<p class="MsoNormal"><span style="font-size:11pt">Hi all<u></u><u></u></span></p>
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<p class="MsoNormal"><span style="font-size:11pt">I am interested in anyone who may be able to share policies from your organization that govern “internal loan” of specimens for exhibit purposes in your institution. We are increasingly seeing more material
on exhibit which is a positive step but need to formalize our process of making those specimens available and the conditions associated with their display.<u></u><u></u></span></p>
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<p class="MsoNormal"><span style="font-size:11pt">Thanks in advance,<u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:11pt"><u></u> <u></u></span></p>
<p class="MsoNormal"><span style="font-size:11pt">Andy<u></u><u></u></span></p>
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Andy Bentley<br>
Ichthyology Collection Manager<br>
University of Kansas<br>
Biodiversity Institute</span><span style="font-size:11pt;color:black"><u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:11pt;color:black" lang="EN-AU">Dyche Hall<br>
<a title="x-apple-data-detectors://9/"><span style="color:rgb(149,79,114)">1345 Jayhawk Boulevard</span></a><br>
<a title="x-apple-data-detectors://9/"><span style="color:rgb(149,79,114)">Lawrence, KS, 66045-7561</span></a><br>
<a title="x-apple-data-detectors://9/"><span style="color:rgb(149,79,114)">USA</span></a><br>
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Tel: <a href="tel:%28785%29%20864-3863" title="tel:%28785%29%20864-3863" target="_blank"><span style="color:rgb(149,79,114)">(785) 864-3863</span></a><br>
Fax: <a href="tel:%28785%29%20864-5335" title="tel:%28785%29%20864-5335" target="_blank"><span style="color:rgb(149,79,114)">(785) 864-5335</span></a> <br>
Email: <a href="mailto:abentley@ku.edu" title="mailto:abentley@ku.edu" target="_blank"><span style="color:rgb(149,79,114)">abentley@ku.edu</span></a> </span><span style="font-size:11pt;color:black"><u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:11pt;color:black">ORCID: </span><span style="font-size:11pt;color:rgb(73,74,76);background:white"><a href="https://orcid.org/0000-0002-3093-1258" title="Original URL:
https://orcid.org/0000-0002-3093-1258
Click to follow link." target="_blank"><span style="color:rgb(149,79,114)">https://orcid.org/0000-0002-3093-1258</span></a></span><span style="font-size:11pt;color:black"><u></u><u></u></span></p>
<p class="MsoNormal"><span style="font-size:11pt;color:black" lang="EN-AU"><a href="http://ichthyology.biodiversity.ku.edu/" title="http://ichthyology.biodiversity.ku.edu/" target="_blank"><span style="color:rgb(149,79,114)">http://ichthyology.biodiversity.ku.edu</span></a></span><span style="font-size:11pt;color:black"><u></u><u></u></span></p>
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