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

[Anderson, Gretchen]

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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