#  Guidelines for Incoming Loans Processing and Recommended Timelines 

 



Recommended timelines for loan processing were designed to help libraries make an incoming loan request for inclusion of a work from [another campus location](/borrowing-other-campus-locations) or [external institution](/borrowing-external-institutions) in a library-organized exhibition. The timelines are structured to ensure that there is adequate time for all major steps in the incoming loan process, including the completion of the [Checklist Template](/checklist-template), creation of a facility report, determination of [transport and packing requirements](/guidelines-transport-and-packing), completion of a loan agreement, creation of the [Transfer Form/Loan Receipt](/transfer-formloan-receipt) to track [custody](/glossary#custody) throughout the loan, and completion of a [Condition Check Form](/example-condition-check-forms) by Conservation. To begin working with the timelines the library will need to:

- Identify the work(s) to be requested
- Create a letter and/or exhibition prospectus detailing the importance of the work(s) to the library exhibition
- Create a [facility report](/guidelines-creating-facility-report)
- Determine where and how the work(s) will be displayed
- Identify the library staff member who will perform [registrarial functions](/glossary#registrarialfunctions) for the loan
- Confirm the stakeholders library contact/staff performing registrarial functions, collection manager/curator/ bibliographic/subject specialist, format-specific conservator to complete incoming condition check).

Incoming loans do not require a loan review, but it is recommended that an incoming condition check form be completed for each work and the library may choose to organize a meeting with stakeholders (e.g., library contact/staff performing registrarial functions, collection manager/curator/ bibliographic/subject specialist, format-specific conservator to complete incoming condition check).

Questions? Check out our [FAQ](/frequently-asked-questions) or email [HL\_PreservationInfo@harvard.edu](mailto:HL_PreservationInfo@harvard.edu).

**Incoming Loan Timelines**

- [Guidelines & Timeline for Borrowing from Other Campus Locations](/borrowing-other-campus-locations)
- [Guidelines & Timeline for Borrowing from External Institutions](/borrowing-external-institutions)