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Example Condition Check Forms

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Prior to the shipment of an outgoing loan or upon the receipt of an incoming loan, it is recommended that a conservator document the condition of all works associated with the loan. Examples of this type of documentation are provided below. Condition...

Guidelines for Transport and Packing

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The risk of damage or loss to library collections is most significant during transit. Whether the movement is across campus, across the U.S., or international, it is vital that careful evaluation, packing, shipping, and documentation be employed to...

Guidelines for Outgoing Loans Processing and Recommended Timelines

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The recommended timelines for loan processing were designed to help libraries respond to an outgoing loan request to borrow library collections received from another campus location or external institution. The timelines are structured to ensure that...

Outgoing Loan Review

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A review of all works being requested by another campus location or external institution with the Registrar/library staff performing registrarial functions and stakeholders is recommended to assess the condition of collections, determine the overall needs...

Core Questions

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Answers to the core questions below inform significant transport and packing decisions. Questions A-D should be addressed by the library contact. Assessment by conservation staff is recommended to inform answers to questions E-J. A. Is this an external...

Glossary

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BORROWER The borrower is the institution requesting the loan of collections from another owner. For an outgoing loan, the borrower is the institution or other campus location requesting materials from a Harvard library. For an incoming loan, the borrower...

Packing Types

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In this section, library staff will find information about general packing precautions and packing requirements for each main transport type. It is recommended that staff choose the transport type first, and then look at the specific packing requirements...

hlps_condition_check_form_flat.docx

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hlps_condition_check_form_bound.docx

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hlps_exhibitions_and_loans_checklisttemplate.xlsx

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Transport Types

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In this section, library staff will find information about three main transport types. The sub-section for each main transport type includes a definition of the transport type, a description of when each transport type is appropriate to use, and any...

Frequently Asked Questions

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The following FAQs address questions that may arise when using the guidelines and templates in the Exhibitions & Loans Documentation offered by Preservation Services. If your question is not answered here, please contact HL_PreservationInfo@harvard.edu...