Loans Management at the Natural History Museum
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Transcript of Loans Management at the Natural History Museum
Loans Management at the Natural History Museum
Dave Smith
UK EMu Users Group Meeting 12-13th April 2007
Background
• Cultural Change at the NHM
– Implementation of a single centralised Collections Management Database over 3 years- EMu
– 18 Collections Management Policies
BUT
• Policy implementation 2 years too late….!
– Procedures have only just been written.
Policies influencing Loans Management
LOANS-Research-Exhibition
ObjectEntry
Exhibitions & Collections
ValuationControl
Insurance &
Indemnity
Destructive & InvasiveSampling
InterventiveProcesses
Location& Movement
Control
Dispatch &Object Exit Retrospective
Documentation
Key changes
• Automation of loan status based on ‘trigger’ fields
• Approved borrower relationships within Party Module
• Managing diverse items involved in loan process
• Valuations of items sent/received on loan
• Managing the return of items on loan
• Loan Transfers
Loan Status
• Automatically changes depending on stage loan process has reached.
• Triggered by addition of dates to specific fields:-
• Creation date “Open – Request”
• Approved date “Open – Approved”
• Issued date “Open – Processing”
• Dispatched date “Open – Dispatched”
• Returned date “Open – Returned”
• Closed date “Closed” *
Approved Borrower Relationships• “Only bona fide researchers (in permanent
employment) will be granted approved borrower status.”
• Approved Borrower = signed up to terms and conditions for borrowing material
• Supervised Borrower = students, post docs, retired and honorary staff who request a loan through an approved borrower.
• Authorised Signatory = Head of Department / Museum Director/ Guarantor who signs on behalf of the borrowing institute.
Approved Borrower Relationships
Requester
ApprovedBorrower
For use by
Loans ModuleLoans Module
Student/ postdoc.
Head of Dept/ Director
Permanentresearcher
Exhibitiondesigner
Party ModuleParty Module
ApprovedBorrower
Loan Status
AuthorisedSignatory
None
Loan Agreement Status
ApprovedBorrower
AuthorisedSignatory
Student 1 Student 2
The Loans Process
Request
Approval
Prepare
Dispatch
Return
Request
Approval
Loan dates
*
**
Loan dates -Extensions
Managing items
• Object Entry items on loan to NHM
• Items for which a single Catalogue record exists
• Items for which an Accession Catalogue record exists
• Items for which an Index Lot record exists
• Items which have no data in EMu
Managing items - Catalogued
Managing items – Un-Catalogued
Managing Returns
*
Managing Valuations
Managing Transfer of items
• Best practice:-
– All transfers managed as new loan.
– All new borrowers must be Approved Borrowers.
Managing Transfer of items
Exhibitions
Dispatch of items
*
Conclusion
• This was developed whilst second guessing at procedure.
• There may be some future changes depending on what the NHM decides is best practice and how much they differ from the flow built into EMu.
• As a loan manager myself, I have a vested interest in this development and I believe that these designs provide a great tool to be able to manage the loans process from request to final return of the items.
• It provides a good balance between ease of data entry, whilst observing best practice and being able to comprehensively document the loan, and the people involved, and track their status.
Conclusions
• Any suggestions from the audience……………
Questions?