Guides

Important Information for Borrowers

In 2009 the National Library of Australia will commence construction of a new Treasures Gallery and a redeveloped Exhibition Gallery. In order to finalise the development and building stages of this extensive project the National Library is commencing a moratorium on all new outgoing loan requests for the period 1 March 2008 - 30 June 2010. This moratorium is effective immediately. Previously approved requests for loans will continue to be processed and loan requests received before 1 March 2008 have been given normal consideration. When this moratorium ends on 30 June 2010 the Library will accept new loan requests provided that they are submitted with 12 months notice in accordance with the Library's Outward Loans Policy - See conditions of loan document.

The National Library has lent many works over the past decade to exhibitions across Australia and we look forward, after this exciting development is completed, to sharing works from our collection with audiences across the nation once again.

 

Conditions of Loan

1. General Lending Policy

1.1 All requests for loans must be made in writing to the National Library of Australia.

1.2 Subject to certain restrictions, materials (e.g. paintings, books, pamphlets, newspapers, drawings, prints, photographs, maps, music scores, manuscripts etc.) in the Library's collection will normally be made available for loan only to recognised institutions with established exhibition programs and with full-time professional staff proficient in handling the particular material requested. Exceptions to this practice will only be made at the specific direction of the Director-General, National Library of Australia (herein after, the Library)

1.3 Each request for loan will be judged on its particular merits. Type of institution and program for which loan is proposed will be considered in relation to the importance and value, both monetary and intrinsic, of the material requested and the probability of its being replaceable in the event of loss.

1.4 Each request must be received well in advance to allow sufficient time for scheduling and preparation. Requests for loans should be made at least 12 months in advance, with a minimum of six months' notice required.

1.5 There will be a charge for each item approved for loan. Additional charges may be made for any non-standard mounting and framing requirements.

1.6 Once a loan is confirmed, a borrower is liable for any expenses incurred in the preparation of items requested even if the loan request is subsequently cancelled.

1.7 Failure to comply with these conditions will result, inter alia, in the immediate recall of all items lent.

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2. Non-availability of Certain Materials for Loan

2.1 Any of the following circumstances may prevent the lending of material.

2.1.1 Material acquired by the Library under conditions which prohibit its loan.

2.1.2 Unusually fragile material and other material which, in the Library's judgement, should not be subjected to the risks of removal.

2.1.3 Material on display or reserved under prior commitments.

2.1.4 Unique, rare or irreplaceable material

2.1.5 Material which has been displayed for an extended period in recent times.

2.1.6 Material for which insufficient time has been given to process the request including treatment

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3. Conditions of Loan

3.1.1 In each instance the borrower will sign in advance a formal agreement to adhere strictly to the conditions of loan. These conditions will include, but are not necessarily limited to, the provisions listed below.

3.1.2 The borrower will notify the Library immediately on receipt of the material.

3.1.3 A special courier will be supplied at the expense of the borrower if considered necessary by the Library.

3.1.4 Buildings in which exhibitions are to be housed will meet accepted fire standards.

3.1.5 During the course of an exhibition, maximum protection will be required at the borrowing institution.

3.1.6 Guards who are normally full-time professionals and in sufficient force to cover all exits will be furnished at the expense of the borrower and they will be on duty at all times during the hours of opening.

3.1.7 Periodic inspections will be made during the hours of closure.

3.1.8 In the case of extraordinarily rare or valuable items, the Library may require round-the-clock surveillance, to be provided at the expense of the borrower.

3.1.9 Other arrangements may be made at the discretion of the Library.

3.1.10 All borrowed material, once in the hands of the borrower, will be kept in a secure place (under lock and key) while work is underway, preparatory to, or following, display.

3.1.11 All loans will be made subject to the ability of the borrower to maintain proper environmental conditions for the duration of the loan period. The Library may measure environmental conditions at the venue, prior to the loan, if this is considered necessary. The borrower will be required to come as close as possible to fulfilling the standards set forth below; for its most valuable objects, the Library reserves the right to insist that these standards be fully met.

Protection of materials from light - Borrowed materials will be displayed in areas where the illumination does not exceed 50 lux (works on paper, textiles) or 200 lux (easel paintings). In addition, all borrowed materials will be protected from ultraviolet radiation by the use of low ultraviolet fluorescent tubes, or by placing ultraviolet filtering sleeves over any fluorescent tubes used to light the exhibition. Ultraviolet levels should not exceed 75 micro watts per lumen. No materials borrowed will be exhibited where they will be exposed to direct sunlight. Works will not be displayed for longer than the agreed period.

Protection of materials from extremes or fluctuations of temperature and humidity- Materials borrowed will be stored and displayed in a stable environment within a temperature range of 20º C and 2º C and where the relative humidity is in the range of 50% and 5%. For particularly sensitive and/or valuable materials, the Library reserves the right to insist on special conditions of temperature and humidity.

3.1.12 The Library may specify that a courier is required. The cost of fares and travelling expenses will be borne by the borrower.

3.1.13 Installation and dismantling of exhibits and all packing and repacking operations will be under the supervision of personnel specially trained and experienced in handling the type of material involved. In cases where the Library specifies a courier, that person will be responsible for such activities where Library material is concerned. Refitting, reframing and restoration are not permitted, unless authorised or carried out by Library staff.

3.1.14 All charges in connection with the shipment of materials on loan will be paid by the borrower. The form of transport used will be stipulated by the Library. The return to the Library of materials lent for exhibition will be made promptly on the date prescribed; the Library will receive prior notice of the carrier, dates of travel and estimated time of return of the borrowed materials. If the material is to be displayed at more than one venue, the Library will be kept fully informed of the movement of the material.

3.1.15 The borrower will give full credit to the National Library of Australia in all publicity concerning the exhibition, including descriptive captions, catalogues, press releases and announcements.

3.1.16 Reproduction of material is only permitted when a) a photograph of the work is obtained from the Library; and b) permission to reproduce is granted by the Library; and c) a reproduction fee is paid.

3.1.17 Any damage or loss which may occur will be reported immediately to the National Library of Australia. No repairs or alterations of any kind will be made on borrowed materials without authorisation from the Library or unless carried out by Library conservation staff.

3.1.18 Insurance on the borrowed materials will be carried at the expense of the borrower in the amount specified and under policy terms and conditions acceptable to the Library. Insurance will cover the items wall-to-wall from the time of departure from the Library to the time of return. In lieu of insurance, notification of government indemnity must be received by the Library. No loans will be made until copies of insurance policies have been sighted by the Library.

3.1.19 Condition reports for material on loan will be prepared by the Library. These will be checked and annotated by the borrower at the beginning and end of the exhibition. The completed reports will be returned to the Library with the works at the end of the loan period.

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4. Checklist of Procedures to Follow Once Loan has been Approved

Please read carefully

  1. Notify the Exhibitions Co-ordinator of the National Library immediately upon receipt of the crate/package
  2. DO NOT open crate/package for at least 20 hours after receipt. Store in appropriate environment from time of receipt i.e. do not leave in loading bay to acclimatise.
  3. Follow unpacking instructions if supplied and retain all packing for use when returning material to the Library.
  4. Works should be checked against condition reports at the beginning and end of the exhibition, noting any changes. The completed condition reports are to be returned with the works on completion of the loan.
  5. Keep material under secure conditions during times of exhibition preparation and dismantling.
  6. Notify the Library immediately of any changes in the condition of the borrowed material
  7. Acclimatise the packing crate and all associated packing for at least 48 hours prior to repacking. Consult packing instructions if provided. Reuse all original packing.
  8. Alert the Exhibitions Co-ordinator to the date of return, mode of transport (this will usually have been prearranged by/with the National Library) and expected time of arrival at the Library.
  9. If Library material is to be exhibited at more than one venue, please ensure that the Library is kept informed of the movement of the material.

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