Incoming and Outgoing loans are separate record types. When creating a loan record, choose either an Incoming loan record or Outgoing. You cannot change the loan type after it is created. To correct a mistake, simply delete the incorrect record and create a new one.
To query incoming vs. outgoing loans, select “LoanIN”
- = Yes for incoming
- = No for outgoing
Loan ID
IL prefix for incoming loans, year expected for loan start date, next number within year.
- IL.2022.#
OL prefix for outgoing loans, year expected for loan start date, next number within year
- OL.2023.#
Mnemonic
Not required. Shorthand to identify loan at a glance (e.g. “Stella-Brooklyn”)
General Loan Classifications
Loan Purpose
| Purpose | Scope |
|---|---|
| Exhibition | for loan to external and internal exhibitions |
| Collection | incoming loans for display in collection galleries (i.e., not associated with specific exhibition), and outgoing loans to external exhibitions organized by third parties |
| Other | loan to conservator or other infrequent instances |
Loan Type (Security Group)
| Type | Scope |
|---|---|
| Proposed | request and planning phase |
| Active | loan is in request process with lender loan is secured loan is on site or within shipping jurisdiction |
| Closed | cancelled, declined, completed (returned) |
Loan Status
Used to denote production timeline of the loan, to be updated as the loan progresses
| Status | Scope |
|---|---|
Approved | Loan confirmed, and agreement completed, but loan term has not started |
| Cancelled | cancelled by external requestor |
| Completed | returned to lender or returned by borrower remember to change the objects’ department classification to Inactive |
| Current | borrower has custody of object |
| Declined | request not approved by lender |
| Not Assigned | default, avoid use |
| Pending | planning, unconfirmed, no request sent |
| Requested | loan request sent, but not approved |