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----------------------------Original message---------------------------- Art Museum Libraries: Loan policies The following is a summary of responses to my recent question about loan policies for staff, volunteers, docents, interns etc.. 17 libraries replied and I added my own library and 5 others from an earlier, less detailed survey. "Internal" refers to borrowing within the museum. "External" refers to taking borrowed items out of the museum. Permanent full-time staff: Internal 10: Yes 5: Limited to certain categories [e.g. curators, education and their assistants] 6: Yes if they have an office/personal desk 1: Yes with authorization of dept.head 1: One book for one week Permanent full-time staff: External: [Many people reported their suspicions that the rules on this one were broken but turned a blind eye because either a) they had no way of policing this or b) low loss rates] 4: Yes 1: Yes for 2 weeks 1: Curators and curatorial assistants only 2: Limited categories over-night [week-ends incl in 1 of these] 1: One book one week 1: No with occasional exceptions 1: Very rarely 12: No Permanent Part-time staff: Internal 8: Yes 3: Yes if they have an office/personal desk 1: Yes with authorization of dept. head 3: Yes for limited categories only 1: Occasionally if they have an office 1: Very rarely 1: One book one week 1: No 4: No information Permanent Part-time staff: External 3: Yes 1: Yes for two weeks 1: Yes for limited categories 1: One book one week 15: No 2: No information Temporary staff: Internal: 4: Yes 1: Yes if they have an office 1: Yes with authorization of department head for museum projects 12: No 5: No information Temporary staff: External 3: Yes 1: 2 weeks 16: No 3: No information Voluntary guides/docents : Internal 3: Yes 1: Only to guides room [Not used] 1: One book one week 2: No with occasional exceptions 1: No but occasionally in curator's name 15: No Voluntary guides/docents: External 3: Yes 1: One book one week 1: No with occasional exceptions 18: No Other volunteers: Internal 2: Yes 1: One book one week 3: No but occasionally in the name of a curator 1: No except for library and curatorial volunteers of long standing 16: No Other volunteers: External 2: Yes 1: One book one week 1: No except for library and curatorial volunteers of long standing 19: No Interns: Internal 2: Yes 1: Yes if they have an office 1: Yes if long term [6 months or more] 4: No except in name of curatorial staff member 11: No 4: No information Interns: External 2: Yes 20: No 1: No information Comments: The most common area of concern was the ability to locate and retrieve items when they were needed. For this reason the majority limit external borrowing and borrowing by part-time or voluntary staff. Two libraries also served other groups: one a university art library serving a museum and the other a museum library serving the general community on a much broader scale than in most cases. Summarised comments follow: "....with the understanding that we will borrow back materials as requested ..." .Primary clientele".. is one curatorial department..can afford to be more stringent in our lending policies." "Our library has always been non-circulating and is only open to the public.. by appointment" ILL available. Rare and specialised materials limited. "The reason we circulate the books is that there is no reason to have all this stuff if it's not used, and we have such a small space for public use that we can't insist that they sit where the non-staff would sit to use the library. Circulation is low, and we do lose a few things, but the trade off is that nothing [sic] gets used." Based on having an office and set hours. Has served as the art library to the University of Toledo for 75 years. "There are problems and there are some who wish we did not circulate anything to anyone, but that is not our tradition. I think we are in a real minority..." Occasional exceptions for docents working on a project for the museum Small collection for docents purchased by the Education Department Non-curatorial staff may not borrow restricted materials; voluntary guides circulate among themselves "This policy ensures that books are available to others during working hours" University art library also serves the Zimmerli Art Museum. Curators and curatorial assistants may borrow to their offices in the museum or to numbered shelves in the "visiting scholars' room in the library. Either way if a student/faculty member needs the material we are able to retrieve it relatively easily. Very rare exceptions for docents. Reserve slips are available in the Library for non-borrowing categories I.e. volunteers, staff without an office/desk etc.. The policy is based on the need to retrieve material if/when it is needed. Reserve system in reading room available Reserve shelf for docents in the library Policy is based on the need to retrieve materials Volunteers have a carrel in the library where they can keep materials for current tours. Policy based on museum-related research and retrievability. Policy based on need to have access for retrieval. Reserve shelf on current exhibitions. Personal "Please leave" cards. J. Margaret Shaw Chief Librarian National Gallery of Australia Research Library GPO Box 1150 Canberra ACT 2601 Australia Telephone: 61-(0)6-240 6532 Fax: 61-(0)6-273 2155 E-Mail: [log in to unmask]