Hi Jarred,
We are still formulating our procedures for both outgoing and incoming long-term loans. The incoming long-term loans are much more fleshed out right now than the outgoing, because I started working with that group of objects a couple of years ago. We have just started using the Loans Module for the outgoing loans in the last year. But the principles are basically the same.
Regarding the Loan Number: A loan in or out keeps the same loan number while it is on loan to the same borrower, for the same purpose. For example, a long-term loan to the State Capitol Building would receive a loan number the year it first goes out. Ditto, a long-term loan to us from the Boston Museum of Fine Arts. Each time we renew, the loan renewal date and the loan end date will be changed to reflect the end of the new loan period. We also have a Text Entry, "Loan Renewal," where information about the loan renewals can be added. Sometimes the remarks field is used for additional comments.
If the loan is terminated and the object comes back to the DIA the Overall Loan Status is changed to "Closed." If it was borrowed again by the State Capitol two years later, it would receive a new loan number.
We have a lot of incoming loans, some have been on loan to us for as long as 40 years, and they get renewed at various times depending on the lender's requirements, anywhere from 1 - 3 years. So keeping up with the renewal dates has always been difficult and the loan module and the loan end date/loan renewal date have been a big help in managing this.
Our database administrator has set up alerts for us - one for Outgoing loans and one for Incoming loans - that notifies us of "loan end dates" coming up within 8 weeks. I use the "Loan Renewal Date" for the incoming loans to run a report periodically for the curators to review and let me know if they want to renew or return a loan, or talk to the lender about donating the objects.
I am still experimenting with Loan Status (object) and Overall Loan Status to see what works best to help with this process.
I'd be happy to talk with you if you want to give me a call sometime since I am looking for ideas too!
Best, Terry
Terry L. Segal
Associate Registrar
Detroit Institute of Arts
5200 Woodward Ave.
Detroit, MI 48202
Phone: (313) 833-7907
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From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Wilson Jarred
Sent: Monday, May 04, 2015 5:31 PM
To: [log in to unmask]
Subject: recurring loans - new record vs. continuation of old record
Hi all,
Our institution has a number of outgoing loans which are recurring, i.e. we are renewing them annually for one year periods.
The TMS Loans Module has a space for a Loan Renewal Date. It seems like this would work well for a single renewal. But for multiple renewals, not so much.
My question to the group is, when you have a loan, which is extended more than once, do you keep the same loan number and TMS Loan record, or do you create a new record reflecting the new, extended period?
Any insight would be much appreciated. Thanks in advance!
Sincerely,
Jarred
Jarred Wilson
Associate Registrar
The John and Mable Ringling Museum of Art
5401 Bay Shore Road
Sarasota, FL 34243
tel. 941-359-5700 x1504
fax 941-359-7716
www.ringling.org<http://www.ringling.org/>
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