Playing devil’s advocate – If you don’t have to put any money into the collection (except for shelf space, electricity and security) and it is a collection that your patrons would use, then go for it. Now if you have to spend money on cataloging – ask for a monetary donation to go along with the long-term loan.
Also, get the agreement in writing, with multiple contact points, and options on either side to cancel the agreement.
We have one collection at my place that has been on loan for 20 years. The “Loaners” give us money to process and catalog it. They have insured it, and shouldn’t hold us liable as long as we stick to the agreement. Our students use it, we get good publicity, and we don’t put hard cash into.
Some times there are work-arounds.
Gerri Schaad
University of Texas at San Antonio
-----Original Message-----
From: Archives & Archivists
[mailto:[log in to unmask]] On
Behalf Of Steele, Ginny
Sent: Friday, April 21, 2006 10:45
AM
To: [log in to unmask]
Subject: Re: Unfettered Access
Simone,
>Placing conditions on a donation is commonplace but indefinitely caring for a collection we would not own seems like a step in the wrong direction. Perhaps I am being too cautious.
Your instincts are correct and your professional response entirely appropriate. Your institution would be taking on permanent liability and financial responsibility without any guarantee that the collection would remain with you. Museums and historical societies learned years ago, much to their enduring regret, how unwise it was to take on long-term loans. You set a dangerous precedent in place for very limited return. A gift is a gift. A loan is unreimbursed storage and perpetual care – and can be an unrelenting nuisance.
Regards,
Ginny
Ginny Steele, MA
The Children's Hospital
1056 E 19th AV Box 080 Denver CO 80218
303.860.4220
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