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Statens Museum for Kunst
Procedure on arrival of "INCOMING LOANS" “INCOMING LOANS” to the museum
An "Incoming loan" “Incoming loan” is a work of art that the museum has collected for a special exhibition in the museum. The work is registered with a Key number in RAPID, the museum's museum’s database for incoming loans, and is therefore totally separate from the register of the museum's museum’s own collection.
For "Visiting “Visiting work of art", "New acquisitions" and "Deposit"art”, “New acquisitions” and “Deposit”, please refer to the respective folders on the intranet under 'Procedures ’Procedures on arrival of a work'work’.
Before the arrival of a work
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- The Reception checks the registration number and the names of the drivers, which are mentioned on the arrival note from The Registry Office.
- When the "Incoming loan" “Incoming loan” is handed over to the museum, the hauler and the museum sign for the delivery of the work on a form which is handed over by the Registry Office or found on the intranet under "Procedures “Procedures for arrival of a work'work’. This is the documentation of the arrival of the work to the museum. A transport agent's agent’s transport note is also a valid form of documentation of the transfer. The receipt is handed over to the Registrar of Incoming Loans.
- The reception must always contact Art Handling, or outside normal working hours, the Out of hours Guard who, together with the hauler, arranges the placing of the work in M1 or in the prearranged exhibition hall.
- Before the arrival of the work, the curator in charge will have assigned a Key number to the work in RAPID. Changes or special circumstances are recorded in RAPID by the Registrar of Incoming Loans or the Exhibition Coordinator and the Key number is referred to internally as well as externally.
- Art Handling arranges a time for unpacking as soon as possible after the arrival by agreement with SAFO and KONS. This is (among other reasons) necessary for a potential insurance liability. (Usually a climate box can only be unpacked after 24 hours unless otherwise agreed upon with the owner or responsible institution). At the time of unpacking, KONS assesses the condition of the work and composes a status report along with the courier if there is one.
- KONS instructs Art Handling regarding handling and hanging. Three representatives for SMK must be present at the unpacking (an art handler, the relevant curator and a conservator).
- Together SAFO and KONS plan possible conservation/mounting/remounting. If time allows or if there is a need for conservation, transport to KONS is arranged. An appointment regarding conservation must typically be agreed upon before the work arrives in the museum.
- If the work is not immediately hung, Art Handling arranges for the necessary storage and communicates the location to REG.
- Incoming loans must not be moved before informing the Registry Office in deference to potential demands from the owner. All moves /placements are communicated to The Registry Office by form or e-mail with reference to the KEY number of the work.
- At the return/delivery of the work, the person who collects the work and the contact person from the museum sign a form for the return/delivery (cf. point 2).
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