Loans Out Review and Comment Page - Herbaria Extension
Review and Comment Instructions
This Review and Comment page is for the LOAN OUT PROCEDURE. The loan out procedure documents and manages the loan of objects to other organizations or individuals for a specific period of time and for a specific purpose, normally exhibition/display, but including research, conservation, photography and education.
- Review the fields present in the schema below, and ask the following questions in relation to your organization:
- Is this procedure necessary to manage my collections?
- If so, are all the fields needed to manage my collection present? If not, what would we need to add?
- Are there field that are not useful? If so, what would we delete?
- Contribute your comments to the project team via the comment box at the bottom of this page
- Stay tuned for further iterations as community critiques are factored in
Screenshots (click for full size)
Schema: View below or view Excel version of configuration, loan out items extension, loan return items extension, and loan transfer extension
| CSpace Information Group | CSpace Field Name | Herbaria Field Name | CSpace Field Definition | CSpace Field Type | Field Repeatable? | Group Repeatable? | Controlled List Contents |
| Loan out information | Loan out number | Loan out number | The unique number assigned to the loan of objects to other organizations. | Controlled number | No | ||
| Loan purpose | This field indicates the purpose of the loan of the object. | Controlled list; static | No | exhibition; research; scientific or exhibition preparation; analysis; photography; conservation or other requested services; long term collections management and storage | |||
| Lender | |||||||
| Lender's authorizer | Lender's authorizer | The name of a member of staff giving final approval for the loan out to proceed. | Name authority: Person | No | No | ||
| Lender's authorization date | Lender's authorization date | The date on which the lender's authorizer gives approval for a loan out to proceed. | Calendar date | No | |||
| Lender's contact | Lender's contact | The name of the Person assigned responsibility for managing a loan out on behalf of the lending organization. | Name authority: Person | No | |||
| Borrower | |||||||
| Borrower | Borrower | The details of a Person or Organization borrowing an object from the organization. | Name authority: Person, Organization | No | No | ||
| Borrower's authorizer | Borrower's authorizer | The name of a member of the borrowing organization's staff giving final approval for the loan out to proceed. | Name authority: Person | No | |||
| Borrower's authorization date | Borrower's contact | The date on which the borrower's authorizer gives approval for a loan out to proceed. | Calendar date | No | |||
| Borrower's contact | Borrower's authorization date | The details of a Person designated by the Borrower to be responsible for dealing with the loan on their behalf. | Name authority: Person | No | |||
| Special conditions of loan | Loan out condition | A statement of conditions on the loan of an object from an organization in addition to those normally laid down. | Text | No | |||
| Loan out note | General information about a loan out. | Text | No | ||||
| New field | Major group | Controlled list; static | No | spermatophytes; pteridophytes; algae; bryophytes; fungi; lichen; n/a; misc | |||
| New field | Geography | Text | Yes | ||||
| New field | Taxonomy | Taxon authority | Yes | ||||
| New field | Object kind | Controlled list; static | Yes | unknown; sheet; specimens; box; bag; sealed bag; jar; packet; slide; unmounted; photograph; photocopy; illustration | |||
| Loan status | |||||||
| Loan status | Loan status | The stage in the Loans out procedure which the entire loan out has reached. | Controlled list; static | No | Yes | agreed; authorized; conservation; photography requested; refused; renewed; requested; returned; sent | |
| Loan status date | Loan status date | The date on which a Loan out status was recorded. | Calendar date | No | |||
| Loan status note | Loan status note | Note about the status of a loan. | Text | No | |||
| Loan out date | Loan out date | The date a loan will exit the institution | Calendar date | No | |||
| New field | Shipping form date | Calendar date | No | ||||
| New field | Transportation | Controlled list; static | No | surface; hand-carried; air | |||
| New field | # Packages | Number | No | ||||
| New field | Acknowledge date | Calendar date | No | ||||
| Loan return date | Loan return date | Date that the loan out is expected to return to the organization. | Calendar date | No | |||
| Loan renewal application date | Loan renewal application date | The date by which the borrowing institution must request a loan renewal. | Calendar date | No | |||
| CSpace Information Group | CSpace Field Name | Herbaria Field Name | CSpace Field Definition | CSpace Field Type | Field Repeatable? | Group Repeatable? | Controlled List Contents |
| New group: Loan out items | New field | Accession numbers | Text | No | |||
| New field | Object number(s) | Text | No | Yes | |||
| New field | Quantity | Number | No | ||||
| New field | Loan conditions | Text | No | ||||
| New field | Notes | Text | No | ||||
| CSpace Information Group | CSpace Field Name | Herbaria Field Name | CSpace Field Definition | CSpace Field Type | Field Repeatable? | Group Repeatable? | Controlled List Contents |
| New group: Loan return items | New field | Object number(s) | Text | No | Yes | ||
| New field | Quantity | Number | No | ||||
| New field | Return date | Calendar date | No | ||||
| New field | New determination | Taxon authority | No | ||||
| New field | Notes | Text | No | ||||
| CSpace Information Group | CSpace Field Name | Herbaria Field Name | CSpace Field Definition | CSpace Field Type | Field Repeatable? | Group Repeatable? | Controlled List Contents |
| New group: Loan transfers | New field | Transfer date | Calendar date | No | Yes | ||
| New field | To institution | Name authority: Institutions | No | ||||
| New field | To person | Name authority: Person | No | ||||
| New field | Under direction of | Name authority: Person | No | ||||
| New field | Quantity | Number | No | ||||
| New field | Notes | Text | No |