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:
1. Is this procedure necessary to manage my collections?
2. If so, are all the fields needed to manage my collection present? If not, what would we need to add?
3. 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