Loans Management at the Natural History Museum Dave Smith UK EMu Users Group Meeting 12-13 th April...
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Transcript of Loans Management at the Natural History Museum Dave Smith UK EMu Users Group Meeting 12-13 th April...
![Page 1: Loans Management at the Natural History Museum Dave Smith UK EMu Users Group Meeting 12-13 th April 2007.](https://reader035.fdocuments.net/reader035/viewer/2022062407/56649cc45503460f9498d2cd/html5/thumbnails/1.jpg)
![Page 2: Loans Management at the Natural History Museum Dave Smith UK EMu Users Group Meeting 12-13 th April 2007.](https://reader035.fdocuments.net/reader035/viewer/2022062407/56649cc45503460f9498d2cd/html5/thumbnails/2.jpg)
Loans Management at the Natural History Museum
Dave Smith
UK EMu Users Group Meeting 12-13th April 2007
![Page 3: Loans Management at the Natural History Museum Dave Smith UK EMu Users Group Meeting 12-13 th April 2007.](https://reader035.fdocuments.net/reader035/viewer/2022062407/56649cc45503460f9498d2cd/html5/thumbnails/3.jpg)
Background
• Cultural Change at the NHM
– Implementation of a single centralised Collections Management Database over 3 years- EMu
– 18 Collections Management Policies
BUT
• Policy implementation 2 years too late….!
– Procedures have only just been written.
![Page 4: Loans Management at the Natural History Museum Dave Smith UK EMu Users Group Meeting 12-13 th April 2007.](https://reader035.fdocuments.net/reader035/viewer/2022062407/56649cc45503460f9498d2cd/html5/thumbnails/4.jpg)
Policies influencing Loans Management
LOANS-Research-Exhibition
ObjectEntry
Exhibitions & Collections
ValuationControl
Insurance &
Indemnity
Destructive & InvasiveSampling
InterventiveProcesses
Location& Movement
Control
Dispatch &Object Exit Retrospective
Documentation
![Page 5: Loans Management at the Natural History Museum Dave Smith UK EMu Users Group Meeting 12-13 th April 2007.](https://reader035.fdocuments.net/reader035/viewer/2022062407/56649cc45503460f9498d2cd/html5/thumbnails/5.jpg)
Key changes
• Automation of loan status based on ‘trigger’ fields
• Approved borrower relationships within Party Module
• Managing diverse items involved in loan process
• Valuations of items sent/received on loan
• Managing the return of items on loan
• Loan Transfers
![Page 6: Loans Management at the Natural History Museum Dave Smith UK EMu Users Group Meeting 12-13 th April 2007.](https://reader035.fdocuments.net/reader035/viewer/2022062407/56649cc45503460f9498d2cd/html5/thumbnails/6.jpg)
Loan Status
• Automatically changes depending on stage loan process has reached.
• Triggered by addition of dates to specific fields:-
• Creation date “Open – Request”
• Approved date “Open – Approved”
• Issued date “Open – Processing”
• Dispatched date “Open – Dispatched”
• Returned date “Open – Returned”
• Closed date “Closed” *
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Approved Borrower Relationships• “Only bona fide researchers (in permanent
employment) will be granted approved borrower status.”
• Approved Borrower = signed up to terms and conditions for borrowing material
• Supervised Borrower = students, post docs, retired and honorary staff who request a loan through an approved borrower.
• Authorised Signatory = Head of Department / Museum Director/ Guarantor who signs on behalf of the borrowing institute.
![Page 8: Loans Management at the Natural History Museum Dave Smith UK EMu Users Group Meeting 12-13 th April 2007.](https://reader035.fdocuments.net/reader035/viewer/2022062407/56649cc45503460f9498d2cd/html5/thumbnails/8.jpg)
Approved Borrower Relationships
Requester
ApprovedBorrower
For use by
Loans ModuleLoans Module
Student/ postdoc.
Head of Dept/ Director
Permanentresearcher
Exhibitiondesigner
Party ModuleParty Module
ApprovedBorrower
Loan Status
AuthorisedSignatory
None
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Loan Agreement Status
ApprovedBorrower
AuthorisedSignatory
Student 1 Student 2
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The Loans Process
Request
Approval
Prepare
Dispatch
Return
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Request
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Approval
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Loan dates
*
**
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Loan dates -Extensions
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Managing items
• Object Entry items on loan to NHM
• Items for which a single Catalogue record exists
• Items for which an Accession Catalogue record exists
• Items for which an Index Lot record exists
• Items which have no data in EMu
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Managing items - Catalogued
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Managing items – Un-Catalogued
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Managing Returns
*
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Managing Valuations
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Managing Transfer of items
• Best practice:-
– All transfers managed as new loan.
– All new borrowers must be Approved Borrowers.
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Managing Transfer of items
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Exhibitions
![Page 23: Loans Management at the Natural History Museum Dave Smith UK EMu Users Group Meeting 12-13 th April 2007.](https://reader035.fdocuments.net/reader035/viewer/2022062407/56649cc45503460f9498d2cd/html5/thumbnails/23.jpg)
Dispatch of items
*
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Conclusion
• This was developed whilst second guessing at procedure.
• There may be some future changes depending on what the NHM decides is best practice and how much they differ from the flow built into EMu.
• As a loan manager myself, I have a vested interest in this development and I believe that these designs provide a great tool to be able to manage the loans process from request to final return of the items.
• It provides a good balance between ease of data entry, whilst observing best practice and being able to comprehensively document the loan, and the people involved, and track their status.
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Conclusions
• Any suggestions from the audience……………
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Questions?