SAN BERNARDINO COUNTY MUSEUM
The purpose of a loan policy for the San Bernardino County Museum (hereafter
SBCM or Museum) is to support the availability and dissemination of collections
materials and information consistent with the Museum's stewardship
responsibilities. Loans of objects to or from the Museum are temporary physical
transfers of collection objects to or from the institution, without transfer of
Objects in the permanent collection may be loaned to other museums, agencies,
and educational or cultural institutions for the purposes of exhibit, research,
identification, education, or conservation. In special instances, at the
discretion of the Curator, select individuals who are conducting legitimate
research may borrow materials for the purpose of furthering SBCM's research
mission. Students wishing to borrow artifacts or specimens must present written
permission from a faculty member of his/her institution. A facility report from
the borrowing institution and assurance that the borrowing institution's
collections care practices meet SBCM standards may be required before a loan is
Objects are not loaned if there is an unreasonable risk to the objects, or if
the objects may be put to objectionable use that would reflect upon the
integrity of the objects or the Museum. Irreplaceable objects, including type
scientific specimens and rare, fragile, or culturally sensitive objects are not
available for loan. Original photographs and documents from the Archives are not
available for loan. Generally, library materials may be used only on site at the
Museum. Some maps may be available for loan.
Curators review and make the final decision to approve or not approve all loan
requests. Loan agreements list objects, with loan terms and conditions. Approved
loan agreements must be signed by the Curator responsible for the collection and
by the borrower.
Agreements are executed for a maximum of one year. An extension is granted if
approved by the appropriate Curator. Loaned objects may not be transferred or
loaned to a third party. If the borrower wishes to transfer material, a new loan
agreement with that third party must be requested from the SBCM Curator.
Borrowers must agree to protect the material borrowed and to pay any assessments
arising from loss or damage. When requested, the borrower must provide the
Museum with proof of insurance coverage.
The borrower assumes all costs for packing, shipping, and insuring the loaned
objects, unless agreed otherwise. When returning the loaned materials to the
Museum, the borrower must pack all objects in a manner comparable to that in
which the materials were received. Arrangements for the return of borrowed
materials must be agreed upon by the SBCM Curator in advance of their return.
Upon their return, borrowed materials must be examined and treated, if
necessary, for possible pest infestation before they are returned to SBCM
If loaned objects are used in public exhibit or referenced in publications,
appropriate acknowledgement of the Museum is required. The Museum requests one
electronic copy and two paper copies of any publication resulting from the use
of collection materials.
Loaned materials may not be altered in any way, or reproduced by casting,
photographing, copying, or other methods without written permission of the
appropriate Curator. Reproduction in no way transfers the Museum's copyrights or
permissions to publish or display. Use of borrowed materials in excess of "fair
use" may constitute copyright infringement. Objects borrowed from the Museum
collections may not be reproduced for sale by other institutions or individuals
without written permission. Identification markings or labels on loaned
materials may not be removed or altered in any way by the borrower.
Loaned material may not be subjected to technical examination of any type
without the Curator's written permission.
Borrowing researchers may request permission for destructive analysis of
materials or specimens by presenting a written proposal justifying such use. The
appropriate SBCM Curator will evaluate such proposals according to scientific
value, the researcher's qualifications, and the type of sample requested.
Researchers must supply the Museum with proof that necessary permits for
possessing, transporting, and working with the particular materials have been
obtained. (See the SBCM Collections Access and Use Policy.)
Tissue samples will be loaned (granted) only upon evaluation of the project for
which the samples are requested. These loans will be made only to institutions
where the individual researcher is in good standing. Written requests must be
approved by the SBCM Curator for that collection. The request must include a
description of the project for which the tissue will be used, evidence of
qualifications of the researcher undertaking the project, a list of tissue
samples being requested, and justification for use of these particular samples.
(See the SBCM Collections Access and Use Policy.)
Incoming loans of objects for exhibit, research, identification, or educational
purposes are arranged and approved by the appropriate SBCM Curator for up to one
year, after which the loan may be extended.
The Museum will exercise the same care with respect to loaned material as it
does in the stewardship of comparable property of its own collections. When
appropriate, and with the lender's permission, incoming loan materials will be
treated for pest infestation upon arrival at the SBCM.
An incoming loan agreement that defines SBCM loan terms and conditions is
provided to the lending institution. A lending institution's own loan agreement
is acceptable in lieu of SBCM's agreement if its loan terms are comparable to
those of the Museum and when County Counsel approves legal terms.
Materials on loan to SBCM may not be transferred or loaned from the Museum to a
third party without explicit written permission from the lending institution.
It is the responsibility of the lender to notify the SBCM borrowing Curator or
Registrar regarding changes of address or ownership affecting materials on loan.
The Museum follows procedures set forth in Sections 1899-1899.11 of the
California Civil Code when it is necessary to resolve unclaimed or abandoned
The Museum insures incoming loans during transit and while on the premises (wall
-to-wall) under its non-owned fine arts insurance policy. In event of damage and
possible insurance claims, the lender must notify the Museum within 30 days of
return of the borrowed materials. If the lender elects to maintain his/her own
insurance coverage, the Museum must be supplied with a Certificate of Insurance.
The Museum does not accept objects into its collections as permanent loans,
unless exceptional circumstances exist. Permanent loans from individuals who
retain ownership of the objects obligate the Museum to insure and preserve such
objects for the owner, which is not the Museum's purpose.
In those instances where permanent loans are approved, identification
information for lenders must be updated annually. It is the responsibility of
the lender to notify the responsible Museum Curator or Registrar regarding
changes of address or ownership affecting materials on loan. The Museum follows
procedures set forth in Sections 1899-1899.11 of the California Civil Code when
it is necessary to resolve unclaimed or abandoned loan issues. The Museum
reserves the right to terminate permanent loans as necessary.
Cultural and natural history objects, under the jurisdiction and at the request
of public agencies, may be accepted for storage, preservation, and research in
the Museum collections, with the approval of the appropriate Curator.
Arrangements for the curation and retrievable storage, including fiscal
responsibility, are established according to contractual storage and collections
agreements and permits, pursuant to San Bernardino County Fee Ordinance.
Repository agreements are exempt from the annual renewal requirements for
Repository objects are processed and curated as accessioned materials, but are
numbered as loans and remain the property of the depositor. These materials are
made available to professional researchers and other qualified investigators
according to the same provisions and conditions as the Museum's owned permanent
collections. Repository objects are not loaned for sampling or destructive
analysis without documented permission of the depositor.