Borrowing from our Collection

We will always ensure that:

• SSE can account for the dispatch of all heritage objects from its premises, including those which have been deposited or loaned or are being returned to the owner;
• The location information for the accessioned objects leaving SSE’s premises is maintained;
• All objects are dispatched with appropriate authorisation; and
• A signature of acceptance from the recipient is obtained when transferring custody of an object between parties.

SSE’s exit and entry documentation will ensure that:

• Legal requirements and SSE’s Heritage Collection Management Policy are fulfilled when objects leave or enter its premises;
• SSE can account for the exit and entry of all heritage objects from its storage site/s, including those which have been loaned within the company;
• The location information for accessioned objects leaving SSE’s storage or display sites is maintained;
• All objects move only with appropriate authorisation; and
• A signature of acceptance from the recipient is always obtained when transferring custody of an object between parties. Where the first recipient is a courier, it may also be necessary to get a signature from the person or organisation to which it is being delivered.

SSE will use Object Entry and Exit records in the case of:

• Outward loans;
• Inward loans;
• Temporary transfers within the Company from site to site;
• Permanent transfers to other museums or heritage bodies; and
• Disposal by destruction as a last resort.

An entry or exit record must be completed and signed before any material is released or obtained. Written authorisation from the Head of Heritage or Heritage Development Officer must be received for any loan or transfer of objects into or out of the collection. Forms must be returned to the Heritage Development Officer for scanning and appending to the MODES database which records the location of all assets.

SSE will maintain a record of all incoming and outgoing assets. The following information should be included for each dispatch:

• Object or entry number;
• Brief description;
• Person responsible;
• Condition;
• Valuation if required for indemnity or insurance;
• Authorised signature of the organisation the object is leaving
  (or reference to signature, if a computer record);
• Destination name, address, and telephone number;
• Reason for incoming loan or exit
• Signature of receiving officer/agent (or reference to signature if a computer record);
• Date of entry or exit;
• Date of delivery;
• Anticipated return date (if applicable) and method; and
• Reference to appropriate file containing additional details.

SSE uses the Exit Form to generate an exit record. A copy is:

• Kept in an exit file at the site of the Heritage Collection;
• Scanned and stored digitally within the Heritage team’s files; and
• Given to the recipient.

The master copy must be kept as it serves as SSE’s legal master record and audit trail.

Exit information must be consistent with other information required for inventory control, including updating the MODES database of objects.

Appropriate documentation must accompany the object. This includes:

• A receipt for signature and return by the recipient;
• The appropriate insurance or indemnity documents (if a loan out); and
• The unpacking instructions (if a loan out where required).

Details of material currently out on loan are particularly important and must be protected. Use good quality materials and make backup copies to ensure their survival. Digital copies will be stored securely away from the set at the Old Power Station.

If an entry form is filled in with a ball point pen, use one of known archival quality as the inks on ordinary ball point pens are known to fade.

In the case of loans, after the object’s arrival at its destination has been confirmed, the Heritage Development Officer will:

• Request and record return of receipt from owner/recipient;
• Act immediately on any problems reported;
• Update inventory records;
• Update location records; and
• Update insurance and indemnity records (if applicable).