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Loan Module User Guide

Overview

The AHG Loan Module provides comprehensive loan management for GLAM (Galleries, Libraries, Archives, Museums) institutions. Whether you're lending artworks for an exhibition, borrowing archival materials for research, or licensing digital assets, this module handles the entire loan lifecycle.

Supported Sectors

The loan module adapts to your institution type:

Sector What You Can Loan Key Features
Museums Artifacts, artworks, specimens Condition reports, facility assessments, insurance tracking
Galleries Artworks, sculptures Consignment support, artist notifications, sales tracking
Archives Documents, records, photographs Reading room access, surrogates, restricted materials
Digital Assets Images, videos, documents Licensing, usage rights, download management

Getting Started

Accessing the Loan Module

  1. Log in to AtoM with your credentials
  2. Navigate to Loans in the main menu
  3. You'll see the Loan Dashboard with an overview of all loan activities

Understanding Loan Types

  • Loan Out: You are lending items to another institution
  • Loan In: You are borrowing items from another institution

Creating a New Loan

Step 1: Start a New Loan

  1. Click New Loan Out or New Loan In button
  2. Select the purpose of the loan

Step 2: Enter Partner Details

Fill in information about the other institution: - Institution name - Contact person - Email and phone - Address

Step 3: Set Loan Dates

  • Start Date: When the loan period begins
  • End Date: When items should be returned

Step 4: Add Objects

  1. Click Add Object
  2. Search for items in your collection
  3. Select the items to include
  4. Add any special requirements for each item

Step 5: Insurance Information

Enter insurance details: - Insurance type (borrower covers, lender covers, shared) - Total value - Policy number (if known)

Step 6: Submit

Click Save to create the loan in draft status.

Loan Workflow

How a Loan Progresses

┌─────────────────────────────────────────────────────────────────┐
│                        LOAN WORKFLOW                            │
├─────────────────────────────────────────────────────────────────┤
│                                                                 │
│   ┌─────────┐    ┌──────────┐    ┌──────────┐    ┌─────────┐  │
│   │  Draft  │───>│ Submitted│───>│ Approved │───>│Preparing│  │
│   └─────────┘    └──────────┘    └──────────┘    └────┬────┘  │
│                                                        │       │
│                                                        v       │
│   ┌─────────┐    ┌──────────┐    ┌──────────┐    ┌─────────┐  │
│   │ Closed  │<───│ Returned │<───│ On Loan  │<───│Dispatched│ │
│   └─────────┘    └──────────┘    └──────────┘    └─────────┘  │
│                                                                 │
└─────────────────────────────────────────────────────────────────┘

Status Descriptions

Status What It Means Who Acts
Draft Loan is being prepared You
Submitted Awaiting review Supervisor/Curator
Under Review Being evaluated Curator/Director
Approved Ready to proceed Registrar
Preparing Getting objects ready Collections staff
Dispatched Objects sent Courier/Registrar
On Loan At borrower location Borrower
Returned Objects back Collections staff
Closed Loan complete Registrar

Managing Loans

Viewing Loan Details

Click on any loan number to see: - Full loan information - List of objects included - Documents attached - Status history - Available actions

Filtering and Searching

Use the filter bar to find loans by: - Type: Loans Out or Loans In - Status: Active, Overdue, Returned, etc. - Partner: Search by institution name - Overdue: Show only overdue loans

Taking Actions

Available actions depend on the current status:

Current Status Available Actions
Draft Edit, Submit, Cancel
Submitted Review, Request Info, Reject
Approved Send Agreement, Cancel
Preparing Start Packing, Record Condition
Dispatched Mark In Transit, Confirm Receipt
On Loan Initiate Return, Extend
Returned Verify Condition, Close

Condition Reports

Why Condition Reports Matter

Condition reports document the state of objects before and after loans. This protects both lender and borrower.

Creating a Condition Report

  1. Open the loan details
  2. Click Add Condition Report
  3. Select the object
  4. Record the condition:
  5. Overall condition (Excellent/Good/Fair/Poor/Critical)
  6. Structural condition notes
  7. Surface condition notes
  8. Any existing damage
  9. Add photographs
  10. Save the report

Comparing Conditions

After a loan returns, compare pre-loan and post-loan conditions: 1. Open the returned loan 2. Click Compare Conditions 3. Review any changes highlighted

Facility Reports

What is a Facility Report?

A facility report assesses whether the borrower's venue is suitable for your objects. This is especially important for museums.

Completing a Facility Report

  1. Open the loan
  2. Click Facility Report
  3. Enter venue details
  4. Assess:
  5. Environmental controls: Climate, humidity, UV
  6. Security: Alarms, CCTV, guards
  7. Display setup: Cases, barriers, lighting
  8. Add photos of the venue
  9. Provide an overall rating
  10. Submit for approval

Facility Ratings

Rating Meaning
Excellent Exceeds all requirements
Good Meets all requirements
Acceptable Meets minimum standards
Marginal Improvements needed
Unacceptable Cannot proceed

Shipping and Transport

Arranging Shipment

  1. Open the loan details
  2. Click Arrange Shipment
  3. Select or add a courier
  4. Enter pickup and delivery details
  5. Add tracking number when available

Tracking Shipments

The system tracks shipment status: - Planned - Picked Up - In Transit - Out for Delivery - Delivered

Recording Costs

Track all loan-related costs: - Transport - Insurance - Packing/crating - Customs duties - Courier fees

Calendar and Scheduling

Viewing the Loan Calendar

  1. Navigate to Loans > Calendar
  2. See all loans visually:
  3. Loan periods as bars
  4. Start and end dates marked
  5. Overdue items highlighted in red

Checking Object Availability

Before creating a loan: 1. Search for the object 2. Click Check Availability 3. See when the object is already committed

Notifications and Reminders

Automatic Reminders

The system sends reminders: - 30 days before due: Initial reminder - 14 days before due: Action required - 7 days before due: Urgent reminder - Overdue: Immediate attention needed

Managing Notifications

View notification history in loan details under Notifications tab.

Reports and Dashboard

Dashboard Overview

The loan dashboard shows: - Total active loans - Overdue count - Due this month - Insurance exposure - Recent activity

Available Reports

Report What It Shows
Active Loans All current loans
Overdue Report Loans past due date
Partner Summary Loans by institution
Annual Statistics Yearly loan activity
Insurance Report Total values at risk

Exporting Data

  1. Go to Loans > Dashboard
  2. Click Export
  3. Choose format (CSV, PDF)
  4. Select report type

Best Practices

Before Creating a Loan

  1. Verify object availability
  2. Confirm insurance requirements
  3. Check any restrictions on the object
  4. Gather partner contact details

During the Loan

  1. Keep documentation updated
  2. Monitor due dates
  3. Track shipment status
  4. Respond promptly to issues

After Loan Return

  1. Complete post-loan condition report immediately
  2. Document any damage or changes
  3. Close the loan properly
  4. File all documentation

Troubleshooting

Common Issues

Problem Solution
Can't find an object Check if it's already on loan
Status won't change Ensure you have the required permissions
Missing notifications Check email settings and spam folder
Report won't generate Try a different browser or clear cache

Getting Help

  • Contact your system administrator
  • Check the technical documentation
  • Submit a support request through the system

Glossary

Term Definition
Borrower Institution receiving items on loan
Lender Institution providing items for loan
Condition Report Document recording object's physical state
Facility Report Assessment of borrower's venue
Loan Agreement Legal contract between parties
Consignment Artwork placed for potential sale
Surrogate Copy used instead of original
Wall-to-wall Insurance coverage for entire journey

Quick Reference Card

Creating a Loan

  1. Loans > New Loan Out/In
  2. Add partner details
  3. Set dates
  4. Add objects
  5. Enter insurance
  6. Save and submit

Processing a Return

  1. Open loan
  2. Click "Initiate Return"
  3. Arrange shipment
  4. Confirm receipt
  5. Complete condition report
  6. Close loan

Key Shortcuts

  • Ctrl+N: New loan
  • Ctrl+F: Find loan
  • Ctrl+S: Save changes

Last Updated: January 2026 Version: 1.0.0 AHG Loan Module - Part of the AtoM AHG Framework