Generating Collections Forms in CatalogIt

Consistent and professional forms are essential for responsible collections care. CatalogIt enables Museum account users to generate standardized legal and collections forms directly from your database records, saving time and reducing errors by pulling live data from your collections.

Standardized forms help you:

• Clarify expectations and legal obligations with donors, lenders, and borrowers. 
• Reduce risk by minimizing ambiguous or inconsistent wording. 
• Accelerate workflows by linking form content to existing database records. 
   

Types of Forms in CatalogIt

• Deed of Gift: records the permanent transfer of ownership from a donor to the museum.
• Deed of Gift Thank You: a thank you letter sent to donors acknowledging the receipt and formal acceptance of their gift.
• Loan In Agreement: sets terms for objects temporarily borrowed by the museum.
• Loan Out Agreement: sets terms for objects temporarily loaned from the museum to another party.
• Temporary Custody Agreement: documents receipt of objects before acquisition or loan decisions are finalized. 
• Temporary Custody Return Receipt: documents the return of objects that were held in temporary custody. 

Form Structure in CatalogIt

CatalogIt structures these forms by drawing information from related records, including:

• Exhibition Profiles – Overall exhibition details. 
• Loan In Profiles – Lender-specific loan information. 
• Object Record – Detailed data on individual objects.
• Person or Organization Records – Donor, Lender, or Borrower details, such as address, etc.

This hierarchy ensures clear linkage between exhibitions, loans, and the objects involved. 

Exhibition Profile
  └─ Loan In Profile
       └─ Object Record

How to Create an Incoming Loan Form

Follow these steps to generate a complete loan form:

1. Set Up the Exhibition Profile 

If the loan is for an Exhibition, create an Exhibition Profile and enter:

• Exhibition Name
• Exhibition number
• Dates
• Venue

This serves as the central record for all related loan documentation. 

2. Create Loan In Profiles

For each lending organization or individual:

• Create a Loan In Profile linked to the exhibition. 
• Each Loan In Profile gets a unique identifier (e.g., L2026.1). 
• Include the lender’s contact information, loan purpose, loan dates, and insurance or shipping terms. 
• Upload supporting documents (insurance, correspondence, etc.).
• Use the related exhibition Profile to link the exhibition to the loan.

3. Link Loaned Objects

For every object in the loan:

• Assign an Entry/object ID number in concordance with the parent Loan In Profile (e.g., L2026.1.1).
• Link each object back to both its Loan In Profile (under ‘Intake’) and the overarching Exhibition Profile (under ‘Exhibitions’). 
• Verify object data (condition, insurance values, medium) is up-to-date.

4. Populate and Generate the Loan Form

Once your records are linked:

• Navigate to your Loan In Profile.
• Click Actions Menu > Forms. 
• Choose Loan Agreement.
• Download as .docx for printing or further edits. 

CatalogIt uses data from these records to auto-fill the form:

• Exhibition Profile
• Loan In Profile
• Entry Object Records 

Note: You can edit the downloaded form to continue to customize or refine it for the specific needs of this loan. 
 

Customizing Your Form Templates

You can tailor form templates to reflect your institution’s language and legal requirements:

• Open Settings > Account Settings > Forms. 
• Download the default .docx template.
• Edit content in Word or Google Docs. 
• Upload the revised .docx file to replace the default. 

Notes: 

• Auto-populated fields from CatalogIt can’t be altered in the template — only the surrounding/verbiage text can be customized. 
• Only users with Admin or Owner access can upload or change form templates. 

Tips for Best Results

• Always ensure core fields (dates, object details, insurer values) are fully completed in the database — this saves you time when generating forms.
• Use the built-in numbering conventions to keep forms traceable and consistent.
• Regularly review and update form templates to match evolving institutional standards.