Managing Loans in CatalogIt
Museums, archives, libraries, and other collecting organizations regularly lend and borrow objects for exhibitions, research, conservation, and other institutional purposes. Managing these loans requires careful documentation, tracking, and communication to ensure objects are properly cared for throughout the loan process.
CatalogIt provides dedicated Loan In and Loan Out profiles that help manage every stage of a loan, from initial request and approval through shipping, receipt, renewal, and return. These profiles centralize documentation, track loan status, and connect loan records to related objects and exhibitions.
Types of Loans
CatalogIt supports both:
Incoming Loans (Loan In)
Objects borrowed from another individual or organization for exhibitions, research, evaluation, and other institutional purposes.
Outgoing Loans (Loan Out)
Objects from your collection that are lent to another institution or individual for exhibitions, research, educational programs, and more.
Create a Loan Profile
To create a new loan:
- Open the Profiles menu.
- Select either Loan In or Loan Out.
- Click Create New Loan.
- Enter the loan details.
- Attach any supporting documentation, such as loan agreements, correspondence, shipping records, condition reports, and more.
The loan profile serves as the primary record for managing the loan throughout its lifecycle.
Track Loan Information
Loan profiles provide a centralized location for tracking:
- Borrower or lender information
- Loan status and dates
- Shipping and insurance details
- Related documentation
- Associated exhibitions and objects
As the loan progresses, update the status to reflect its current stage, from request and approval through return and closure.
Link Loans to Exhibitions
If a loan is associated with an exhibition, you can connect the loan profile to the related Exhibition profile.
This relationship allows staff to quickly identify which loans support a particular exhibition and navigate between related records.
Associate Objects with a Loan
After creating the loan profile, associate the relevant entry records with the loan.
- Open or create the object record.
- Navigate to the appropriate panel.
- Associate the object with the related Loan In or Loan Out profile.
- Link the object to a related Exhibition profile, if applicable.
This creates a clear connection between the loaned item, the loan agreement, and any associated exhibition.
Store Documentation in One Place
Loan management often involves significant documentation. CatalogIt Loan Profiles enable you to attach and organize supporting materials directly within the profile, including agreements, insurance documents, correspondence, condition reports, photographs, and more.
Keeping documentation together ensures staff can quickly access important information whenever needed.
Benefits of Using Loan Profiles
Using Loan In and Loan Out Profiles helps:
- Centralize loan documentation
- Track loan status and deadlines
- Connect loans to exhibitions and object records
- Streamline workflows and communication
- Maintain accurate records for reporting and audits
By managing loans through dedicated profiles, CatalogIt provides a simple and comprehensive way to track objects throughout the entire loan lifecycle while supporting professional collections management practices.