Do the conditions of the loan state that you will be maintaining the
objects to a certain standard?  If so, then I would think that you are
safe putting them in an archival box without contacting the lender.
After all, it's really no different than keeping them in an
environmentally controlled space or a cabinet that keeps them safe from
dust and theft.  It's just one more level of protection.

If you do decide to contact someone, I would take the opportunity to
update the loan forms.  "Descendants of the original lender" sounds like
the original lender who signed the loan form is dead.  If that is the
case then you should have a new loan signed by whoever has authority
over the objects.  It may be a trustee, executor, or heir but I would
think that you would require any active loan to have a live person
approving it.  

Our longest term loans are five years.  We often renew them many times
but we go no longer than five years without renewing the loan, updating
contact information, and confirming the lender's wishes and intent for
the loan.  Reminding the lender that they are loaning us something and
asking them to sign a new loan form has never resulted in the lender
taking back the objects and not renewing the loan.  Indeed, they
typically appreciate the professionalism of our tracking these
transactions; it makes them feel that we stay on top of these things and
that their prized object isn't going to get "lost in the shuffle" of
things at the museum.

Elizabeth Moore

-----Original Message-----
From: Museum discussion list [mailto:[log in to unmask]] On
Behalf Of Susannah West
Sent: Thursday, September 22, 2005 7:37 AM
To: [log in to unmask]
Subject: loan and maintenance questions

A somewhat related question:  we have four volumes of Matthew Henry's
Commentary (printed in 1793) on long-term loan.  A church group made a
$50
donation, specifically requesting that it be used to purchase archival
boxes
for these volumes.  I've already bought the boxes, but should I have
tried
to contact the descendants of the original lender before doing so?

Susannah West
John Rankin House
Ripley, Ohio

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