I once heard it said that a condition report with only one signature (i.e.,
the borrower) is merely an opinion. All condition reports needs to be
signed by both parties at the time the loan object is brought to the museum
(in-coming report) and again when it is returned (out-going report).
Educating individual owners on what various descriptive terms mean can be
time and patience consuming, but is really worthwhile. I like the idea of
having the owner do the report or even better, the owner and museum
representative doing it together.
For more information on condition report I highly recommend Basic Condition
Reporting written by the Southeastern Registrars Association.
janice
Janice Klein
Director, Mitchell Museum of the American Indian
[log in to unmask]
www.mitchellmuseum.org
-----Original Message-----
From: Museum discussion list [mailto:[log in to unmask]]On
Behalf Of Sabrina Henneman
Sent: Thursday, April 06, 2006 3:57 PM
To: [log in to unmask]
Subject: Re: Condition Report for Incoming Loans
I have always been very detailed (I've only done outgoing and incoming
loan condition reports for artwork). I list cracks, loose joints, loss
of frame detail, abrasions, finger poke type cracks on canvases, obvious
inpainting or dull surfaces, etc. on both our stuff going out and stuff
coming in. I want people to know how detailed I expect them to be,
especially when dealing with expensive artwork.
If the lenders who were "taken aback" were individuals, I would send
them a blank condition report and verbally explain what things to look
for. Often, they don't look really close at their pieces. There should
always be an incoming condition report; it protects you from liability
if they do one and you verify its accuracy immediately when the object
is unpacked. If your site often doesn't get one with the piece, I would
make it a habit during lending discussions to indicate that you require
a condition report, and will fax/mail them a blank one if they need it.
We only notify the lender if we discover something different during our
examination that warrants a conversation. Otherwise, they get our
condition reports when it is sent back to them.
Sabrina Henneman
-----Original Message-----
From: Lea Foster Warden [mailto:[log in to unmask]]
Sent: Thursday, April 06, 2006 1:32 PM
To: [log in to unmask]
Subject: [MUSEUM-L] Condition Report for Incoming Loans
Hello,
As my experience with loans is isolated to one museum I am wondering
what
the consensus is within the profession about sharing condition reports
with
lenders. Would the validity of a condition report be questioned if a
claim
arose and both parties did not have a time dated condition report?
It has always been my understanding that a copy of the report is sent to
the
lender creating a time dated recorded, which acknowledges and forms an
agreement on noted condition issues. Eighty-five percent of the time our
museum does not receive a condition report from the lender. Also we
often
rely on private lenders who are unfamiliar with museum procedures and
terminology.
Recently the question was raised as to whether or not a copy of
condition
report needs to be sent to the lender. We have had instances where
lenders
were taken aback by reports that list cracks, marks, or loose joints,
etc.
We've thought about creating a information sheet to send with reports
that
explains why the document was created and explain related terminology.
What is the standard proceedure? How detailed should the report be?
Thanks,
Lea Warden
Collections Manager
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