Field Name

Description

Additional Carriers

Enter the names of other companies or entities that will be involved in the transportation of the shipment.

Address

This field contains the lender's full address, including street lines, city, state, zip, and country.

Arrive Date

The Arrive Date field is used to record the date upon which the items reached their destination.

Crate List

The Crate List is used to list the number and description of crates in the shipment.

Crate Types

The Crate Types field is used to enter the type of crate used. For example: Wood, Plastic, Metal, or Cardboard.

Credit Line

The credit line may express a memorial to a donor or relative of a donor, e.g., "Given in memory of Esther Crutch." The credit line often appears on exhibit labels, for example, "Gift of Mr. and Mrs. Edwin Hopewell."

Dataset

The Dataset field is a way to indicate which records are part of certain groups. It is a remnant field from older versions of the software. This field is controlled by an authority file.

Description of Items

Enter a brief description of the items in this unlimited notes field. For example, you may describe the group of items as:20 black and white photographs2 books1 rhinestone bracelet6 letters from Helen Johnston to her husband, General Albert Johnston Since each item will later be cataloged individually, a detailed description is not necessary.

Display Restricted Flag on Associated Catalog Records

Check this box to display a Restricted Flag on all associated catalog records.

Due Date

Enter the date on which the incoming loan is due to be returned.

Entered

The date and time the record was added is automatically entered in this field.

Entered by

The name of the person who added the record is automatically entered.

Form of Transportation

Use this field to describe the form of transportation for the items. For example, "truck."

Handlers

List the person or people responsible for handling the materials during shipping.

In Memory of

The "In Memory of" field is used to list any special memorial associated with the loan.

Instructions

This is an unlimited notes field where you can enter instructions regarding the items.

Insurance Company

Insurance Company is used to record the name of the insurance company which insures the items.

Insurance Phone No

Insurance Phone is used to record the phone number of the insurance company that insures the items.

Insurance Policy Expiration Date

Use this field to record the date upon which the policy will expire.

Insurance Policy No

Policy No is used to record the insurance policy number covering the items.

Insurance Premium

Insurance Premium is used to record the dollar amount of the insurance policy.

Insurance Representative

Insurance Representative is used to record the name of the insurance agent responsible for the policy insuring the items.

Insured by

Select the radio button to indicate whether the incoming loan items are insured by the borrower or the lender.

Insured Value

Insured Value is used to record the amount of insurance coverage on the items.

Last Modified

The last date and time the record was changed is automatically entered in this field.

Last Modified by

The name of the last person to edit the record is automatically entered in this field.

Loan No

Loan No is the unique number assigned to an incoming loan.

Notes

The Notes field may be used to record any additional information. There is no limit to the number of lines or the type of information recorded in this field.

No of Crates

Enter the number of crates in the shipment comprising the incoming loan.

Other No

Other Number can be used to record the loan number from the lending institution or an in-house loan number.

Price or Value

The current value determined for the item or group of items in the incoming loan.

Primary Carrier

Enter the name of the company or entity that is primarily responsible for the transportation of the shipment.

Primary Contact

If the source of a loan is a company, government agency or other entity, use the Contact field to record the name of the individual to contact regarding the incoming loan. For incoming loans, this is usually a curator or other official of the loaning institution who authorized the loan.

Purpose

Give a short description of the purpose of the incoming loan. Example: "Museum Exhibit, Treasures of the West."

Receipt No

This is a unique number assigned to any object or group of objects when they are held in temporary custody before being assigned a loan number.

Received As

This field allows you to select the type of loan you have received. This field is controlled by an authority file.

Received By

Enter the name of the officer of the museum who approved the receipt of the incoming loan. This is usually the director, a curator, or head of the collections committee. This field is controlled by an authority file.

Received Date

The date on which the incoming loan items were received. Sometimes the exact date is unknown.

Renewed by

Enter the name of the person who renewed the incoming loan. This field is controlled by an authority file.

Renewed Date

Enter the date upon which the incoming loan was renewed for an additional term.

Renewed Until

Enter the new due date for the incoming loan.

Restrictions

Record information about any restrictions imposed on access to the materials in this incoming loan. Make a note specifying the details of the restriction, including the date when such restrictions will be lifted. Additional information should be recorded regarding jurisdiction, i.e., the person, institution, or entity through which the terms governing access are imposed, enforced, or appealed.

Return Date

Use this field to indicate the actual date that the incoming loan was returned.

Ship Date

The Ship Date field is used to record the date upon which the items were shipped.

Shipped from

Enter the name of the institution from which the items were shipped.

Shipped to

Enter the name of the institution to which the items were shipped.

Shipping Notes

Use the Shipping Notes field to record additional information about the shipping that may be relevant that has not been covered in the other fields.

Source

The name of the original lender or source of the item(s). This can be the name of the individual lender, organization or other entity from which the items were received.

Status

The Status field is designed to provide flags to alert the user to special information about the record. This field is controlled by an authority file.

Status by

The name of the person who assigned a value to the Status field is automatically recorded in this field.

Status date

The last date and time an item was assigned a Status value. This field is populated automatically.

Tracking No

Tracking No can be used to record the tracking number for the shipment.

Transportation cost paid by

Select whether the transportation costs for incoming loan items will be paid for by the borrower or lender.

When Acquired

Record information about the date on which the artifact was acquired by its original or current owner and any information the owner may have about the date of manufacture or creation of the artifact.

Where Acquired

Record information about the place of origin or manufacture of the artifact and any information the owner may have about where the item was acquired by the current or original owner.

Who Acquired

Record information about the original owner of the artifact and any subsequent owners known by the donor. This provenance information is important in the documentation of the item.