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The book loan for exhibitions is a way to contribute to the dissemination of library collections. Requests for loan of library books are becoming more and more frequents in order to organize exhibitions. For this reason and despite the conditions of transport and installation of works they are becoming safer, a series of measures has to be taken in order to eliminate the risk or reduce it as much as possible.

With this purpose the regulations and guidelines that must be followed by the libraries of the different centres of the University that loan funds are discussed below.

1. Loan request

The organiser of the exhibition must request far enough in advance (at least three months before the expected date of the work release) the lending of the books that you want to exhibit, in order to proceed to the possible restoration, microfilming or photography of works and its editing.

To obtain the loan you should state the following data:

  1. Exhibition title and name of the applicant institution.
  2. Name and address of the person responsible for the exhibition.
  3. Location and date of the beginning and ending of the exhibition.
  4. Report about the environmental and security conditions of the rooms in which the exhibition will be organised.
  5. Report about the characteristics of the expected transport. The library will provide the corresponding application forms that applicants should formalise. A formforeachwork.

2. Authorisation

In any case the rules established by the Ministry of Education and Culture will be applied (temporary export permit if they are exhibitions abroad) and the rules and guidelines of REBIUN.

The release of any work of the historical collection of the library to be exhibited must be authorised by the principal, previously seen the technical report of the management of the library. In this report you should assess:

  1. The technical and physical conditions found in the borrowed works.
  2. The location conditions where the exhibition will be organised by which the temporary loan is demanded.
  3. An assessment of the borrowed works, in order to hire insurance.

3. Export authorisation

Works intended for exhibitions which are organised outside the state territory must count onthe temporary export permit of the Ministry of Education and Culture (art. 31 of the Law of Spanish heritage), through the Board of Qualification, Assessment and Export of the Spanish Historical Heritage Goods. For this purpose, the follow-up supplementary documentation is required:

  • Five photographs or photocopies of the loan works (cover, front cover, preliminaries, first page, last page or colophon, each of them in duplicated copy, to identify the work in the customs. The photographs must be attached with the temporary export application.

To formalise the request you must provide the details of the applicant (name, ID card or passport, nationality, address and telephone) and the technical description of the work.

4. Insurance

Every piece that comes up their usual place must be protected by an insurance policy. This policy should be processeddoor-to-door, it should cover the time that the works are outside the library and will be in favour of this.

The address of the library, previously consulted the Evaluation and Documentation Service of the National Library of Madrid, will fix the value for each of the loan pieces, ensuring that the loan amount is indicated for each work.

The university reserves the right to reject or accept the insurance company proposed by the applicant organisation.

5. Security measures for books

In order to anticipate potential risks, the works lent before delivering them will be microfilmed or photographed. The cost of reproduction will be charged by the organiser of the exhibition. The microfilms, photographs and their negatives will remain the property of the library.

The prints, maps, drawings, etc…, before leaving the library they must be prepared by experts, so that they do not suffer any damage. The expenses incurred by this special packaging will be paid by the organiser.

The loan works must be in optimum storage conditions. The loan will not beauthorised if the books condition or the circumstances of the exhibition as they advise it. If you had to make some kind of restoration, cleaning or binding for the conditions of the loan books of which are unavoidable, the direction of the library will choose where and how it should be done with full guarantee and expenses will be paid by the organiser.

6. Copying the books

It is not allowed the total or partial copy of loan books for exhibitions without the corresponding authorisation.

If the works are under the Intellectual Property Act (Law 22/1987, 11 November), the borrower must agree specifically not to use copies that against the dispositions of the Law.

7. Packaging and transport

The packaging and transport of the works will be carried out with the maximum guarantees by specialised companies. Both the packing and unpacking will be supervised by the library staff.

The transportation boxes must be prepared against moisture, temperature changes, blows or any other accident that may damage the pieces.

The expenses generated by all this process will be charged to the organising entity.

In the case that the value of the works or special circumstances requires it, we will hire the services of a security agency, it may be charged to the entity that organises the exhibition. The university library reserves the right to accept or refuse the transportation agency and the security company proposed if they do not guarantee the necessary guarantees.

8. Duration of exhibitions

The exhibition permission will be granted exclusively for the exhibition at a single site and with a maximum duration of 6 months per year. Once this period finishes, the works exhibited will not be loaned during the next four years.

Itinerant exhibitions are not recommended, and in any case it will be subject to a special authorization, according to the duration, itinerary, intervals, etc.

9. Preservation measures

The indispensable conditions for the exhibition of pieces are the following:

  1. Environmental humidity should not exceed the limits 50-65%.
  2. Temperature should not be lower than 15 ºC or exceeds 22 ºC.
  3. Exhibition in closed display cabinets should be done taking into account ventilation, temperature, appropriate humidity for pieces, for this reason these display cabinets should be locked and should have ventilation for pieces without compromising security.
  4. Lighting should be filtered light and will not exceed 75 luxs. The works should not be exposed to sunlight.
  5. The exhibition premises should have appropriate security and vigilance.

The university library reserves the right to inspect the conditions of installation and security of the exhibition premises, and in the event that they may find them insecure they can cancel the loan.

For the control of the transport or the installation of the works that are going to be exhibited, the library could send someone from the library staff for relocation and stay, which will be in charge of the exhibiting company.

10. Exhibition catalogue

For the illustration of the exhibition catalogues is allowed the partial copy of the loan works. In this case, must appear, both in the pictures and in the bibliographical references, the information about the library where the books belong and the corresponding signature.

The organisers of the exhibition should send two copies of the published catalogue to the university library that have loaned the funds.

11. Delivery and devolution

The same form used for the request will serve for delivery and devolution.

The books will be removed from the library by appropriated accredited staff.

The deadlines for removing the pieces, both for the opening of the exhibition as its closing, should not exceed the 8 days before and after these dates.

After receiving the books, and before to sign the corresponding reception form, the library will check the preservation state of the returned books for detecting any possible damage or loss.

If there is any problem, will be registered in the reception form and the Office of The Principal of the University will be informed about it, in case it is necessary to demand responsibilities.


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