Collection and organizations

Collection staff keep a named item and a stable code for each loan counterparty. An active item has a contact name, address and eligibility note. Those details give the Loan Owner a specific person and a recorded eligibility context before asking for copies. The organization link establishes which institution owns the item record; the same organization anchors staff membership and loans.

For an exhibition request, the owner should open the intended item and confirm that its contact and eligibility note still reflect the actual arrangement. A similarly named item in another organization is a separate record. The code and organization together help the team avoid selecting the wrong provider when a loan is created. Confirm the contact before the owner submits a request, especially when an item has changed hands since the last display.

• Organization record. Name, code, active state, time zone and currency give staff a common operating context.
• Item record. The name, code, contact and eligibility note describe the collection resource available to the loan team.
• Loan link. Each loan names its organization and a counterparty item, preserving the selected source even as the work moves through review.

Agree who maintains item eligibility and who can mark an organization or item active. Decide how codes are assigned and how contact changes are checked before a new loan is submitted. Staff should also agree what an eligibility note must say for a fragile or restricted item. The note should guide review; it does not replace an independent approval decision.

Start with one operating organization and representative item records. Link each staff membership to the right organization and platform user. Rehearse a case with two items whose names are close enough to confuse staff, then confirm that the loan shows the intended counterparty.

A Collection Manager records a textile object with its provider contact and an eligibility note stating the approved handling context. A Loan Owner selects it for an exhibition loan, sets a due date and requested copy count, and attaches the relevant evidence. The Independent Reviewer checks the item link against the attachment and records a decision on the exact loan revision. If the selected item was wrong, the owner corrects the draft scope and resubmits it; the earlier decision remains traceable.

• Active collection items — Find eligible item records and check their contact details before creating a loan.
• Approved loans — Check the collection item selected on approved loan requests before custody work begins.

See loan creation and review and exhibition scope.