Review and evidence

A reviewer decision names the parent loan, reviewer, source revision, decision, date, reason and operation key. Approval, rejection and return are distinct decisions. The source revision matters because an owner may change the requested quantity or supporting material while review is in progress. The reviewer should compare the current item and due date as well as the quantity. A decision on an old version should not authorize the new scope.

Attachments belong to the same parent loan. Each has a title, evidence type, upload date, uploader and Internal or Shared visibility. Staff can therefore find the document that informed a decision and choose the intended audience for it. A shared file can support the people preparing the exhibition; an internal file stays within the review team under the chosen access policy.

• Review request. The owner presents the current loan and its supporting attachments.
• Decision record. The independent reviewer records an explicit outcome and reason against the examined revision.
• Evidence trail. Attachments and operation receipts remain linked to the parent after later correction or cancellation.

Define when to approve, reject or return a request. Name the evidence expected for a collection item and for an exhibition loan. Agree who may mark an attachment Shared and who verifies that a file has the appropriate visibility before it is uploaded. Reviewers should record reasons that explain the decision to the next staff member rather than a generic approval note.

Use a rehearsal where the owner submits a loan, then changes its copy count. The reviewer should require the current revision and should not self-approve the revised case. Check that the old decision remains visible for audit while the new decision applies to the correct scope.

A Loan Owner prepares a request involving an item with a special handling note. The owner attaches a handling file and sends the loan for review. The Independent Reviewer compares the item note, requested quantity and attachment, then returns the first revision with a reason. The owner updates the case and submits it again. The reviewer approves the new revision; staff can still read the earlier return and see why the scope changed. An exhibition request on the same loan receives its own submitted status and review step.

• Loan review inbox — Show loan requests in review with their revision and owner.
• Shared loan evidence — Locate the files intentionally available beyond the internal review team.

See loan review and exhibition review.