Some years ago in my days of running Hackney Archives, we stopped taking new indefinite loans from individuals.  Past practices had led to too many phantom depositors, who had not stayed in contact. To a certain extent the same problem applied to BRA deposits from long-defunct solicitors where successor firms had no knowledge of past and ancient client records.

To protect any comparatively short-term interests on the depositor side, we introduced a deposit for a specified term of years, at the end of which period the deposit automatically became a gift. This may also work with voluntary bodies who deposit their records when closing down, where there may be trustees at the time of closure, but no obvious successor body to take on the responsibility of a depositor when they die.

If contacts still exist for past indefinite deposits, negotiating a change to deposit becoming gift after a specified term of years will be to the advantage of the record office.

David Mander

-----Original Message-----
From: Archivists, conservators and records managers. [mailto:[log in to unmask]] On Behalf Of Pamela Birch
Sent: 13 December 2019 11:39
To: [log in to unmask]
Subject: Re: Indefinite loans

Bedford BC - OFFICIAL-Unsecure



These are our current terms of deposit for material on loan.

1.4 It is understood that while the period of custody is unspecified, the records shall remain deposited for at least twenty years, a period deemed sufficient to justify the Council’s expenditure on the records.

1.5 Nevertheless, records may be withdrawn by the depositor on the terms specified below (6) but in the event of permanent withdrawal (6.2 – 6.4), the Council reserves the right to claim re-imbursement, in accordance with the scale of charges then in force, for expenses incurred in administering and preserving the records.

1.6 The Council reserves the right, subject to the consent and authority of the depositor, to return records deemed to be of no historical interest, to transfer records to a more appropriate place of deposit, and to weed and destroy records where deemed necessary.

A quick glance at our records seems to indicate that this has been the case since at least the early 1980s, probably connected with a review carried out by the county archivists group or some such body in about 1982. This approach seems to have worked quite well for us so far.

Regards
Pamela Birch
County Archivist
Bedfordshire Archives & Records Service
More than 800 years of history and 100 years of service.
Open: Mon 9.15am-5pm (5-7pm by prior appointment only), Tues, Wed & Fri 9am-5pm. If you wish to visit please contact us (01234 228833 or [log in to unmask]<mailto:[log in to unmask]>) to make a booking. Closed Thursday.
Tel: 01234 228908 (direct line) 01234 228833 (main office) www.bedford.gov.uk/archive<http://www.bedford.gov.uk/archive> Twitter @BedsArchives


From: Archivists, conservators and records managers. [mailto:[log in to unmask]] On Behalf Of Paul Davidson
Sent: 12 December 2019 17:45
To: [log in to unmask]
Subject: Indefinite loans

Hi

We are currently updating our loans policies, and have come up against the issue of indefinite loans. Although  we accept new collections as donations whenever possible, we do have a few collections on indefinite loan, and there is some small scope for us to be flexible about this in our collections development policy.

What are your views regarding the pros and cons  of indefinite loans? Do you accept collections as loans long-term, and if so do you impose time periods with a possibility for renewal rather than going down the 'indefinite' route?

Many thanks for your advice

--
Paul Davidson
Collections Officer

Hillingdon Local Studies, Archives and Museum Service Level 6 Central Library High Street Uxbridge Middlesex
UB8 1HD

tel: 01895 250702


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