The great seals of Elizabeth I & II
Security and insurance
Security and insurance
Exhibition premises shall in all respects be safe and secure and adequate safeguards must be available before any items are borrowed. The standards required are those of the Museum Security Advisor to the Museums and Galleries Commission.
First time applications for a loan may be subjected to an evaluation by the Museum Security Advisor.
All documents must be displayed in locked showcases. Any other method of display, particularly wall mounted, must be discussed with the senior conservator at The National Archives.
Documents must be placed in their showcases by the accompanying member of The National Archives staff, who will supervise the locking of the case, after which time the exhibits and their mounts must remain undisturbed. An alarmed case may be specified by The National Archives for items of exceptional value.
No conservation measures of any description may be carried out other than at The National Archives, or when The National Archives staff are present.
Environment
The National Archives will require written assurance that the environmental conditions are suitable for the exhibits and will stipulate any necessary changes. The temperature in the exhibition should not exceed 20 C, the relative humidity should be 55% +/- 5% and the lighting should not exceed 50 lux.
No food, drink or smoking can be allowed in the exhibition area.
Insurance against damage
The National Archives will determine the insurance value required in all cases.
A U/K government indemnity can be accepted from libraries, galleries and museums within the United Kingdom, but commercial insurance will be necessary where that facility is not available, and from foreign borrowers. Proof of such insurance, whether covered by the U/K Government Indemnity Scheme or a commercial insurance will be required before the loan is made.
In the case of overseas loans, insurance arrangements must be made by, and at the expense of, the borrower.
Packing and display
The National Archives will pack all items for transport to and from the exhibition.
Such packaging must be stored safely by the borrower during the course of the exhibition to enable it to be used for the return of the exhibits.
The National Archives will mount all exhibition items in consultation with the exhibition organisers. Wherever possible the items will travel ready mounted; if this is not possible, the display will be arranged under the supervision of the accompanying member of The National Archives staff in accordance with any previously agreed design. None of the mounts or cradles is to be removed or changed in any way during the exhibition.
A condition report will accompany each item on loan and must be agreed with the borrower before display. It must be checked and agreed at the end of the exhibition.
Travel
Items should travel shortly before the exhibition opens to minimise risk and to avoid inconvenience to readers at The National Archives.
The National Archives will decide the carrier to be used and make the necessary arrangements for exhibitions in the UK. For overseas exhibitions it may appoint a shipping agent to make arrangements on its behalf.
All items must travel under the constant personal supervision of the member of The National Archives staff, even if that necessitates the purchase of extra aircraft or train seats.
Customs formalities for overseas loans will be handled by the UK shipping agent. The borrower is responsible for making similar arrangements for the return journey. No loan is to be unpacked, other than by the member of The National Archives staff, for examination at any point on either journey.
Documents must not be stored anywhere other than the stated place of exhibition.
