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King’s Own Yorkshire Light Infantry Regimental Museum ACQUISITION & DISPOSAL POLICY 2003 – 2008 Contents 1 Introduction 2 History of the Regiment and Regimental Collections 3 Acquisition 4 Disposal 5 Educational and Loan Collections Appendices 1. Regimental Titles 2. Conditions for Loans Out 1 INTRODUCTION The King’s Own Yorkshire Light Infantry Regimental museum is a Registered museum governed by the Regimental Trustees, in whom ownership of collections is vested. The collections referred to in this policy are housed on two sites: Doncaster Museum & Art Gallery Displays in the Regimental Gallery and some reserve collections in store, including medals, regimental silver, uniforms, firearms, photographs and other regimental objects and equipment, also some paintings and prints. Minden House, Pontefract Regimental archives, silver and some pictures, including paintings and photographs. The aim of the Regimental Museum is to commemorate and promote public awareness and understanding of the role of the King’s Own Yorkshire Light Infantry and its constituent units, in war and peacetime, and of the impact and role of the Regiment in the local history of Doncaster and South and West Yorkshire. Its policy for acquisition and disposal of collections stems from the aim of the Regimental Museum. 2 HISTORY OF THE REGIMENT AND REGIMENTAL COLLECTIONS 2.1 The History of the Regiment The Regiment first came into being in 1755 and was titled the 53rd Regiment. In 1757 it became the 51st Regiment of Foot. Its number has been unaltered although in 1881 as part of the Cardwell Reforms it amalgamated with the 105 th Foot (The Madras Light Infantry), the 51st becoming 1st Bn. KOYLI and 105th Foot becoming the 2nd Bn. KOYLI (South Yorkshire Regiment). During both World War I and World War II the numbers of KOYLI battalions increased, only to be reduced in peacetime. In 1948 only 1st KOYLI (51st – 105th ) survived. This became 2nd Bn. Light Infantry in 1968 when all the county Light Infantry regiments were amalgamated. A list of Regimental Titles for the battalions of the KOYLI is reproduced in Appendix 1 for reference. 2.2 The Regiment in Yorkshire The history of recruitment and centres associated with the Regiment is complex and linked with the formation, reformation and disbandment of its various battalions. The following summary provides an indication of the areas and local populations in Yorkshire who would have provided recruits and been home to the Regiment in peacetime. The KOYLI traditional recruiting area was the West Riding of Yorkshire, which area is now represented approximately by West Yorkshire and South Yorkshire. The 53rd Regiment was raised at Leeds in 1755; the 105 th originally had its HQ at Arnee, and on return to England at Colchester, prior to the Cardwell Reforms. The Regimental Depot was established at Pontefract in 1878, becoming the Regiment’s HQ until 1939, and once again in 1956. Between these dates the Depot was at Strensall, near York. Other important centres in Yorkshire for the KOYLI constituent battalions and companies have included Wakefield and Doncaster, also Dewsbury, Ossett, Goole, Birstall, Selby, Batley, Morley, Normanton, and Castleford. 2.3 Principal Battles and Campaigns Early history, 1755-1914: Battle of Minden, 1759 Battle of Corunna, 1808 Peninsular War, 1811-1814 Battle of Waterloo, 1815 Second Burma War, 1852 and Third Burma War, 1885 NW Frontier, India 1887-90 Boer War, 1899-1902 World War I, 1914-1918 India and Burma 1919-1939 World War II, 1939-45: Norway, North Africa, Sicily, Italy, France, Germany, Burma Campaigns and Tours 1945-68; Malaya 1948-50: Berlin; Germany 1951-54; Kenya, 1954-55; Aden and Cyprus 1955-57; Germany 1958-61; Malaya and Borneo 1961-64; Aden 1965. 2.4 The Regimental Collections The history of the Regimental collections, as far as can be ascertained, is along the following lines. The regular battalions, and to a lesser degree the territorial battalions, acquired chattels which were placed primarily in the Officers’ Mess, and to a lesser extent in the WOs & Sjts. Mess, where they were safeguarded. It seems likely that in 1932 certain items were collected under one roof in the Regimental Depot thus forming the first official collection, able to be viewed by members of the Regiment. In the 1960s the collection was moved to the Light Infantry Depot at Shrewsbury, then relocated in the Barracks at Pontefract, West Yorkshire. By this time the collection had grown and was open to the public. In 1987 the collection was moved to a purpose-built extension to Doncaster Museum and Art Gallery under the auspices of Doncaster Metropolitan Borough Council. The collection remains the property of the KOYLI Regimental Trustees, but is maintained by Doncaster MBC via a legal agreement. 2.5 Curation of the Regimental Collection Curation of the collection is undertaken by staff of Doncaster Museum & Art Gallery working in liaison with the Regimental Secretary. The role of the Regimental Secretary is twofold. First, it is to act as Secretary to the Trustees of the KOYLI Regimental Museum. Secondly, it is to maintain close links with the Doncaster Museum staff to deal with curatorial and routine matters affecting the KOYLI Regimental Museum. Responsibility for the KOYLI Museum and collection is vested in the Head of Museums & Galleries, Doncaster Museum Service, with certain functions delegated to appropriate Museum staff. In this document, “Doncaster Museum staff” refers to the Head of Museums & Galleries Manager and/or other delegated member of curatorial staff; for acquisition and disposal this will normally be the Senior Museums Officer (Collections Management). The “Regimental Museum” refers to the King’s Own Yorkshire Light Infantry Regimental Museum. 2.6 Collections Covered by this Policy A clear distinction is made between the Regimental Museum collections and other Regimental chattels. The Regimental Museum collections include all collections deposited at Doncaster Museum & Art Gallery for display or storage, including those items of Regimental silver and pictures assigned to the Regimental Museum collections. Other items owned by the Regiment, such as silver and pictures in use at officers’ messes and offices, are not designated “museum collections” and fall outside the scope of this policy. “Archival” material included in this policy includes photographs, documents and ephemera deposited at Doncaster Museum & Art Gallery and also the files relating to personnel, campaigns and other topics (colonels’ papers, Regimental war diaries etc.) which are maintained by the Regimental Secretary at Pontefract. With reference to acquisitions not covered by the policy, acquisitions outside the current stated policy should only be made in very exceptional circumstances, and then only after proper consideration by the governing body of the museum itself, having regard to the interests of other museums. 2.7 Future Review of the Acquisitions and Disposal Policy It is intended that this policy should be reviewed every five years or as recommended by Resource’s Museum Registration Scheme. This policy will next be due for renewal in 2008. Re:source shall be notified of any changes to the Acquisitions and Disposal Policy, and the implications of any such changes for the future of existing collections. 3 ACQUISITION 3.1 Method of Acquisition Items are usually acquired by gift or bequest, purchase being considered only in exceptional circumstances, subject to purchase funds and availability of grant-aid. Items are rarely loaned in, however exceptions may be made for displays as in the case of medals where the family of the original recipient wished to retain ownership and the Regimental Museum wished to display them. 3.2 Legal Title The Regimental Museum will not acquire by purchase, gift, bequest or exchange, any object unless the Regimental Trustees, Regimental Secretary and Doncaster Museum staff are satisfied that the Regimental Museum can acquire a valid title to the item in question, and in particular that it has not been acquired in, or been exported from, its country of origin (or any intermediate country in which it may have been legally owned) in violation of that country’s laws. For the purposes of this paragraph “country of origin” includes the United Kingdom. 3.3 Scope of Collecting and Acquisition Criteria (a) Regimental Acquisitions In general, acquisitions will be of objects, equipment, photographs, pictures and documents used, or made by, or otherwise associated with the KOYLI Regiment and its constituent battalions and companies 1755 – 1968. Photographic material collected may include any stable positives, negatives (on glass or paper), transparencies and ciné film, excluding nitrate and other unstable films. The Archive (at Minden House, Pontefract) acquires documents and papers associated with named individuals who have served in the Regiment and with Regimental business and campaigns in general; material which adds to the database of former members of the Regiment is especially welcome due to the number of enquiries it receives. Currently the archive comprises mainly 20th century material such as personal documents, commissions, diaries and commemorative ephemera. Particular attention will be paid to collecting the following: (1) uniforms and items associated with specific campaigns (see list above), and in particular World War II material relating to campaigns in France, Germany, Norway, North Africa, Italy and Burma, and campaigns 1945-68 (2) items documenting the career and life of named individuals who served in the KOYLI Regiment, especially sets of medals with uniform and other items belonging to one person. (3) items which enhance existing or planned displays (4) items illustrating life in barracks and off parade, recruitment and dissolution of units. (5) A scheme is currently (2003) being prepared to refurbish the museum displays. As part of this development (if actioned) it is thought useful and relevant to continue the regimental story from 1968 to the present day, with the emphasis on the Yorkshire contribution. It will therefore be necessary to collect some Light Infantry material appropriate to the history of this period. This will be done in liaison with the Light Infantry Museum at Winchester, particularly with photographic, digital and multimedia materials. (b) Non-Regimental Acquisitions It may sometimes be appropriate to acquire items of a type used by or associated with the King’s Own Yorkshire Light Infantry but which were not specifically “regimental” items, e.g. examples of standard issue army equipment illustrative of types which would have been used by the Regiment. In such cases, acquisitions will be made only if (1) the item has no other associations which would make it more appropriate to another registered museum (2) the item is not part of an integral collection, the historic value of which would be significantly reduced by the removal of individual items. 3.4 Care of Collections Acquisitions are made on the presumption that items acquired can be adequately cared for, conserved, stored or displayed in appropriate environmental and secure conditions and will be curated to at least the minimum requirements of Re:source’s Museum Registration Scheme. Occasionally it may be necessary to refuse offers that otherwise fulfil the Regimental Museum’s acquisition criteria because it is impossible to meet the necessary curatorial, conservation or storage requirements with the resources available. For acquisition, curation and disposal of archival material, including photographs and printed ephemera, guidance will be taken from the Code of Practice on Archives for Museums in the United Kingdom where applicable. Acquisition of such material will be restricted to photographs, ephemera and documents which can be curated in a museum context. In the event of the Regimental Museum being offered archival items which have special needs beyond (e.g. due to fragility or specific research potential), deposition with an appropriate Archive (in a Record Office or national museum) will be negotiated, since there is neither the intention nor the means to establish a full-scale archive department for the Regimental Museum. 3.5 Co-ordination with other Museums (a) With Doncaster Museum Service Items relating to other local regiments raised or stationed in the Doncaster district will be referred to the local history collections of Doncaster Museum Service. Specifically these regiments are: West Riding Yeomanry Cavalry corps including Yorkshire Hussars 1st West Yorkshire Yeomanry Yorkshire Dragoons Yorkshire Yeomanry also elements of the Royal Engineers, Royal Artillery and Royal Air Force based in or near Doncaster. (b) With other Regimental and Military Museums Items relating to other regiments and aspects of the armed forces will be referred to the appropriate regimental museum, or to other general and/or national military museums as appropriate for the collections in question. There is a presumption that wherever possible, referral should be to a Registered museum, or Record Office in the case of archival material outside the scope of this acquisition policy. 3.6 Legal and Safety Issues Firearms Firearms may be acquired and will be kept at Doncaster Museum & Art Gallery which maintains appropriate facilities and a museum licence for firearms. Live ammunition will not be acquired and any ammunition accompanying newly-acquired firearms will be recorded and disposed of through the Police authority. 3.7 Loans In (Temporary Acquisitions) (a) Criteria for Loans In As mentioned above, instances of loans in will be rare and will be dependent on the Regimental Museum wishing to display the items and being able to adequately care for them. Loans In will be made for one or more of the following reasons: (1) temporary display for a specific exhibition or event (2) long-term display (3) for specific research or study purposes by museum or Regimental staff. Items loaned for long-term display will be on a "renewable loan" basis, the loan to be reviewed and renewed on a regular basis by agreement with the lender until termination. This will allow both parties to keep track of loans and provide a means of regularly assessing the loans' status and relevance. "Permanent loans" will not be accepted as this concept is contradictory and has no legal basis. (b) Authority for Loans In Loans In will be arranged by Doncaster Museum staff, in liaison with the Regimental Secretary, and the Regimental Trustees will be informed of any financial obligations (e.g. insurance costs) or other extraordinary obligations associated with the loan. 4 DISPOSAL 4.1 Legal and Ethical Issues of Disposal (a) Presumption against disposal By definition a museum has a long-term purpose and must possess permanent collections in relation to its objectives. The Regimental Trustees accept the principle that there is a strong presumption against disposal, except as set out below. (b) Legal title to dispose In cases where the Regimental Museum is legally free to dispose of an item, it is agreed that any decision to sell or otherwise dispose of material from the collections will be taken only after due consideration. Where there is any doubt as to the legality, advice will be taken. (c) Financial issues and application of funds Decisions to dispose of items will not be made with the principal aim of generating funds. Once a decision to dispose of an item has been taken, priority will be given to retaining it in the public domain and with this view it will be offered first, by exchange, gift or sale to Registered museums before disposal to other interested individuals or organisations is considered. Any monies received by the Regimental Trustees from the disposal of items will be applied for the benefit of the collections. This normally means the purchase of further acquisitions but in exceptional cases improvements relating to the care of collections may be justifiable (advice from Re:source will be sought should such a case arise). Where an item has been acquired with the aid of an external funding organisation, permission from that organisation will need to be sought before the object is deaccessioned or transferred to another museum. If the object is sold, repayment of the original grant may be required. 4.2 Criteria for Disposal An accessioned item from the permanent collections may be considered for disposal if it can be proved to meet one or more of the following criteria: (1) the item has been damaged or deteriorated to such an extent that it cannot be restored or stabilised in whole or part, and is of no further use for any museum purpose (2) it is a duplicate surplus to requirements (having taken into account the desirability of retaining duplicates of some items, e.g. of fragile or displayed objects) (3) it falls outside the acquisition criteria defined above, i.e. does not contribute to the commemoration, study or interpretation of the Regiment’s history (4) special facilities required for storage, conservation, curation or display cannot be provided and it is in the item’s interest to transfer it to an institution which can care for it properly (5) any firearms, or parts of firearms and ammunition for disposal will be disposed of through the appropriate Police authority. 4.3 Authority and Method for Disposal (a) Responsibilities of the Regimental Trustees A decision to dispose of an item, by any method, will be the responsibility of the Regimental Trustees acting on the advice of professional curatorial staff, and not the responsibility of Doncaster Museum staff or the Regimental Secretary alone. A potential disposal must be agreed between the Regimental Secretary and Doncaster Museum staff, and a written report of recommendations submitted to the Regimental Trustees for approval. Full records of the disposal and documentation relating to the item(s) will be kept by Doncaster Museum staff, including photographic records where practicable, and will be preserved or transferred as appropriate. (b) Notification to the museum community In cases where an arrangement for the exchange, gift or sale of material is not being made with an individual Registered museum, the museum community at large will be advised of the intention to dispose of material. This will normally be through an announcement in the Museums Journal and other professional journals if appropriate (e.g. Society of Archivists’ Newsletter). The announcement will indicate the nature and number of items involved, and the basis on which the material will be transferred to another institution. A period of at least two months will be allowed for an interest in acquiring the material to be expressed. (c) Notification of donors Where possible, donors or their heirs will be informed if an item has been transferred to another museum, or has had to be disposed of. 4.4 Loans Out from Accessioned Collections (Temporary Disposals) (a) Criteria for Loans Out Loans Out may be made to other museums or institutions meeting Registered museums’ standards for care of collections and public access. Loans Out will be made for specific, finite exhibitions or research purposes, or on a 3-yearly renewable basis for long-term loans (as for Loans In above). Conditions for Loans Out are similar to those for Loans Out from Doncaster Museum & Art Gallery and are reproduced in Appendix 2. (b) Authority for Loans Out Requests for Loans Out will be discussed and agreed by Doncaster Museum staff and the Regimental Secretary; the Regimental Trustees will be informed of any decisions made to loan out items from the collections. 5 EDUCATIONAL AND LOAN COLLECTION 5.1 Current Scope of Educational and Loan Collection Apart from the Regimental Museum (accessioned) collections, a small loan collection of (unaccessioned) uniforms is maintained at Doncaster Museum & Art Gallery for use by Doncaster Museum Education Service and for loans out where general military uniforms are required. The uniforms in this collection are duplicates of standard army issue, such as great coats, battle-dress tunics and trousers, not specific to the King’s Own Yorkshire Light Infantry or any other regiment and not of sufficient historical significance to be incorporated into a museum collection or otherwise restricted in use for loans. 5.2 Acquisition and Disposal of Educational and Loan Collection Items for this loan collection are gifts, and additions will be made on the donor’s understanding that such items may not be preserved indefinitely in the Regimental Museum and will be subjected to a higher degree of wear and consequent risk compared to the main collections. Inexpensive purchases may be considered for specific items provided that purchase funds for Museum collections are not compromised. If any accessioned items are identified for transfer to the educational and loan collection, they must first undergo the disposal procedure as described in section 4 above. Items from the educational and loan collection may be disposed of by agreement of Doncaster Museum staff and the Regimental Secretary, provided that the Regimental Museum has legal title to do so. All acquisitions and disposals will be recorded, although disposals will not be subject to Trustees consent and other Registration scheme conditions applied to the Museum collection itself. The Museum Education Officer (Doncaster Museum & Art Gallery) will advise on the suitability of acquisitions and on disposals. 5.3 Future Development of the Educational and Loan Collection It is intended to develop this educational collection in the future according to the following criteria: (1) items will be safe and robust enough, and of suitable size and weight and educational potential to be handled by children as well as adults (2) items will be duplicated or commonly obtainable objects, which are surplus to the requirements of the KOYLI Regimental Museum or any other potential recipient museum (3) special attention will be paid to the needs of relevant National Curriculum topics. Particularly useful items for educational purposes include - items relating to the personal life of soldiers, medical personnel, casualties and prisoners-of-war (e.g. clothing, tools, survival aids, personal effects, toiletry and medical equipment, identity tags, rations etc.) - personal documentation (copies of, where originals, should be preserved in museum or archive collections) including cards, letters, newspapers, photographs and maps - items relating to use of animals such as horses and dogs - material relating to the Napoleonic Wars, World War I and World War II 5.4 Management of the Educational and Loan Collection This educational and loan collection will remain the property of the Regimental Trustees and will be kept separate from any educational and handling collections owned by Doncaster Museum & Art Gallery, but will be accessible to the Museum Education Officer for supervised use on the Museum premises. Loans out from this collection will be made at the discretion of Doncaster Museum staff in liaison with the Regimental Secretary, according to the nature of the loan and the suitability of, and educational demand for, the items in question. APPENDIX 1 Regimental Titles The following list, by battalion, indicates all the units which have formed part of the Regiment and which fall within the Acquisition and Disposal Policy. 1st Battalion 1755 53rd Regiment (Napiers) 1757 51st Regiment (Brudenells) 1783 51st (Second Yorkshire West Riding) Regiment 1809 51st Light Infantry (Second Yorkshire West Riding) st 1821 51 King’s Own Light Infantry (Second Yorkshire West Riding) 1881 1st Battalion The King’s Own Light Infantry (South Yorkshire Regiment) 1887 1st Battalion The King’s Own (Yorkshire Light Infantry) 1921 1st Battalion The King's Own Yorkshire Light Infantry 1948 1st Battalion The King's Own Yorkshire Light Infantry (51 st-105th) 1968 2nd Battalion The Light Infantry 2nd Battalion 1839 2nd Madras European Light Infantry 1861 105th Regiment of Foot (Madras Light Infantry) 1881 2nd Battalion The King’s Own Light Infantry (South Yorkshire Regiment) 1887 2nd Battalion The King’s Own (Yorkshire Light Infantry) 1921 2nd Battalion The King’s Own (Yorkshire Light Infantry) 1948 To the1st Battalion The King's Own (Yorkshire Light Infantry) 3rd (Militia) Battalion 1757 1st West Yorkshire Militia 1853 1st West York Rifles (Militia) 1881 3rd (Militia) Battalion The King’s Own Light Infantry (South Yorkshire Regiment) 1887 3rd Militia Battalion The King’s Own (Yorkshire Light Infantry) 1907 3rd (Special Reserve) Battalion The King’s Own (Yorkshire Light Infantry) 1919 Suspended animation 4th (Territorial Army) Battalion 1859 Wakefield Volunteer Rifle Corps 1880 5th West Riding Yorkshire Rifle Volunteers 1883 1st Volunteer Battalion South Yorkshire Regiment 1887 1st Volunteer Battalion The King’s Own (Yorkshire Light Infantry) 1908 4th (Territorial) Battalion The King’s Own (Yorkshire Light Infantry) 1921 4th Battalion The King’s Own Yorkshire Light Infantry (Territorial Army) 1947 4 KOYLI (TA) formed as part of 149 (West Riding) Brigade 1967 The Light Infantry Volunteers formed from all county L I regiments companies in Shrewsbury, Truro, Bodmin, Wakefield, Hereford and Durham 1971 6 L I (V) formed based on companies in Truro and Bodmin 1972 5 L I (V) formed based on companies in Shrewsbury, Hereford, Wakefield and Durham 1975 7 L I (V) formed based on the company in Durham 1987 8 L I (V) formed based on the company in Wakefield 1996 8 L I (V) converted to a cavalry regiment as KOYY (L I) 1999 KOYY(L I) reduced to one company named Minden (Light Infantry) company and became part of the new East and West Riding Regiment th 5 (Territorial Army) Battalion 1908 5th (Territorial) Battalion The King’s Own (Yorkshire Light Infantry) 1921 5th Battalion The King’s Own Yorkshire Light Infantry (T.A.) 1938 53rd Light Anti Aircraft Regiment R.A. (T.A.) and 1939 57th Light Anti Aircraft Regiment R.A. (T.A.) 1947 553 (KOYLI) Light Anti Aircraft Regiment R.A. (T.A.) 557 (KOYLI) Mixed Heavy A.A. Regiment R.A. (T.A.) 1956 553 and 557 Regiments were amalgamated with 323 L.A.A. Regiment and R. (KOYLI) Battery R.A. (T.A.) came into being 1961 Amalgamated with 271 (S.A.V.) Lt. Air Defence Regiment R.A. (T.A.) And R. (KOYLI) Battery During World War I, as many as 33 battalions existed at one point: 1st Battalion nd 2 Battalion Depot 3rd Battalion 4th Battalion 5th Battalion 6th Battalion 7th Battalion th 8 Battalion 9th Battalion 10th Battalion 11th Battalion 12th Battalion 13th Battalion 14th Battalion 15th Battalion 16th Battalion 2/4th Battalion 3/4th Battalion 1/5th Battalion 2/5th Battalion th 3/5 Battalion 1/4th Battalion 4th (Reserve) Battalion 5th (Reserve) Battalion 90th (Training Reserve) Battalion 91st (Training Reserve) Battalion 1st Garrison Battalion 2nd Garrison Battalion 3rd Garrison Battalion 51st Garrison Battalion 52nd Garrison Battalion 53rd (Young Soldiers) Garrison Battalion During World War II, the following battalions were in operation: 1st Battalion 2nd Battalion 1/4th Battalion 2/4th Battalion th th 5 Battalion – 57 L.A.A. Regiment R.A. th 7 Battalion – 149 Regiment R.A.C. 8th Battalion – 94 L.A.A. Regiment R.A. (originally founded as 50th (Holding) Battalion KOYLI) 9th Battalion – (Yorkshire Dragoons) 6th (Home Defence) Battalion KOYLI, later became 6 th KOYLI 6th Infantry Training Centre 6th Infantry Holding Battalion KOYLI 42nd to 52nd Battalions – West Riding Home Guard (eleven Battalions) APPENDIX 2 CONDITIONS FOR LOANS OUT Loans out from the Regimental Museum will normally be administered by staff of Doncaster Museum. The following conditions apply to all loans made for exhibition and display purposes. Additional conditions specific to a loan may be applied, and will be itemised on the Loan Agreement. The “Regimental Museum” refers to the Kings Own Yorkshire Light Infantry Regimental Museum. 1 General 1.1 The loan is made solely to the institution named for the purpose stated and must be returned to the Regimental Museum at Doncaster Museum and Art Gallery no later than the date stated. If an extension is required, please make a written application not less than 10 working days before the original return date. The loan should not be transferred to premises or care of organisations other than those stated on the Loan Agreement, without prior written consent from a Senior Museums Officer. 1.2 The Regimental Museum reserves the right to recall a loan any time if any conditions are not met. Otherwise a loan may be recalled before the expiry of the loan period by one month’s notice in writing. 1.3 The Regimental Museum may request access to the loan for inspection by Regimental or Doncaster Museum staff or their authorised representative at any reasonable time. 2 Packing and Transport 2.1 All costs of packing and transport to be borne by the borrower (including any customs dues and expenses of a courier or packer if previously agreed). 2.2 Packing and construction of any crates required will normally be undertaken by Doncaster Museum and Art Gallery, and the cost of packing and construction to the borrower will be charged at time and materials. Any packing materials provided remain the property of Doncaster Museum and Art Gallery and should be used to return the loan packed as it arrived. 2.3 If the borrower or removal/shipping company is to provide packing, Doncaster Museum and Art Gallery should be notified when the Loan Agreement is made, and details of crates and materials should be provided. 2.4 Packing will be supervised by Doncaster Museum and Art Gallery staff. Borrowers are requested to use due care and follow any specific instructions provided in unpacking, re-packing and handling loans. In some cases, Doncaster Museum may request that a member of its staff supervises all packing and unpacking of loans, in which case the borrower will be notified. 3 Insurance 3.1 The borrower undertakes to provide all-risks insurance or indemnity cover to the value specified for all items loaned. This cover should be “nail to nail”, including transportation from and to Doncaster Museum and Art Gallery as well as the period of the exhibition itself. Cover should include provision for repairing, restoring or replacing the loan, and depreciation, in the event of partial loss or damage, as well as recovery of the total value specified in the event of total loss 3.2 The Regimental Museum reserves the right to alter or update insurance valuations during the loan period, but undertakes to notify the borrower in writing of any change to valuation. 3.4 Written proof of insurance or indemnity should be provided by the borrower if requested. 4 Damage or Loss 4.1 Any damage or loss must be reported to the Regimental Museum at Doncaster Museum and Art Gallery immediately, and a written report of the incident provided if requested within 48 hours. 4.2 Except for emergency preventative measures, no repairs or remedial action should be taken without the prior consent of the Regimental Museum. The borrower will be responsible for the cost of any preventative or remedial treatment. 5 Environment 5.1 The borrower undertakes to provide at all times a generally clean and stable environment with levels of physical protection, temperature, relative humidity, light and exclusion of pollutants or potentially corrosive substances appropriate to the nature of the loaned items. 5.2 Information on the environment of the exhibition area and on the means of monitoring and control during the loan period, and of the material used in the construction of displays, should be provided if requested. 6 Security 6.1 The borrower undertakes to transport, store and exhibit the loan in secure, lockable vehicles and premises, with access restricted to authorised personnel. General standards of security to include, a comprehensive perimeter security system, overnight on-line intruder alarms, volumetric protection of exhibition and storage areas and day-time invigilation of the exhibition area. 6.2 Loaned items will be displayed in secure cases which are either locked or fastened with security screws. Pictures should be secured to prevent instant removal. Borrowers may be asked to provide plans for display of loaned items, especially any freestanding or high security risks. The borrower will be notified of any special security requirements in the loan agreement. 7 Photography and Reproduction 7.1 Any photography or other illustrative material provided by the Regimental Museum remain the copyright of the Regimental Museum or Doncaster Museum Service (as appropriate) and may be reproduced only for specified purposes. Unless otherwise stated these will be for exhibition records and associated records research, exhibition catalogues and posters or other free publicity material associated with the exhibition. Where copyright of a loaned item, or reproduction of it, is held by a third party this will be stated on the loan agreement and the borrower should check with the copyright holder. 7.2 The borrower undertakes to ensure that loaned items are not photographed, filmed or otherwise reproduced without prior written consent of the Regimental Museum. Light–sensitive objects may have restrictions on exposure to photographic lights which will be specified. The only exceptions are where visitors are permitted to take photographs of the exhibition for private, non-commercial use or television filming for general news items and exhibition publicity. 8 Acknowledgment Acknowledgment of the loan should appear in the display, and in any publications and records associated with the exhibition, as “The King’s Own Yorkshire Light Infantry Regimental Museum (at Doncaster Museum & Art Gallery)”.
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