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RULE §2.59Loan and Exhibition of State Archives

Archival material, historical items, artifacts, or museum pieces will be loaned for public exhibition only under conditions specified in paragraphs (1)-(8) of this section. Requests for loan of the original Texas Declaration of Independence, and original copies of the Constitutions of Texas, treaties of the Republic of Texas, and certain other highly significant documents will require the formal approval of the commission. Prior to archival materials being lent for exhibition, the commission will create microfilm reproductions, preservation photocopies, other photographic reproductions, or digital images of those materials.

  (1) General Requirements.

    (A) A formal loan request must be made in writing at least 60 days before the materials are to leave the commission. The request shall be addressed to the director and librarian. The written request shall include the exhibition title, dates of exhibition and loan period, a general description of the exhibition, and complete citations for each item requested. If special circumstances warrant, the director and librarian may waive the 60-day requirement.

    (B) The maximum loan period is normally six months. The director and librarian reserves the right to recall loaned materials for good cause at any time and will attempt to give reasonable notice thereof.

    (C) The borrower must agree in writing to adhere to the commission rules governing the loan and exhibition of materials. If the borrower wishes to use its own incoming loan agreement form as well, it must first agree that the terms of the commission loan agreement are the controlling terms if there is a conflict between the two documents.

    (D) The borrower may not take any of the actions detailed in clauses (i), (ii), and (iii) of this subparagraph without first obtaining written permission from the director and librarian.

      (i) Display commission materials in a location or exhibition other than that cited on the loan agreement.

      (ii) Transfer physical custody of the loaned items to another institution or third party.

      (iii) Alter, clean, or repair loaned items; perform any conservation treatment; or remove a document from a housing provided by commission (e.g., polyester encapsulation, mat, etc.).

  (2) Security and Environmental Conditions.

    (A) Archival material, historical items, and artifacts must be displayed in a facility equipped with fire protection equipment as described in National Fire Protection Association-Standard for the Protection of Cultural Resources Including Museums, Libraries, Places of Worship, and Historic Properties (NFPA909-1997).

    (B) Items on loan must be secure at all times. Professional security guards or other trained personnel must regularly patrol exhibition areas during hours of public access. The borrower shall have sufficient 24-hour guards or a 24-hour electronic security system to effectively monitor and protect the exhibition, storage, and preparation areas at all times.

    (C) Temperature and humidity levels must be monitored and controlled. A temperature of 70 degrees Fahrenheit, plus or minus 5 degrees, and a relative humidity of 50% plus or minus 5% without rapid fluctuations must be maintained in the storage, preparation, and exhibition areas. Before approving a loan and while items are on loan, the director and librarian may request copies of temperature and humidity readings from the borrower to verify that these requirements can and are being met.

    (D) Exhibition cases must be dirt-free, dust-proof, and secured with locks or security screws. Frames must also be dirt- and dust-proof and secured to the wall with security screws or other hanging methods approved by the director and librarian. Glass or acrylic sheeting, such as plexiglas, lucite, or polycast must protect all materials displayed in frames or cases. The director and librarian may specify grades of acrylic sheeting that filter ultraviolet light for materials that are especially light sensitive.

    (E) The exhibition must be monitored daily to ensure security and stability of documents within the cases and frames as well as adequate maintenance and cleaning of the exhibit area.

    (F) Eating, drinking, and smoking must be prohibited in the storage, preparation, and exhibition areas.

  (3) Lighting Conditions.

    (A) Incandescent bulbs are the preferred light source for exhibition lighting. All light sources must be filtered to remove the ultraviolet component.

    (B) When lighting items exhibited in a case, exterior incandescent lights shall be used whenever possible. If interior case lights are used, fluorescent lights with ultraviolet filters are preferable because fluorescent tubes will have minimal effect on the temperature in the case.

    (C) No original archival materials, historical items, or artifacts shall be exhibited where they will be exposed to direct or unfiltered sunlight.

  (4) Handling and Installation.

    (A) Original archival materials, historical items, or artifacts may be handled and installed by only a curator, registrar, preparator, or conservator under contract to or on the staff of the borrower.

    (B) The commission may encapsulate or mat documents for loan to minimize dangers associated with handling and exhibition. No item borrowed for exhibition may be altered, cleaned, repaired, or removed from housing provided by the commission without first obtaining written permission from the director and librarian.

    (C) The commission reserves the right to directly supervise the installation of its materials.

    (D) If documents are displayed in exhibition cases, the cases must be dirt-free, dust-proof, and locked or secured with security screws.

    (E) All items must be handled, supported, and conveyed by means that will prevent damage during transport to and from the borrowing institution and within it.

    (F) All items must be given sufficient support to prevent damage during exhibition.

  (5) Inspections.

    (A) A commission staff member may inspect the exhibition area before the loan is approved. If, after a commission staff inspection, in the opinion of the director and librarian any loan requirement cannot be met, the loan will not be made.

    (B) Commission staff members or personnel designated by the director and librarian may make inspection trips at any time during the period of the loan.

  (6) Packing and Transportation.

    (A) Unless the commission specifies otherwise, commission staff will pack items going out on loan. The borrower is responsible for packing loan items to return to the commission. All items must be given sufficient support and protection to prevent damage during transit.

    (B) The borrower will pay all costs associated with shipping or transporting the items on loan from the commission.

  (7) Insurance. All borrowers, other than state agencies, must provide all-risk insurance coverage in an amount satisfactory to the commission for all loaned items from the time the items leave the commission until the time of return. Evidence of this policy must be provided the commission before any items are removed from the commission.

  (8) Publicity and Credit.

    (A) The director and librarian must approve any plans to reproduce loaned items for exhibition-related publications, other publications, and publicity purposes.

    (B) Commission materials on exhibition may be photographed by the general public without the use of flash or tripod.

    (C) In the exhibition and related publicity, the commission must receive clear and prominent credit. The following credit line shall be used: Archives and Information Services Division, Texas State Library and Archives Commission.

Source Note: The provisions of this §2.59 adopted to be effective May 12, 2004, 29 TexReg 4463

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