Make & keep
Create a simple check-in sheet when a photo strip is loaned
Track custody and condition without writing on the object or its sleeve.
A loan sheet helps a family collection keep track of who has a strip, when it left and what condition it was in. It is a custody record, not a guarantee against loss; agree handling and return expectations before the object changes hands.
Identify the object
Use the catalogue number, a short description and a reference image of the enclosure. Record condition in plain terms before the loan and note any existing tear, curl or attachment. Keep the label on the folder, never on the photograph.
Evidence: Preservation guidance
Record the handoff
Write the borrower, date, reason for loan, expected return and contact route. Ask the borrower to keep the strip in its sleeve, away from food, drink, direct sun and adhesives. If the object cannot travel safely, lend a scan or reproduction instead.
Evidence: Preservation guidance
Check it back in
Compare the returned enclosure with the outgoing note and record the return date. If there is a change, photograph it and contact the owner before attempting a repair. Keep the completed form with the collection’s loan records, not tucked against the print.
Sources & further reading
Sources for the specific facts and product descriptions above. Our worked examples, interpretations and practical suggestions are original editorial guidance.
- Library of Congress — Care, Handling, and Storage of PhotographsPreservation guidance