Facility Report for borrowing institutions
The role of a Facility Report is to evaluate the physical and environmental conditions of a selected venue, such as a public museum, gallery, library and archive;educational institution, public and charitable bodies, including community organisations and commercial organisations.
Facility reports enable a lending institution to evaluate the venue and the conditions under which borrowed artworks, objects or collection material will be handled, cared for, displayed and stored. It includes an assessment of lighting, climate control, security, and accessibility, amongst other factors.
A current and up-to-date facility report is important if you would like to borrow artwork, objects or other valuable collection material from a cultural institution or collection and helps the lender make decisions regarding the safe keeping of their collection items.
However as a standard form it can be filled in once and updated for use with any future loan requests. Please complete the form therefore as fully and accurately as possible, adding any other information which you feel may be relevant.
When returning this facility report please include the following
☐Exterior photograph (entrance and loading dock area)
☐Thermohygrograph readings (or a log of RH and temperature measurements)
☐Floor plan indicating location of exhibition spaces, storage area, public entry and exit points, windows and skylights as well as loading dock area
If you have any questions re the questionnaire please do not hesitate to contact me – I willbe more than happy to assist you with any queries you might have.
Sabine Schulte
Senior Adviser Loans & Acquisitions
Museum of New Zealand Te Papa Tongarewa
PO Box 467
Wellington
New Zealand
Telephone: 04-381 7270
E-mail:
Name of Institution Click here to enter text.
AddressClick here to enter text.
Phone numberClick here to enter text.
Staff
This section aims to learn a bit more about the people working/volunteering at your institution.
Who is in charge of the institution?Click here to enter text.
Who is responsible for unpacking/packing objects?Click here to enter text.
Who is responsible for Condition Reports?Click here to enter text.
Who is responsible for monitoring and recording climate?Click here to enter text.
Who is responsible for installing/deinstalling objects?Click here to enter text.
Who is responsible for lighting?Click here to enter text.
Who has been nominated to be contacted in case of emergency?Click here to enter text.
Do volunteers or interns handle borrowed objects? ☐Yes ☐No
If yes, are their activities supervised by a professional staff member? ☐Yes ☐No
Are volunteers or interns responsible for gallery security? ☐Yes ☐No
If yes, are they supervised by a professional staff member? ☐Yes ☐No
Building
This section will help us create a picture of the type of building in which loans would be housed, as well as covering potential dangers such as building work and infestation by pest.
Are your premises purpose-built galleries/museum/other? ☐Yes ☐No
If other, please specify
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Are your premises insulated? ☐Yes ☐No
When were your premises completed?
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What type of building materials were used for your main building and any additions?
(Indicate "X" where appropriate)
Exterior Walls / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / ☒ / Click here to enter text. /
Interior Walls / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / Click here to enter text. /
Floors / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / Click here to enter text. /
Ceilings / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / Click here to enter text. /
Structural Supports / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / ☐ / Click here to enter text. /
Do you have any construction or refurbishment work in progress or planned at the time of the exhibition? ☐Yes ☐No
If yes, please supply details
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Do you make routine inspections for rodent, insect and mould problems? ☐Yes ☐No
Do you undertake routine extermination/fumigation procedures? ☐Yes ☐No
If yes, please supply details
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Are there any restrictions to vehicle access to your premises? ☐Yes ☐No
If yes, please supply details
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Do you have a covered loading bay? ☐Yes ☐No
Do you have a goods lift? ☐Yes ☐No
If yes, what are its interior dimensions/load capacity? Click here to enter text.
Exhibition Areas
The information requested in this section will help us both to decide which is the safest way of displaying a loan.
Are there any windows, skylights, doors? ☐Yes ☐No
If yes, please indicate the size, use and location in the floorplan.
Is the consumption of food or drink ever permitted? ☐Yes ☐No
Are events (concerts, receptions, dance, etc) ever permitted? ☐Yes ☐No
Is the space used for unpacking and preparing objects different from the exhibition area?
☐Yes ☐No
Do you have solid physical barriers that can be utilised to protect objects if needed?
☐Yes ☐No
Environmental Conditions
This section is intended to assess the environmental conditions at your venue and identify any potential problems so that workable solutions can be agreed.
Please attach copies of readings for temperature and relative humidity for the areas in which you propose to display loans. The readings should be continuous and cover the period of the previous year equivalent to that of the loan period. If these are not readily available please contact us and we will discuss options.
Are the exhibition and exhibition storages areas climate-controlled? ☐Yes ☐No
If yes, are the environmental systems in operation 24 hours a day? ☐Yes ☐No
Do you monitor temperature and relative humidity on a regular basis? ☐Yes ☐No
What specific temperatures and relative humidity values are maintained?
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Can you adjust the temperature and relative humidity values if needed? ☐Yes ☐No
Do you maintain the same environmental conditions in your storage, unpacking or packing areas as are maintained in exhibition areas? ☐Yes ☐No
What specific types of lighting are used in the exhibition areas?Click here to enter text.
How is the lighting system arranged?Click here to enter text.
Do you monitor light on a regular basis throughout exhibition periods? ☐Yes ☐No
What range of visible and UV light can be maintained in exhibition areas?
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Are you able to limit the levels of visible and UV light falling on sensitive objects? ☐Yes ☐No
If yes, how low can you adjust light levels? Click here to enter text.
Do exterior windows face directly into the exhibition space? ☐Yes ☐No
If yes, can they be covered? ☐Yes ☐No
Building Security and Fire Protection
This section is intended to help us understand what systems and procedures your institution has in place.
Does your institution have a procedure in place to deal with emergencies? ☐Yes ☐No
Do you have trained security personnel? ☐Yes ☐No
Is the building manned 24 hours a day? ☐Yes ☐No
If yes, do security staff patrol the building? ☐Yes ☐No
Are there security alarms on the premises? ☐Yes ☐No
If yes, where do they sound and what procedures are in place to investigate an alarm?
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Are your premises covered by CCTV cameras? ☐Yes ☐No
What security arrangements are in place for behind the scenes access for non-Museum staff (eg building contractors)?
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Is there a fire protection system? ☐Yes ☐No
Where are the fire protection devices located?
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How long does it take for the Fire Department to arrive at your facility in response to an alarm?
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Do you have an established fire emergency procedure? ☐Yes ☐No
Insurance
Do you have an all-risk museum coverage on a wall-to-wall basis (while on exhibit/in transit)?
☐Yes ☐No
Is it subject to exclusions? ☐Yes ☐No
If yes, please supply details Click here to enter text.
Are there any additional information you would like to share with us?
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Report prepared on Click here to enter text.by
NamePosition/Title
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