Loans are transcations that document any removal of objects from a collection, temporary or permanent, including objects that are loaned with the intention of being destroyed or permanently transferred to another institution or collection, as well as the use of object information (data loan). When objects are recieved, a Borrow should be created.

Loan Fields

Loan Number

Loan . Loan_Number VARCHAR2(255) not null

A Loan “number” is a string identifying the loan. The format usually follows local tradition (e.g., YYYY:nnn:Collection) but is uncontrolled.

Arctos offers “next loan number” suggestions when a collection’s data can support them. File an Issue to activate this functionality.


Public Required Editable Max Length Value Code Table What it does
No Yes Yes 25 ctloan_type Provides information about collection usage.

Loan transactions can be made public at the collection level, but generally are not.

For information on selection of loan type, see Best Practice - Selecting a Loan Type.


Loan . Loan_Status VARCHAR2(20) not null

Loan Status is essentially the degree to which the transaction has been completed. The values comes from a code-table controlled vocabulary.

Loan Agents

Trans_Agent . Trans_Agent_ID NUMBER(22) not null

See Transaction Documentation for agent information.

Nature of Material

Trans . Nature_of_Material VARCHAR2(4000) not null

A description summarizing the overall content of the loan. This description will appear on the loan invoice. It should be explicit and concise, but it does not need include details on a specimen-by-specimen basis.


Loan . Instructions VARCHAR2(4000) null

Directions to the borrower on such things as storage and return of the loaned items.


Loan . Description VARCHAR2(4000) null

I don’t know? Why do we need another text field in addition to Nature of Material and Remarks?


Trans . Trans_Remarks VARCHAR2(4000) null

Any annotations that will not be included on the Loan invoice.

Initiated Date

Trans . Trans_Date DATE(7) null

Initiated Date is the date on which preparation of the loan began. A default value would be the date on which the loan was first recorded in the database.

Due Date

Loan . Return_Due_Date DATE(7) null

Due Date is the date that a loan of the Type Returnable is expected to be returned to the lending collection. This date may be used to search for overdue loans, and/or to generate automated reminders to the appropriate agents.

Shipping Date

Shipment . Shipped_Date DATE(7) null

Shipping Date is the date that the loaned material was shipped from the collection issuing the loan. The Shipping Date should be consistent with any documentation provided by the carrier, e.g., a waybill, bill of lading, etc.

Receipt Acknowledged

Borrow . Received_Date DATE(7) null

Receipt Acknowledged is the date the agent receiving the loan submitted acknowledgment of its arrival to lending collection.

Returned Date

Loan . Closed_Date DATE(7) null

Returned, or Closed, Date is the date that a loan of the type Returnable was received back at the collection from which the loan was issued.


A loan may be authorized under one or more permits, and these may include both the senders and to the recipients. Such authorizations should be recorded by associating the loan with a permit that must be already be in the database. Recording this information may be critical to reporting to the permit-issuing authority, and hence a legal requirement for conducting a loan.


A loan is almost always made in support of one or more projects, and it is in project descriptions that the scientific justification for the loan should be described.

Deleting Items

In general, an item which has gone out on loan should never be removed from the loan. Delete functionality exists only to correct mistakes – when an item was added to a loan but not shipped, for example. Loan items (parts) may not be deleted from the database. Item Disposition and/or Container information is used to signify that an item has been returned (or sent out on another loan). Maintaining this history is vital to recording collection activity, and for building Projects, which are transaction-based.

How To

Instructions for doing specifc tasks related to Loans in Arctos (please note that “under construction” icons on pages indicate that the documentation may be incomplete or out-of-date):

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