The language in the section below sets clear expectations for the care, security, and management of historical materials on loan to the History Center for the project period, and we ask that Missing Pieces Volunteers abide by these same expectations.

Missing Pieces Project volunteers are to be responsible stewards of these materials as they seek out, communicate, and coordinate with the lenders on behalf of the History Center.

The San Diego History Center will provide you training, forms and guidelines for intaking historical materials on behalf of the museum. Please make sure the proper forms are signed and materials are organized and kept together to prevent loss, mix-up, or damage. Lenders will retain ownership and all rights of their materials.

The San Diego History Center abides by the following practices for historical materials in its care. We care for materials loaned to us in the same way that we care for our permanent collection.

Preservation and Care: The museum is committed to ensuring the highest standards of preservation for all historical materials coming to the History Center for digitization. This includes maintaining optimal environmental conditions (e.g., temperature, humidity, light levels) to prevent deterioration and damage. The museum will handle all materials with the utmost care, employing trained professionals and appropriate conservation techniques.

Security Measures: The museum will implement stringent security protocols to protect the materials from theft, vandalism, or accidental harm. This includes secure display cases, restricted access to storage areas, and continuous monitoring during the loan period.

Insurance and Liability: The museum will secure comprehensive insurance coverage for the full value of the loaned materials, covering potential risks such as damage, loss, or theft. The museum will take full responsibility for the materials from the time they are received until they are safely returned to the lender.

Documentation and Record-Keeping: Detailed records of the loaned materials, including condition reports, will be maintained by the museum. These records will be regularly updated, especially when materials are handled or moved, ensuring transparency and accountability throughout the loan period.

Display and Interpretation: The museum will ensure that the materials are displayed in a manner that respects their historical significance and integrity. This includes accurate labeling, contextual information, and adherence to any specific display requirements set by the lender.

Loan Period and Return: The museum agrees that the materials coming as part of the Missing Pieces Project are on loan and will not be donated to the History Center, unless specifically requested by the lender/donor. SDHC will maintain open communication with the lender on the status of their materials while in our care, with the aid of Missing Pieces Project volunteers. The museum will coordinate the safe and secure return of the materials at the end of the project period ensuring they are returned in the same condition as received.

Communication and Collaboration: The museum will maintain open lines of communication with the lender throughout the loan period, providing updates as needed and addressing any concerns promptly. The museum values collaboration and will work closely with the lender to honor the cultural, historical, and personal significance of the materials