Section 3300.10  Responsibility for Preservation of Artifacts

 

The Adjutant General of the State of Illinois has the responsibility of preserving all colors, flags, guidons, and military trophies belonging to the State.

 

Section 3300.20  Loan Policy

 

a)         The Adjutant General, State of Illinois, may, with the written approval of the Governor and for the purpose of enabling wider public display, make loans of these artifacts to the Federal government, other State governments, and to any museum which is recognized by a museum association or by the State within which it is located, if the museum meets the following minimum standards:  

 

1)         Must be located within the corporate city limits of a town or city having access to both full-time fire and police protection.

 

2)         Must be open at regular hours at least five days a week and seven hours a day.  Museum personnel must be present at all times during business hours to provide security and ensure that artifacts are handled by museum personnel only.

 

3)         Must have a full-time staff with at least one curator or an individual experienced and trained in the handling, care, displaying, storing, packing and shipping of artifacts.

 

4)         Outside areas around the building must be lighted at night, and doors and windows must be equipped with locks.  The museum must have security personnel within the building when it is closed to the public and/or must have a security alarm system.  The alarm system must be connected to the local police department if security personnel are not employed with the alarm system.  The alarm system must protect the entire exhibit area and must have closed circuit TV or some form of space protection based on sonic, ultrasonic or infrared sensing devices detecting noise, movement or a heat source.

 

5)         The museum must have a fire protection system with smoke detectors in each room, and the display cases must be constructed of fire resistant materials.

 

6)         The exhibit area must have a year-around controlled environmental temperature of between 65-70 degrees Fahrenheit and a relative humidity of between 40-60 percent.

 

7)         The artifacts must be protected from all direct natural and artificial lighting, and all artificial lights in the exhibit areas must have ultraviolet filters.

 

8)         The exhibit areas must be kept clean and neat, and free from dirt, dust, insects and rodents.  The museum must provide janitorial service on a daily basis when the museum is open.

 

            The Adjutant General will send a representative to inspect the museum, either prior to the loan or during the loan period, for compliance with the above standards when, in the judgment of the Adjutant General, the requester or borrower may not be in compliance (e.g., if the Adjutant General is notified of any discrepancy by the museum association or by the State within which it is located).  All such inspections will be at the expense of the requester or borrower.

 

b)         All artifacts are subject to loan except those artifacts which, in the judgment of the Adjutant General, are too fragile to be loaned (e.g., Civil War flags which have material which will tear easily when handled).

 

c)         All requests for loans of artifacts, or information concerning loans, must be made in writing to the Adjutant General at:  

 

            Department of Military Affairs

            ATTN:  Public Affairs

            1301 N. MacArthur Blvd.

            Springfield, IL. 62702-2399

 

Section 3300.30  Loan Conditions

 

Artifacts may be loaned to Governments and museums under the following conditions:  

 

a)         There will be no third-party loans of borrowed artifacts.

 

b)         The Adjutant General reserves the right to cancel any loan upon thirty (30) days' advance notice in writing.

 

Section 3300.40  Display Standards

 

a)         Borrowed artifacts will not be displayed in hallways, foyers, or offices.

 

b)         Tags and other identification will not be removed.

 

c)         The display card of borrowed objects must credit the Department of Military Affairs of Illinois (DMAIL).

 

d)         In the event of improper display of artifacts, the DMAIL may require immediate return of the artifact.  If there are any technical questions as to the proper display, the curator of the DMAIL will be consulted.

 

Section 3300.50  Artifact Reproduction Conditions

 

a)         Borrower may photograph the object(s) for educational, catalog, record or publicity purposes.

 

b)         Reproduction for sale is expressly forbidden except in the context of an exhibit catalog.

 

c)         Paintings and drawings shall not be removed from frames for photocopying.

 

d)         Reproductions for publicity must credit the DMAIL.

 

Section 3300.60  Insurance Requirements

 

            The following insurance requirements must be met:

 

a)         The borrower shall insure the object at the value stated by the DMAIL, which shall be determined in one of the following ways:  

 

1)         Appraised value;

 

2)         Value as determined by restorer; or

 

3)         Comparison to similar artifact whose value has been determined by an appraiser or restorer (e.g., two Civil War battle flags).

 

            The insurance shall be in force from the time the object leaves the physical possession of the DMAIL until returned.

 

b)         The policy shall be an all-risk policy subject only to the standard exclusions with the DMAIL as a named insured.

 

Section 3300.70  Transportation Requirements

 

a)         Borrowed artifacts will be packed for return in exactly the same manner as received; the same cases, packages, pads, wrappings and other furnishings must be used unless changes are authorized by the DMAIL prior to shipment (e.g., original packing materials destroyed).

 

b)         Artifacts shall be returned by the same mode of transportation as received unless changes are approved by the DMAIL prior to shipment.  In deciding whether to approve a change, the DMAIL will consider such factors as artifact's packing, the fragility of the artifact, and the safety and security offered by the proposed mode of transportation.

 

c)         All special packing requirements (e.g., a specially built crate) and transportation costs will be paid by the borrower.

 

d)         The DMAIL will require that fragile artifacts which would be damaged during shipment or high value artifacts (e.g., insured valued of $5000 or more) will be personally delivered to the borrower and returned to the DMAIL by DMAIL personnel; borrower will pay all expenses.

 

Section 3300.80  Security of Artifacts

 

a)         All objects shall remain in the condition in which they are received. They shall not be cleaned, repaired, retouched, treated, unfitted, remounted, reset, dissected, or submitted to any examination or treatment which would tend to alter the condition of the object.

 

b)         Damages of any nature to the artifact must be reported to the DMAIL immediately upon discovery.  No action to correct the damage shall be undertaken by the borrower.