Once a donation moves into the post-match stage, several parties work together to move it toward completion. This article provides a high-level overview of who is responsible for what during the donation process.
Institutions
Institutions are responsible for reviewing and advancing the donation on their side.
- finding item(s) in the catalogue that they are interested in receiving as a donation
- Submitting a formal proposal to be reviewed by the donor
- confirming the donation after a match is made and assigning a registrar or internal point of contact
- sharing approval timelines and adding any pre-shipping requirements
- uploading institution-generated documents, such as a Loan Agreement or Deed of Gift
- arranging shipping, either through Museum Exchange Shipping or their own shipping provider
- uploading a delivery receipt once the object is received
- signing documents that require institutional countersignature
- providing a Contemporaneous Written Acknowledgment, when required
- signing Form 8283, when applicable
Donors
Donors are responsible for creating the item on Museum Exchange and offering it for listing, confirming their information and completing the steps needed on their side of the donation.
This may include:
- creating the donation item(s) with rich and accurate information
- listing the item(s) for consideration in the Museum Exchange catalogue
- reviewing proposals for donation from different institutions
- confirming ownership and tax-related information
- providing the item(s) packing details and pickup availability
- reviewing and signing required documents
- confirming or rejecting proposed shipping windows
- approving an appraiser and applicable appraisal fees, when an appraisal is required
- communicating with Museum Exchange if they plan to use an outside appraiser or do not require an appraisal
Museum Exchange
Museum Exchange supports the donation process by helping keep the workflow organized and moving.
This may include:
- tracking the donation and its progress in one place
- keeping parties aligned on the next steps
- providing document workflows and legally binding e-signature support
- coordinating Museum Exchange Shipping, when selected
- appointing a qualified appraiser from the preferred network, when applicable
- uploading the completed appraisal report
- uploading Form 8283 once the required donation steps have been completed
- providing support and help along the way
A shared process
While different tasks belong to different parties, the donation process works best when everyone completes their steps promptly and keeps information accurate.
In general:
- institutions manage review, approvals, institutional documents, and receiving
- donors confirm information, provide packing details, and complete required approvals and signatures
- Museum Exchange supports coordination, documentation, and process management
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