Glossary

This glossary explains common terms used in Museum Exchange and throughout the donation process. Definitions are provided in plain language to help donors, institutions, and representatives understand the process more clearly.

A

Appraisal

An appraisal is a written valuation prepared by a qualified appraiser. In some donations, an appraisal may be required for tax or documentation purposes. When applicable, Museum Exchange helps coordinate this process.

Approval Dates

Approval dates are the estimated dates an institution provides for completing its internal review of a donation. These dates help set expectations for the timeline of the donation process.

C

Contemporaneous Written Acknowledgment

A Contemporaneous Written Acknowledgment is a document provided by the institution for certain donations. It generally confirms the donation and states whether any goods or services were provided in exchange for the gift.

Countersign

To countersign means to sign a document after another party has already signed it. In the donation process, institutions often countersign documents after the donor has signed first.

Credit Line

A credit line is the wording an institution may use to recognize the donor in connection with the donated object. It is often included in donation documentation, such as the Deed of Gift.

D

Deed of Gift

A Deed of Gift is the document that transfers title and ownership of a donated object from the donor to the institution. It is one of the most important documents in the donation process.

Delivery Receipt

A delivery receipt is a document or record confirming that an object has been delivered to and received by the institution.

Donor

A donor is the individual or party offering an object or collection to an institution through Museum Exchange.

Donation Processing

Donation processing refers to the post-match phase of the workflow, when the parties complete the required steps, documents, and coordination needed to finalize the donation.

F

Form 8283

Form 8283 is an IRS form that may be required for certain noncash charitable contributions. When applicable, it is completed as part of the donation process.

I

Institution

An institution is the museum or other collecting organization reviewing, receiving, or processing a donation through Museum Exchange.

Internal Review

Internal review refers to the institution’s own process for evaluating a donation before it is formally accepted into the collection.

L

Loan Agreement

A Loan Agreement is a document used when an object is being sent to an institution for donation consideration before final acceptance. Until the donation is approved, the object may remain in loan status.

M

Match / Matched Donation

A match happens when a donor and institution are connected in Museum Exchange and the donor accepts the institution’s proposal to receive the donation. After a match, the donation moves into processing.

Museum Exchange Shipping

Museum Exchange Shipping is the shipping workflow coordinated through Museum Exchange. When used, shipment coordination may be supported by Museum Exchange and its logistics partners.

P

Pending Approval

Pending approval means an account or step has been submitted but has not yet been reviewed and approved. For example, donor accounts may remain in pending approval status until reviewed by Museum Exchange.

Pickup Window

A pickup window is the date range or time period during which a shipping provider is expected to collect the object from the donor.

Post Match

Post match refers to the stage after a donor and institution have been connected and the donor has accepted the institution’s proposal. This is when the donation moves into processing.

Pre-Shipping Requirements

Pre-shipping requirements are any conditions the institution requires before an object can be shipped, such as a Loan Agreement or inspection requirement.

Q

Qualified Appraiser

A qualified appraiser is a professional who is authorized or appropriate to prepare an appraisal for a donated object when one is required.

R

Registrar

A registrar is the institutional contact assigned to manage or coordinate logistical and administrative details related to a donation.

Representative

A representative is a person acting on behalf of a donor or institution during the donation process.

S

Shipping Provider

A shipping provider is the company or service responsible for transporting the object from one location to another.

Status

A status is the current stage of a donation, account, or task within Museum Exchange. Statuses help users understand what has been completed and what still needs attention.

T

Two-Factor Authentication (2FA)

Two-factor authentication is an extra layer of account security. After entering an email and password, the user must also verify their identity using a phone number.

Tax Information

Tax information refers to the donor details that may be required as part of donation processing or related documentation.