When temporarily removing material from an archival collection for an extended period (loans, exhibits, outsourced digitization, etc.), create a physical location note at the archival object level in ArchivesSpace with the following information:

• If only a portion of the material described by the archival object was removed, specify what was removed
• Date removed
• Reason for removal
• If known, anticipated date of return

Example for Biren slideshow: Removed for digitization, November 1, 2021. Anticipated return, January 2022

Once the material is returned, delete the note.

If significant portions of the accessible collection are being removed, additionally notify staff (via email, Slack, or at a meeting) and update the collection level Conditions Governing Access note to include the text:

<emph render="bold">[Significant portions of] this collection will be unavailable due to [reason] starting on [date]. The anticipated date of return is [date]. Contact Special Collections for details.</emph>

If an entire box is being removed, change the location of the box to the "On loan or with vendor" location.

Add a temporary location of "SC Special Collections Exhibit (SCSPX) to the item record in FOLIO. Change the status of the item to "Unavailable".

Once material is returned, remove the temporary location and send the barcode to the Metadata Archivist to check the material back in, or check it in yourself if you have the appropriate FOLIO permissions.