The issue is one of records custodianship, and so far it's not clear
that the library/museum is the records custodian. You can only make
retention/disposition decisions related to records over which you have
custody.
That means that this is not necessarily a records management question as
its not clear that it is a business record related to the library/museum
- the way you have described it so far makes it sound like a loan or
donation. If so, the more appropriate approach entails custody
agreements, accessioning and de-accessioning, not necessarily
retention/disposition. These are subjects better directed to individuals
involved in collections management.
Dwight Wallis, CRM
Records Administrator
Multnomah County Records Management Program
1620 SE 190th Avenue
Gresham, OR 97233
phone: (503)988-3741
fax: (503)988-3754
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