Purpose and scope
This framework governs how the Athenaeum enters into, maintains, and terminates custody agreements with partner organisations, member institutions, diplomatic missions, and entities with whom shared custody of an object or site is appropriate.
It applies to objects held under loan, shared custody, emergency receipt, and long-term partner custody. It does not supersede agreements made under the Repatriation Protocol or under direct ministerial instruction.
Eligibility
Custody partners must be able to demonstrate competent care, adequate storage conditions, institutional accountability, and a clear relationship to the object in question. Eligibility for cross-frame custody arrangements is assessed under separate internal guidance.
Terms
All custody agreements record: the object or objects covered, the custody period, the storage and handling requirements, insurance or indemnity arrangements, return conditions, and the identity of the accountable officer at each party.
Where custody conditions include requirements that cannot be expressed in ordinary terms — specific atmospheric frames, temporal reference conditions, or non-standard matter requirements — these are documented in a schedule attached to the main agreement.
Review and renewal
Agreements are reviewed annually and renewed by mutual written confirmation. Either party may request review at any time. Agreements that have lapsed without renewal are held in the record and may be renewed on request.
Termination
Agreements may be terminated by either party on three months' written notice, or immediately in the event of material breach, change in custody capacity, or risk to the object. The Registrar must be notified of any termination within five working days.