1. Officers from the records office of origin may request records stored in the Records Centre for loan. Where request is to be made otherwise, the requesting officer should make the request through the records office of origin.
   
2. In making request, certain information should be given to ensure speedy response. These are:
• Name/Title of file and/or file number;
• Dates of interest;
• Part or volume number;
• Box number
• Accession number
• Record Centre location number

Where all the above are not available, the file may be found by searching the GENCAT system.

3. Records Centre staff will complete a Loan Form to document the transaction. A copy is affixed to the file to be loaned. Files are loaned for specific periods of time and therefore should be returned accordingly. Where an extension is required, this should be sought from the Record Centre staff
   
4. Files which are borrowed frequently may be returned to active storage and the relevant RRDA amended to reflect the action taken.

Loans made to Registry; Bursary or University Centre staff are delivered and collected by record centre staff.
Files loaned to staff in other offices or department staff are collected and returned by a designate of the particular office making the request.

Response to request for loan will be dealt with as follows:

• Request made before noon ---- filled by the afternoon
• Request made in the afternoon---- filled by the next morning
• Urgent requests are dealt with accordingly
  
  All files are to be returned promptly to the Records Centre. This is to ensure that a proper account can be given of them at all times.