Lending policy - Loans to libraries

Download the Loans to Libraries lending policy (PDF 237.1 KB)


The purpose of State Library of Queensland Collections Lending Policy – Loans to libraries is to:

a) enable access to resources in State Library’s Information Collection through document supply;

b) outline conditions for the loan of collection items to other libraries;

c) maintain ready access to items in State Library collections for all clients;

d) share resources with other libraries under the Australian Interlibrary Resource Sharing (ILRS) Code;

e) support the National and State Libraries Australasia (NSLA) Collaborative Lending Principles.


State Library of Queensland is Australia’s leading collector and custodian of Queensland’s documentary heritage, capturing the essence and distinctiveness of Queensland for current  and future generations. State Library serves all Queenslanders through state-wide library services, and partnerships with public libraries and Indigenous Knowledge Centres. Collections consist of three distinct areas: John Oxley Library, Australian Library of Art and the Information Collection.

Items from the John Oxley Library and Australian Library of Art collections are available for loan for the purpose of exhibition. Conditions of loan are prescribed in Lending Policy – Loans for Exhibition.

State Library adheres to the Australian Interlibrary Resource Sharing (ILRS) Code that supports resource sharing and co-operative interlibrary lending among Australian libraries.

State Library also aspires to the Collaborative Lending Principles endorsed by National and State Libraries Australasia.


Australian Library of ArtComprises four collections relating to the fine arts in Australia and the many Australian Fine Arts, the Lindsay Collection of Pat Corrigan, the History and Art of the Book Collection and the Artists' Books Collection.
Information collectionGeneral information collections at State Library of Queensland complement the heritage component of our collections, with books, magazines, audiovisual, music and eresources which focus on Australian and international content.

Australian Interlibrary Resource Sharing

The ILRS Code of practice supports resource sharing between Australian libraries [https://www.alia.org.au/resources-and-information/interlibrary-lending/australian-interlibrary-resource-sharing-ilrs-code ]

The ILRS Directory provides information on Australian interlibrary loan and document delivery services

John Oxley LibraryContemporary and retrospective collections chronicling events, people, places and ideas that shape Queensland. Includes original materials, manuscripts, photographs, maps, plans, oral history and legal deposit.

National and State Libraries Australasia

NSLA represents the National Libraries of Australia and New Zealand, and the State and Territory Libraries of Australia. NSLA libraries work collaboratively to strengthen the information infrastructure in Australia and New Zealand.

Policy Statement

Accessing State Library collection items

  • Requests from libraries to borrow items from the collection are met whenever possible.
  • Items may be loaned to clients of the borrowing library unless otherwise specified by State Library at the time of the loan.
  • Where an item is not available for loan, digital or print copies may be available as a substitute.  Copying from State Library’s collections is subject to copyright, licence conditions and conservation policies.
  • The physical condition of an item may affect the availability for loan or copy and will be at the discretion of State Library.
  • Information on how to request a loan and any associated fees.

Items available for loan

1. Items in the following categories may be loaned to libraries:

  • monographs
  • government publications
  • pamphlets
  • music scores, performance sets
  • audio-visual items including cassettes, CDs, DVDs and videos
  • microform
  • serials and magazines.

2.  Items in the following categories are not available for loan but, where possible, may be accessed via creation of a copy or surrogate:

  • John Oxley Library and Australian Library of Art collections, including original materials, manuscripts, pictorial, maps, plans, oral histories, ephemera and legal deposit items
  • rare and valuable items
  • fragile items
  • newspapers
  • legal deposit items
  • sheet music.

3. Items in the following categories are not available for loan or copying:

  • Electronic media, including CD-ROMs and computer discs
  • LPs.

Loan limits

Libraries may have up to 100 items at one time.

Loan periods

Unless otherwise specified the following loan periods apply:

  • All items, except  music performance sets – 6 weeks
  • Music performance sets (orchestral, band and choral) – 3 months.

Loan renewals

  • Loan renewals may be granted if the item is not reserved for another client.
  • There is a maximum limit of one renewal.
  • The renewal loan period is 6 weeks for all items, including music performance sets.

Return of items on loan

  • Loans are expected to be returned by the due date unless the loan is renewed.
  • A reminder notice will be sent three days before an item is due if an email address has been supplied.

Failure to return overdue items

  • Notices will be issued for items not returned by the due date.
  • The first overdue notice will be issued 14 days after the due date.  A final overdue notice will be issued 28 days after the due date.
  • State Library reserves the right to suspend borrowing privileges until all overdue items are returned.
  • Items will be considered lost if not returned within 42  days of the due date and an invoice will be issued. The Library is required to pay a replacement fee, plus an administration fee.
  • The replacement fee will be the actual cost of replacing the item. If the item is out of print, the replacement fee will be based on the cost of a second hand copy, or the cost as determined by State Library.
  • The administration fee referred to above is $40.00 for all item categories. The fee is payable if an invoice is generated, regardless of whether the item is returned.
  • State Library will suspend a Library’s borrowing privileges until payment for the replacement and administration fee is received.

Maintaining the condition of items

  • The borrowing library is responsible for maintaining the condition of items borrowed from State Library.
  • If a borrowed item is returned with damage to pages, book structure, binding and packaging, or in a contaminated or wet state, the borrowing library will be required to:
    a) meet the cost of repairing the damaged item, OR
    b) meet the cost of replacing the damaged item.
  • An invoice to cover the cost of repair or replacement will be forwarded to the borrowing library. An administration fee of $40 will be included.
  • State Library reserves the right to suspend borrowing privileges until payment for repair or replacement is received.

Related Procedures

Document Delivery and Interlibrary Loan procedures are maintained by Collection Access, Description Branch, to ensure compliance with this Policy.


The Policy is supported by:

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