CHOOSING A METHOD OF transportation requires consideration of the museum object. This includes, but is not limited to, value, size, historical or cultural importance, condition, fragility, rarity, state of packing, crate and shipment size and weight, timetable, and expense. The best method offers the highest level over control to the object. Clear documentation and instructions must then be given to the carrier.
When using commercially available carriers, find a company experienced in transporting museum collections; recommendations on reputable carriers are best sought from other registrars and collections managers. If museum specialists are unavailable, moving companies which specialize in handling delicate electronic equipment, using vans with air suspension systems and climate control, are a next best alternative.
Common carriers (also called regular route motor carriers) are not generally used for shipments of fragile or high-value material. However, for heavy or bulky shipments of moderate value they provide an economical method, but this service usually involves considerable handling or cross-docking, which is the transfer of cargo from truck to dock to truck one or more times.
The major features to consider when booking a trucking service include air-ride suspension, double driver teams, and climate control. Air-ride is available on larger vans and trucks and provides a cushion of air to absorb road shocks. Double driver teams protect the freight if one of the drivers becomes ill or tired and allows the truck to be supervised at all times, including during rest stops. Climate control can include full-range temperature and humidity control where exact settings are determined by the kind of objects shipped; however, most climate control is temperature control only, which may be adequate for certain objects. Ideally the driver monitors and controls the climate from the cab. Some trucks are equipped to generate a graphic record of conditions during the trip. Ask vendors to specify what services they provide.
Another feature to consider is an adequate interior strapping or tiein system. The truck should be equipped with sufficient furniture pads, dollies, and other equipment such as a J-bar (see CHAPTER 5M, “Moving and Rigging Safely”). The truck should also have lockable doors and a security system. If the load is heavy, if there is no loading dock, or if the loading dock at either end is inadequate, a lift gate on the truck will be needed to ease the crates on and off the truck.
Depending on the service required, it may be wise to choose a company that provides drivers who can double as handlers and packers, although not every company provides this service. This feature is particularly useful when picking up objects from private collectors who may not have the ability to pack their own objects. Other services to consider when booking a truck are extra security or the ability to accommodate a courier on the truck or in a follow car. These requests should be discussed fully when booking the shipment.
Good communication and understanding are important, both when booking and during the transit. For long distance or sensitive trips, make certain that the driver can be reached via cellular telephone and the owner or dispatcher of the company is available during off hours in case of emergency. Some companies track their vehicles via two-way satellite communications, in-route status reports, and on-board computer tracking.
Truck size and equipment availability vary among carriers. The size of the shipment may determine the choice of carrier. If the load is small in size, it may be best and more economical to transport it in smaller (straight) trucks or vans, which run from twelve to twenty-four feet. The smaller trucks can also be equipped with air-ride and climate control with varying degrees of sophistication. Height is often a determining factor in the size requirement of the truck; discuss your height requirements fully before booking a truck.
Some transports require larger (thirty to fifty-one feet) vans and tractor trailers. The determining factor is the size of the shipment, particularly height and volume, but other consider ations include the distance to be traveled and the need for sophisticated climate control. Tractor trailer doors vary in height, usually between 105 and 117 inches; more specialized high cube vans have an interior height up to 125 inches. To determine equipment needs, provide all shipping dimensions to a vendor before booking.
Trucking companies offering interstate transport were governed by the Interstate Commerce Commission (ICC) until January 1, 1996. Although the ICC is no longer a regulatory body, its guidelines are often still used for classifications, rules and regulations, rates, mileage guides and the services offered by the interstate moving companies. The Department of Transportation (DOT) is now the main agency that regulates safety in interstate transit. Each state also has intrastate regulations. Companies operating motor vans or trucks within a city or state are generally subject to the approval of regulatory bodies in each city and state. The conditions under which shipments are accepted by carriers appear on the bills of lading issued to shippers. It is a good practice to read the back of the bill of lading (see “Documentation”).
It is also common and safe to engage noncommercial carriers, such as a museum-owned or staff-owned car, van, or small truck, to transport museum objects. The main advantage is that the handling is completely under the control of the museum. Care should be taken to balance the needs of the object against the potential hazards of vulnerable vehicles, lack of cushioning systems, and inadequate climate control. The same common rules for commercial vehicles should also apply here. For security, two people should travel in a car. It is best to have a mobile phone in case of emergency. Always let other museum staff know the full route, schedule, and itinerary. Be sure the vehicle is large enough to permit the object to ride safely; tie downs or other devices may be necessary to secure it from shifting (see CHAPTER 5Q, “Couriering”).
Freight services offered by the railroads are not generally used for museum shipment because the ride on the tracks has too much vibration. The train, however, is an acceptable mode of transport for objects that can be hand-carried.
Airlines offer the most rapid means of transportation for long distance domestic and foreign shipments. Ideally, all arrangements for the air shipment of valuable and fragile museum objects should be handled by museum personnel or by reliable agents. These personnel or agents must be able to supervise all movements from shippers to airports, through terminals, into planes, from planes, to and through terminals, and from terminals to final destinations. Supervision at cargo terminals is especially advisable to ensure the safe handling at airport assembly areas active with loading and unloading equipment.
On August 3, 2007, President George W. Bush signed into law the 9/11 Commission Recommendations Act of 2007, the implementing legislation requiring the Secretary of Homeland Security to establish a system to enable industry to screen 100 percent of cargo transported on passenger aircraft at a level of security commensurate with the level of security of passenger-checked baggage, within three years. The impact of the 100 percent screening requirement is that all cargo must be screened at the piece level by TSA approved methods prior to being loaded onto a passenger aircraft. To help airlines reach this goal, the Certified Cargo Screening Standard Security Program (CCSSSP)1 allows manufacturers, warehouses, distribution centers, third-party logistics providers, indirect air carriers, airport cargo handlers, and independent cargo screening facilities, including museums and fine arts transport companies, to organize and conduct this screening of cargo before delivery to the airlines. If they do significant passenger flight shipping museums are eligible and encouraged to become participants in the program. There is an application process, and approval, inspection, and training are necessary.2
Museums should consult their shipping agents to determine the best procedures to use to avoid the opening of crates at the airport, which may include joining the CCSSSP or having a fine arts company perform the screening in their certified facility.
Different types of aircraft have certain limitations for carrying freight. Although allcargo planes afford the most control, all cargo aircraft and destinations have been drastically reduced in number and are therefore not readily available to every destination. However, the size of the freight may necessitate the use of planes with larger door openings. Freight taller than sixty-three inches high can only fit in an aircraft with main deck (the upper part of the aircraft generally reserved for passengers) cargo capacity, such as all cargo or combi aircraft. All cargo flights do not generally take passengers, but arrangements can be made to allow a courier aboard. Combi flights are part passenger and part main deck cargo, with doorways high enough to take oversized freight. It is generally easier to engage an agent to arrange cargo flights.
When using passenger flights, wide-bodied aircraft such as Boeing 747s and 767s, Douglas DC10s, Lockheed L1011s, Airbus 340s, and other Airbus models are best because cargo space is large enough to permit the loading of containers and pallets. Wide-bodied passenger planes can generally accommodate freight up to sixty-three inches in height. Containers are large receptacles, usually metal, of different configurations depending on the size of the aircraft. Always inspect containers before loading for holes and dents that could allow leaks. Pallets are low, portable platforms, usually metal, on which cargo is placed and built up to conform to the aircraft size. When shipping museum objects, ask the airline crew to place polyethylene plastic sheeting on the floor as well as over the entire buildup on the pallet or around the interior of the container to protect the cargo in case of rain or other inclement weather. The pallet must also be tied down with special straps to keep it stable. Beware of including potentially hazardous materials on the pallet.
Smaller aircraft, such as Boeing 707s and 727s and Douglas DC8s and DC9s, cannot accommodate containers or pallets. Cargo must be loaded loose, so there is significantly more handling and risk of mishap. Individual pieces are loaded and unloaded on a conveyor belt. If you do not have wide-bodied service to your destination, it is probably best to truck the objects rather than use air freight. If trucking is not possible, careful supervision is recommended.
Air freight rates apply from airport to airport. Delivery to and from airport terminals can be arranged by the airlines at additional cost, but this is not recommended for museum collections because airport trucks do not follow museum standards (e.g., they will likely have a single driver, nonair-ride, noncli-mate-controlled truck, and no means of securing the cargo within). If possible, make your own pickup and delivery arrangements or have door-to-door transportation arranged by reliable agents.
Air freight services will also arrange to transport door-to-door. There is a loss of control in this type of shipping, as freight is often bundled together with other freight, which may not be as sensitive. It is best to use air freight services for only the sturdiest and best-packed objects. If air freight is the only option, establish a good relationship with plenty of personal contact and communication.
Freight forwarders can be used for both domestic and foreign shipments to book the shipment, complete an air waybill, communicate effectively with airport personnel, and provide supervision (see “International Shipping and the Use of Agents”).
Good supervision is important to assure the safe handling of objects at the airport. Supervision is necessary to be certain that a crate is properly placed in a container or on a pallet, that it is secure, and that it is not shipped with hazardous materials. Ideally, you or your agent should follow the freight onto the tarmac and witness the loading onto the aircraft. In today’s high security climate, it has become more difficult to get beyond the yellow line at cargo terminals, and therefore, it is important that your agent have full security clearance to supervise. Full supervision includes staying at the airport until your flight is airborne for at least twenty minutes. On rare occasions flights are returned to the ground after takeoff, and someone should be available in this case.
A freight forwarding agent or cargo manager can help with flight planning as they have access to cargo guides with updated schedules and equipment types. Cargo managers can provide information about the availability and schedules of planes that will meet the requirements of shippers. They must be told the sizes and weights of the boxes when asked to reserve space on the desired flight.
Always book on a nonstop flight if possible. If a nonstop is unavailable, a flight with stops but without a change of plane is the next best routing. If a flight must stop en route, emphasize and receive assurances from the cargo manager that your freight will not be off-loaded. Avoid flights that have plane changes; if you cannot, it is advisable to contact an agent in the stopover city to supervise the transfer of the freight.
It is best to engage a customs or freight forwarder for export and import of museum objects. The proper documents are important, and communication is essential when choosing a customs or freight forwarding agent. For international shipments, museums generally engage customs brokers, freight forwarders, and cargo agents who are specially trained and licensed in importing and exporting. Customs brokers not only arrange for international transportation, but also make certain that shipments comply with all importing and exporting regulations. They prepare the documents required by the US Customs Service and the customs offices of other countries. They can provide supervision, an important service that will see the shipments through all the processes of handling and customs (see above and CHAPTER 5P, “Import and Export: Guidelines for International Shipping”).
Freight forwarding agents or other specialized museum agents may provide help in arranging transportation, including pickup and delivery and, if desired, packing of museum shipments. Care should be taken to select agents who are well-informed about the policies and requirements desired by the museum.
Ocean transportation is not recommended for most museum objects because of the lack of control in scheduling and handling. For extremely bulky and sturdy objects, it may be an economical but slow solution. It is complicated by the fact that many documents are required, both by the carriers and by the governments of the United States and foreign countries. Museums generally engage ocean freight forwarders to handle these shipments.
Shipment by mail is not recommended for valuable or fragile objects because of transit and handling hazards, the postal service’s limitations on the size and weight of packages, and the limited value for which underwriters are willing to insure mail shipments. For small shipments of replaceable and nonfragile objects of low value, parcel post may prove economical and convenient. It is common practice, for example, to send some natural history specimens by mail. If mail shipment is used, special care should be taken to see that containers are strong enough to ensure protection from the weight of other parcels, from pressure and friction, and from climatic changes and repeated handling.
When shipping by mail, it is often best to use express mail. This method offers the fastest delivery and, therefore, the least amount of handling. The other options in descending order of preference are registered mail, certified mail, numbered mail, priority mail, and regular mail.
Air-express companies offer a wide range of services, from small air cargo agents who use commercial carriers and contract truckers to major forwarders who own their own planes and trucks. Their small package services have size limitations, which are marked on their air waybill or readily available by telephone. With good packing, this kind of service can be an effective option for transport, with the understanding that there will be a great deal of handling. The fastest service is preferable to limit handling and time spent on loading docks and in warehouses.
Other advice when using express mail service is to ship early in the week to avoid weekends. Use only services that can provide tracking and require signatures of delivery. Pack well, address the package clearly, and mark it “Fragile.” Most importantly, develop a relationship with one or two local forwarding companies and try to elicit their help and understanding of your special needs.
When deciding on the best shipping method to use, always keep in mind that guidelines from your insurance carrier, indemnity application, or loan agreement must be considered and honored; shipments must be properly insured. In most cases the insurance should be through the museum policy. Carriers assume only a limited liability, unless excess value is declared. A shipper making an excess declaration is, in effect, purchasing insurance coverage through the carrier (see CHAPTER 6D, “Insurance”).
The general rule of documentation when shipping is to always obtain a signature of receipt when transferring possession of a museum object. Always read what you are signing when your signature is requested. Receipts, bills of lading, and air waybills are contracts between shippers and carriers as well as receipts for the material accepted for shipment.
The bill of lading is a legal document, and your signature, in theory, releases the shipper from any liability for damages discovered at the time the cargo is received. Always examine the crate or package for any damage and never sign for a damaged package. Always use a disclaimer phrase such as “Condition unchecked, contents unknown,” or “We are signing for the receipt only. By signing this document, we are not issuing a clean bill of lading.” •
1. TSA-ContactCenter@tsa.dhs.gov.
2. Available at: https://www.tsa.gov/for-industry/cargo-programs.