The hackspace has a huge variety of tools and equipment available for members to use that is either donated or on a long term loan. Going forward I’d like to implement a system that allow the space to keep track of what is being donated and what is on lone as at the moment we rely on somebody remembering where stuff originated from.
I have created a template that has a few fields that can be filled in with relevant information as well as contact information for the owner of the tool / equipment listed. The form is a Google Doc and can be copied by members for them to edit independently. Once complete they’d need to email it to the board for us to agree too and copy into our folders, at which point we’d assign an ID number for the tool and fill in the fields at the bottom. The benefit of having it as a Google Doc means we can track who edits what fields.
Google Drive folder: Tool & Equipment Forms / Documentation – Google Drive
Template: Tool Donation / Loan Form Template - Google Docs
By having this document detail who owns what tools / equipment it gives the space the ability to make decision on what we keep and use as over time we may acquire bigger, better versions of the equipment. Case in point the table saw… we have three despite only realistically needing one.
It also gives the members providing tools on lone, some security as they can attach photos / descriptions as to what is being loaned, then in the event they wish to take their stuff back they can use these forms to track all the parts to make sure nothing is missing. This form however does not change the terms in the Citizen Hacman Commitment: Citizen Hacman Commitment - Hackspace Manchester Documentation
Loaned items Conditions.
Items on loan will remain the property of the member who owns them, these items should be labeled similar to a DNH label. Hackspace Manchester Board of Directors reserve the right to the ask any member who has loaned an item to the space to remove the item should it no longer be required. If a member who has loaned an item to the space ceases to be a member and does not remove the loaned item within 60 days (similar to Member’s storage items) the loaned item will then be considered donated to the space and the future of the tool (maintenance, renewal, updating, usefulness etc) will be determined by the board or an appropriate subcommittee.
Hackspace Manchester will not accept liability for any tools damaged whilst on loan to the space and whilst every care will be taken, mistakes and accidents happen.
Any feedback would be greatly appreciated