Jennie - would the Z39.50 plug in work for us. It would be a big help? Thanks, Kay
-----Original Message-----
From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Delmas-Glass, Emmanuelle
Sent: Friday, October 23, 2009 10:36 AM
To: [log in to unmask]
Subject: Re: Who is responsible for data entry rules at the Getty Museum?
Gillian,
At the Yale Center for British Art we have been using the Z39.50 plug-in to ingest a "light version" of our library system's records. The goal is not to recreate full fledged bibliographic records in TMS but enough to be able to produce full and brief citations. The reasons we use the Z39.50 plug-in is that, as Brenda has alluded earlier, David Parsell has been able to make it work for us, AND we wanted to speed up the creation of bib. records in TMS (i.e. we wanted to stay away from having to retype everything).
I did run into the issue you are mentioning about historical names but, for the most part, bibliography related constituents (authors, publishers and editors) and object related constituents (artists) are not the same people, with the big exception of institutional authors and publishers of course. To palliate this problem I enter all known versions of their names as alternate names in their constituents authority records and have compromised with our reference librarian (whose staff is building the TMS bib. records) to use only the latest version/contemporary names of these constituents with dual roles. This is just a stop gap solution while waiting for the next version of TMS which, I have been told by Gallery Systems, will allow to choose a constituent's alternate name as the primary name in a bib. record.
I have put all of this in writing in 3 data entry manuals for the creation of citations for bibliographic materials, serials and sales catalogues. I have found that the hardest thing though is to map one's library systems's schema to TMS. Let me know if you are interested in seeing these.
Best,
Emmanuelle
________________________________________
From: The Museum System (TMS) Users [[log in to unmask]] On Behalf Of Essam, Gillian [[log in to unmask]]
Sent: Friday, October 23, 2009 10:11 AM
To: [log in to unmask]
Subject: Re: Who is responsible for data entry rules at the Getty Museum?
Hi Brenda and Cathryn,
Thank you so much for your responses; they have given me much food for
thought and I'm relieved to find that I have understood the Getty's data
standard correctly!
I understand and appreciate Brenda's warnings about possible duplication
due to poor control of names in a free text field and restrictions on
formatting. On the other hand I feel with Cathryn that perhaps it will
not be necessary to duplicate in TMS the detailed cataloguing that our
library system will capture in the next few years. Eventually I would
hope that we could integrate the two systems, but in the meantime I
would like to capture and publish bibliography online within a
reasonable timeframe. The Getty's standard does indeed seem like a
useful step in the right direction.
Do any TMS users experience problems in sharing the Constituent Module
for people and organisations that play many different roles in the data?
For example, if an institution that has had many historic name changes
is required in various historic forms by curators as the publisher of an
exhibition catalogue in the Bibliographic Module and the historic venue
of an exhibition in Exhibition Module, but is also required in its
latest form by registrars as a current borrower name in the Loan Module,
how are these conflicts prevented and resolved? Are names that have been
signed off by a curator for use in the cataloguing record liable to be
updated later by registrars or exhibition organisers for current
borrowing or lending procedures?
Kind regards,
Gillian
-----Original Message-----
From: The Museum System (TMS) Users [mailto:[log in to unmask]]
On Behalf Of Cathryn Goodwin
Sent: 21 October 2009 02:51
To: [log in to unmask]
Subject: Re: Who is responsible for data entry rules at the Getty
Museum?
if it is of interest - we have been very grateful for the Getty's
abbreviated bib record guidelines here at Princeton. Because we aren't
really in the business of cataloguing books, and hope to someday manage
a connection between our citation records and an authoritative
bibliography record, we are capturing isbn numbers, local princeton
library call numbers, etc with an eye to the future. We are also
seriously considering co-opting some of the TMS bib record fields to
help manage rights and repro transactions - which more often than not
result in citations for works in our collection. Hopefully this will
lead to a more transaction-based bibliographic history of the
collection.
Cathryn
-----Original Message-----
From: The Museum System (TMS) Users on behalf of Brenda Podemski
Sent: Tue 10/20/2009 7:52 PM
To: [log in to unmask]
Subject: Re: Who is responsible for data entry rules at the Getty
Museum?
Hi Gillian,
Although you have it correct that our current data entry process
currently limits our Bibliography entries to a small handful of fields
in the Bib. module (the aforementioned title, format, date, language,
year published, and data entry constituents), I cannot really recommend
this as a standard. These are legacy procedures that were instituted to
wean users away from the big free-text Bibliography field in the Objects
module, so the impetus (I believe) was to make the data entry as simple
as possible for cataloging staff to use while still taking advantage of
the Bibliography module's ability to link a single publication to
multiple objects.
Some of the problems with this approach:
- The Title field is only 255 characters long. It is not too
difficult to exceed this limit citations with multiple authors,
publisher details, and long titles.
- Dumping all the data into one field limits our ability to
selectively format aspects of the citation (you could use the Citation
field for this, of course, but it does mean people would need to add the
data twice)
- Author names are entered manually within the free-text Title field,
with no controls on the format of those names. This increases the
likelihood of accidental duplicate citation entries due to typos,
abbreviations, or name variants.
We have continued to use our old standards because we'd like a better
way to do the detailed data entry robust bibliography entries would
require, and would prefer tapping into the already plentiful online
resources that have done the data entry for us! We are looking at the
z39.50 plugin as a possible alternative to that end (with serious props
to David Parsell @YCBA for paving the way here).
That said, I do believe our current practice is a definite step in the
right direction, away from the Published References field.
Best regards,
Brenda
~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~
Brenda Podemski
Business Applications Administrator
Collections Information
The J. Paul Getty Museum
www.getty.edu
v. +1 310-440-7087 | f. +1 310-440-7752 | e. [log in to unmask]
>>> "Essam, Gillian" <[log in to unmask]> 10/20/2009 1:58 AM
>>>
Hi Brenda,
Thank you for your prompt response, and thank you also to other kind
users who pointed me in the right direction! I was going to ask my
questions off-list, but it may be that other people have an interest in
this too.
At the National Gallery, London, we are planning to capture
bibliographic citations in TMS, mainly for publication to our website. I
surveyed CDWA standard and data entry rules in use by a few other TMS
users, among them the Getty's "Adding/Updating Bibliographic Citations"
January 23 2002.
Your standard appealed to me because it seems not to build full
bibliographic records in TMS, just citations for publication. This may
well suit us as we plan also to build full bibliographic records in a
new library system over the next few years, and probably to integrate it
with TMS eventually. Although we would like to achieve some granularity
in bibliographic data in TMS by using the Bibliography Module rather
than the Bibliography or Published Reference fields in Object Module, we
would prefer to enter minimal data and in particular to avoid swamping
TMS Constituents with authors and publishers.
May I check that I have understood your standard properly?
On "General Info" tab what do you enter in 'Title Proper' field - is it
simply author and title?
Who do you link under 'Constituents'- is it only the person who added
the citation, or do you also link authors and publishers etc?
Many thanks,
Gillian
Gillian Essam
Collection Information Manager
The National Gallery
Trafalgar Square
London
WC2N 5DN
Tel: +44 (0)20 7747 5243
Fax: +44 (0)20 7747 2472
-----Original Message-----
From: The Museum System (TMS) Users [mailto:[log in to unmask]]
On Behalf Of Brenda Podemski
Sent: 19 October 2009 17:32
To: [log in to unmask]
Subject: Re: Who is responsible for data entry rules at the Getty
Museum?
Hi Gillian,
I would be happy to assist you! (and I just replied to you directly as
well).
Best,
Brenda
~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~`~
Brenda Podemski
Business Applications Administrator
Collections Information
The J. Paul Getty Museum
www.getty.edu
v. +1 310-440-7087 | f. +1 310-440-7752 | e. [log in to unmask]
>>> "Essam, Gillian" <[log in to unmask]> 10/16/2009 2:35 AM
>>>
Please does anyone have a name and email address for the person who is
responsible for the data standards and data entry rules for TMS at the
Getty Museum?
I would like to ask a few questions by email (off listserv) regarding
the Getty's helpful "Adding_Bibliography.doc" , currently posted under
"User Shared Resources" on Gallery Systems' website.
Kind regards,
Gillian
Gillian Essam
Collection Information Manager
The National Gallery
Trafalgar Square
London
WC2N 5DN
Tel: +44 (0)20 7747 5243
Fax: +44 (0)20 7747 2472
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The Sacred Made Real: Spanish Painting and Sculpture 1600 - 1700
21 October 2009 - 24 January 2010
Book now
http://www.nationalgallery.org.uk/the-sacred-made-real
Open daily 10am to 6pm, Friday until 9pm
Sign up for the latest news, offers and exclusive competitions
from the National Gallery by clicking on this link
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----------------------------------------------------------------
The Sacred Made Real: Spanish Painting and Sculpture 1600 - 1700
21 October 2009 - 24 January 2010
Book now
http://www.nationalgallery.org.uk/the-sacred-made-real
Open daily 10am to 6pm, Friday until 9pm
Sign up for the latest news, offers and exclusive competitions
from the National Gallery by clicking on this link
http://www.nationalgallery.org.uk/subscribe/subscribe-to-e-news
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