At the Whitney we change all works that are deaccessioned from Permanent
Collection to Deaccessioned via department, and also we change the
object status from Accessioned Work to Deaccessioned. Our deaccession
protocol was recently updated and now we also add a D prefix to the
object number to counter past numerical discrepancies and duplications.
PS we too have a similar deaccessioning and disposal manual to SLAM,
thanks for sharing Ella!
Diana Lada-L'Henaff
Documentation Manager
Whitney Museum of American Art
945 Madison Avenue at 75th Street
New York, NY 10021
t: 212.570.3671
f: 212.570.4171
e: [log in to unmask]
-----Original Message-----
From: The Museum System (TMS) Users [mailto:[log in to unmask]]
On Behalf Of Ella Rothgangel
Sent: Friday, May 06, 2005 12:44 PM
To: [log in to unmask]
Subject: Re: deaccessioning
We have an object status called "Deaccessioned." By doing this we can
eliminate deaccessioned object records on queries by unclicking
Accessioned Objects Only. This object status also appears in red
letters above the object number so that a user sees immediately that the
object is deaccessioned.
Ella
________________________________
From: The Museum System (TMS) Users on behalf of Betty Rothwell
Sent: Fri 5/6/2005 11:03 AM
To: [log in to unmask]
Subject: Re: deaccessioning
I am interested in how institutions flag the object in the standard data
entry window to indicate that it is a deaccessioned object. Entering
information into the deaccession module does not change the window look
of the object. We currently are using object status, location change,
and insurance and valuation. This might be a data entry error that I am
missing a step in the deaccession module? We have had to do this as
other users were querying on an artist and did not realize certain
objects were deaccessioned. I also am glad to hear that there is a link
to the new object number when replacement funds are used to acquire a
new object.
Betty Rothwell
Arts Branch, Collection Management Unit
Alberta Community Development
780.415.0250
[log in to unmask]
www.cd.gov.ab.ca/artsbranch
www.affta.ab.ca
From: The Museum System (TMS) Users
[mailto:[log in to unmask]] On Behalf Of Frances Francis
Sent: Thursday, May 05, 2005 9:33 AM
To: [log in to unmask]
Subject: Re: deaccessioning
We customized our deaccession & disposal screens in close to the same
manner as described below, and also renamed the first approval date
field to "Due Diligence Completed" to better track the donor research
phase of the process.
Since our standard contract terms tend to extend over long periods and
multiple objects, we like to record them in the auction house
constituent file as text entries, so we can compare past terms at a
glance when negotiating future consignments. We renamed "Contract
Terms" to "Special Terms/Check Number" on the deaccession window to
provide a more efficient way of recording exceptions to the standard
contract terms, and a more specific way of confirming payment received,
tracking deposits, and relating proceeds with settlement statements.
Frances R. Francis
Registrar
High Museum of Art
1280 Peachtree Street, NE
Atlanta, GA 30309
tel: 404-733-4480
fax: 404-733-4502
email: [log in to unmask]
________________________________
From: The Museum System (TMS) Users [mailto:[log in to unmask]]
On Behalf Of Ella Rothgangel
Sent: Thursday, May 05, 2005 10:05 AM
To: [log in to unmask]
Subject: Re: deaccessioning
I've been reading this thread and enjoying hearing everyone's responses.
A few years ago we took advantage of the ability to rename and hide
fields, and did some re-naming/re-organizing in the deaccession &
disposal area to better fit our needs. Once we did that, and once we
standardized old data, we've found this area very helpful. To date we
have not taken advantage of the use-of-proceeds, but that's more of a
data issue than a database issue.
I've attached the Deaccession & Disposal section of our manual. It
lists each field that we use. If you have additional questions on how
we're using deaccessioning, please send me an email -
Ella
Ella Rothgangel
Collections Database Administrator
Saint Louis Art Museum
314.655.5408
[log in to unmask] <mailto:[log in to unmask]>
________________________________
From: The Museum System (TMS) Users [mailto:[log in to unmask]]
On Behalf Of Glosson, Eunice
Sent: Thursday, May 05, 2005 8:16 AM
To: [log in to unmask]
Subject: Re: deaccessioning
The TMS Media Module is a good adjunct for linking images to object
information. If you are looking for a searchable database whose primary
function is to catalog and retrieve images, then you might consider
programs designed for images, rather than for information.
________________________________
From: The Museum System (TMS) Users [mailto:[log in to unmask]]
On Behalf Of Rebecca Engelhardt
Sent: Thursday, May 05, 2005 1:58 AM
To: [log in to unmask]
Subject: Re: deaccessioning
I haven't been a TMS user for about two years, but I find myself still
connected to the list serve. So.... I'm taking the opportunity to ask
your opinions...At the Museum of Glass we are officially a
non-collecting museum (although we have a small and "growing" study
collection of objects that were made in our hot shop on site). However,
we have a tremendous amount of digital imagry that relates to our
exhibitons and programming, in particular our working glass hot shop and
series of visiting artists. I am considering recommending TMS as a
solution to managing digital images (that number in the thousands and
live all over our various servers, hard drives, and cd collections). As
users of TMS do you find the media module strong enough to be the main
reason why an institution might purchase the program? Thanks for any
input. Rebecca.
Rebecca J. Engelhardt
Registrar/Collections Manager
Museum of Glass: International Center for Contemporary Art
1801 Dock Street
Tacoma, WA 98402
253-284-4705
[log in to unmask]
Frances Francis <[log in to unmask]> wrote:
Thanks to Jenny Wilker (and confirmed by GS support) I've
learned that version 9.1531 is missing the New Object Number field in
the deaccession configuration/query group hierarchies. 9.2 has an
Objects subfolder under Deaccessioning/Object Deaccessioning Use, which
makes queries much more useful. Lovely!
Frances R. Francis
Registrar
High Museum of Art
1280 Peachtree Street, NE
Atlanta, GA 30309
tel: 404-733-4480
fax: 404-733-4502
email: [log in to unmask]
Rebecca J. Engelhardt
PO Box 5561
Bellingham, WA 98227
[log in to unmask]
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