TMSUSERS Archives

The Museum System (TMS) Users

TMSUSERS@SI-LISTSERV.SI.EDU
Options: Use Monospaced Font
Show Text Part by Default
Show All Mail Headers

Message: [<< First] [< Prev] [Next >] [Last >>]
Topic: [<< First] [< Prev] [Next >] [Last >>]
Author: [<< First] [< Prev] [Next >] [Last >>]

Print Reply
Subject:
Re: TMSUSERS Digest - 29 Mar 2003 to 31 Mar 2003 (#2003-11)
From:
Linda Pulliam <[log in to unmask]>
Reply To:
The Museum System (TMS) Users
Date:
Thu, 3 Apr 2003 10:08:16 -0500
Content-Type:
text/plain
Parts/Attachments:
text/plain (43 lines) 
Vicki,

We use the component feature differently than you do.

In the case you describe: the tea set would have one accession number (for instance 2000.999), each piece of the tea set would have a sub-number at the end (one plate - 2000.999.18), and each part of a piece would have a letter (sugar bowl with lid: 2000.999.20a-b). There would be a separate record for each piece. If parts of a piece were separated (sugar bowl in storage, lid in conservation lab), a separate record would be made for each (2000.999.20a and 2000.999.20b). This way the locations of each part could be tracked separately, and conservation reports could be linked to the appropriate part.

If any part of the set was deaccessioned, or lent, or put on exhibition, the individual records would reflect that. Fortunately it is easy to make multiple records with TMS. If you have 9.1, you could use the Virtual Record feature as well with the range of numbers as the virtual record number: 2000.999.1-48. You could also relate all the records within the range to the virtual record.

Linda Pulliam
Manager of Collections Information

-----Original Message-----
From: Vicki Cain [mailto:[log in to unmask]]
Sent: Thursday, April 03, 2003 9:52 AM
To: [log in to unmask]
Subject: Re: TMSUSERS Digest - 29 Mar 2003 to 31 Mar 2003 (#2003-11)


How do you deaccession components?

I mean, for instance say you had a tea set--a beautiful tea set, but one
with a lot of stuff that you already had. Say you had one accession number
assigned to the tea set as a whole with all the pieces as components. Say
you sold off some of the plates, a spoon or two, and maybe even a cup. Say
none of these components were in numerical order within the record.

How would you be isolate only the deaccessioned items, assign each of them
some sort of return receipt number, and print out a return receipt
report--all the while still retaining the integrity of the current record?

I eagerly await your replies because, quite frankly, it's stumped the lot
of us.

Much obliged.


Vicki Cain
Sr. Administrative Assistant
Registrar's Office
Yale University Art Gallery
Phone: 203/432-7876
Fax:     203/432-7159

ATOM RSS1 RSS2