Thanks Amy. Those are some really good ideas, and I could see these being
very applicable for the way TMS is being used at SAM. Do you or any other
listserv members have experience with researching copyright status for
collection records? Unfortunately, we have a large volume of 20th century
works for which we do not have copyright documentation, and, naturally,
before we can create this documentation in TMS we need to go back and
determine what the restrictions, if any, there are for these works. I guess
this isn't exactly a TMS question, but if anyone has had experience with
such an undertaking I would be interested in learning about experiences.
Thanks,
Scott Nacke
Assistant Registrar/Image Rights Manager
Seattle Art Museum
-----Original Message-----
From: Amy Noel [mailto:[log in to unmask]]
Sent: Wednesday, March 19, 2003 10:09 AM
To: [log in to unmask]
Subject: Re: Copyright question
The Getty enters copyright information in the Rights and Reproduction
window. We also set a status flag "Check copyright restrictions" if
there's a notice required. That shows in red above the department name
in the data entry mode. When a copyright notice is required, we also
assign a user defined field (but will likely change to another status
flag for greater security control) "approved for web" yes or no. This
information is maintained by the Registar's Office. When changes are
made to object records, our procedure is that the Registrar reports the
change to Photo Services, who update related image media records by
copying the copyright statement into the media description field. We
choose to have this redundancy to account for additional photo credits
that might be required to be published with a particular image of an
object. If copyright restrictions prevent us from publishing an object
to the web, then the media status is reflected to account for that.
We copy information from TMS into another set of table used by
ArtAccess and the Web for presentation of collections information in our
galleries an on-line. The Web group's publish process has rules based
on how these flags are set to accept records for presentation on-line
that are properly cleared.
Smoothing out this process has taken a long time. The thing that really
helped smooth it out though, was a grand meeting late last fall in which
each department that participates in this process participated along
with their department head or supervisor. Not everyone wanted to come,
but they did. It turned out to be incredibly useful for everyone to
hear each piece of the process. My job was to facilitate the
discussion. I brought to the table each departments steps as I
understood and that was our starting point. There were follow up
discussion via e-mail and additional TMS training in advanced query for
some. The result was an overall improvement in the process, a document
describing the process and who does what when and I think a greater
appreciation of the work that each of us does.
Amy Noel
The J. Paul Getty Museum
>>> [log in to unmask] 03/18/03 05:42PM >>>
Hi Allison,
Thanks for the info on how you are working with copyright statements.
We are
putting copyright notices in the Rights and Reproductions window under
the
registration button at the top of the object record, front card view.
This
has been primarily filled in when the museum takes in new acquisitions,
and
after an artist or copyright holder signs and returns our
non-exclusive
license agreement. It has seemed most natural for us to put this there,
for
instance, in case of a data transfer to another database. Honestly, I'm
not
much of a fan of the Rights & Reproductions section in the object
record nor
the media management section. I think most of the useful data that
gets
searched on is put into the text field for "copyright" in the object
record.
However, with the digitization project we are working on we are
putting
copyright data (if we have it) in the public caption section of the
media
record for those objects.
You bring up some good points about including info about editions,
proofs
and copies. This is something that is important for our collection as
well,
especially as new media works become more of a collecting focus.
Thanks for your response.
Scott Nacke
Assistant Registrar/Image Rights Manager
Seattle Art Museum
[log in to unmask]
-----Original Message-----
From: Smith, Allison [mailto:[log in to unmask]]
Sent: Tuesday, March 18, 2003 2:35 PM
To: [log in to unmask]
Subject: Re: Copyright question
Scott -
when we are referring to the Copyright of the original object, we are
putting the copyright statement in the Title section of the database.
I
have the Title type as "Copyright Notice", and have it set to display
after
the Title proper, so that is immediately visible after the Title in
Label
copy view. We are also going to track our Edition/Copy Statements
("Artist
proof. 2/25", "Reprint, 1996", etc.) in this section of the database
as
well. I'm going to rename Title to "Title(s)/Statements", as soon as
GS
tells me how...haven't been able to successfully change the name of
that
particular field yet.
I think it works well, although as a new user of the system, I haven't
been
able to figure out if there will be any future reprecussions down the
road.
Does anyone have any opionions?
In regards to the copyright for reproduction of surrogates, I haven't
really
had to figure this one out yet. I am not that thrilled with the
Rights/Reproductions section of the database, especially since we use
more
than one photographer, the copyright statement could be unique for
each
image we have for any given object. I suppose that it could be tracked
as a
text entry in the media record. Any opinions on this?
Allison
..................................................................
..................................................................
the warhol:
Allison A. Smith
Collection Manager / Database Administrator
117 Sandusky Street
Pittsburgh, PA 15212
T 412.237.8345
F 412.237.8340
E [log in to unmask] <mailto:[log in to unmask]>
W www.warhol.org <http://www.warhol.org>
W www.warholstore.com <http://www.warholstore.com>
The Andy Warhol Museum
One of the four Carnegie Museums of Pittsburgh
..................................................................
..................................................................
-----Original Message-----
From: Scott Nacke [mailto:[log in to unmask]]
Sent: Tuesday, March 18, 2003 11:51 AM
To: [log in to unmask]
Subject: Re: Test and a question
Hi Dave,
I have been receiving all listserv messages just fine. The idea to
share
info on the issues you mentioned is a great one. We would be interested
in
an exchange on data standards, managing data entry projects, style
sheets,
thesauri, collections information system mission statements and TMS
functionality, etc. We still use our paper files, and as far I am
aware
there is not really any movement away from them. However, we use TMS as
our
primary source for collections info. Registration, Curatorial, and IT
departments have been working together to establish standards for TMS
use.
We hold nearly monthly meetings, and have created an intranet site with
a
reference manual for data entry standards. So, we are really just
getting
started, and some of this has fallen off recently due to staff changes,
but
we are eager to continue moving ahead in our efforts at expanding the
way we
use TMS for collection information management.
Also, recently we have begun a project to create digital images of
collection objects to be available in TMS and on the Seattle Art
Museum
website. As we go along we are developing standards for the Media
Management
Module, for which we plan to create some sort of manual.
A question I am currently wondering about is how are others managing
copyright information both in the data entry view of the objects
module
front card under registration, and in the media management section? We
would
like to have complete copyright status info in TMS for each of the
objects
in our collection, which will be a "special" project all on its own.
Just
curious about how others are working that out at their institutions.
I look forward to learning more about what others are doing.
Best,
Scott Nacke
Assistant Registrar/Image Rights Manager
Seattle Art Museum
[log in to unmask]
-----Original Message-----
From: Dave Pearce [mailto:[log in to unmask]]
Sent: Tuesday, March 18, 2003 6:39 AM
To: [log in to unmask]
Subject: Test and a question
Hi Everyone,
Hopefully you all received the listserv email from Mignon
Erixon-Stanford
about the recent move of the TMSUSERS listserv to a new server with
slightly
different domain address. According to Mignon the transition was to
have
been seemless and we would have noticed nothing. But a few of you
have
written to me recently about the lack of activity on the list and
wondered
if there was some technical problem or if things had just been quiet.
So if
you're receiving this message, let us hear from you.
Also, my supervisor and mentor Bruce Young (Head of Collections
Management
at the Freer and Sackler for many years) and I have been talking
recently
about data standards. Here at our museum I have recently formed our
first
Collections Information System Data Content Committee made up from
Collections Management and Curatorial advisors. This is a major step
for us
as our administration and the curators have joined us in support of
tasking
the data base to serve as the primary and authoritative source for
collections information instead of our long venerated paper records
and
published comprehensive catalogs. The questions that will have to be
answered and procedures that will have to implement to accomplish this
are
too numerous to mention here at once.
Are any other of you doing something similar? And if you're already
well
into the process would you have any wisdom you could share? I have
considered the idea of sending out an email on a very focused issue
once
every two weeks. Would you all be interested in discussing and sharing
your
ideas on topics such as retiring paper files, managing massive data
entry
projects, style sheets, thesauri, collections information system
mission
statements and TMS functionality in relation to your goals, etc.?
Looking forward to hearing from everyone.
Best as always,
Dave
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