External Email - Exercise Caution
Kaitlyn,
I agree with Jeff. We have put these principles into practice since the implementation of TMS. It is not perfect, but it helps and we can improve. In addition, we have developed two areas "To be revised" and "Validated" and implemented a review process. Only a few people review the entities and give the status "validated". When a modification is required, they are also the ones who do it. We have also decided to include standard numbers, like those from Wikidata or ISNI. ISNI allows you to disambiguate between two people...
Hope it helps...
Marie-Élaine
Marie-Élaine Mathieu - T. 418 643-2158, poste 825
Technicienne en documentation
Direction des collections
MUSÉE DE LA CIVILISATION
16, rue de la Barricade, Québec (QC) G1K 8W9 Canada
mcq.org
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De : The Museum System (TMS) Users <[log in to unmask]> De la part de Smith, Jeffrey
Envoyé : 20 mai 2020 13:27
À : [log in to unmask]
Objet : Re: Maintaining Constituents By Department
Kaitlyn,
My guess is that everyone has issues with duplicate constituents. Here's what helps us:
Use the full name for the person/institution, with life dates, I known.
Record alternate names or spellings whenever you can.
Standardize the usage of the name fields so everyone is using them the same.
Train users to use the TMS dialogue to first search for an existing constituent record before they create an new one, and to be careful.
-----Original Message-----
From: The Museum System (TMS) Users <[log in to unmask]> On Behalf Of Kaitlyn Gardy Weathers
Sent: Wednesday, May 20, 2020 12:20 PM
To: ListServ tmsusers <[log in to unmask]>
Subject: Maintaining Constituents By Department
Hi all,
I hope everyone is safe and well.
We are working on cleaning up our constituent records. As we are a large institution, we have several departments creating constituents. One area in which we are finding a lot of overlap is between our Prints and our Special Collections areas. For example:
We have a print cataloged as J. Smith as the engraver and Special Collections has a book cataloged with John Smith as the author. In actuality, J. Smith and John Smith are the same person. Ideally, we'd like to get rid of the J. Smith constituent record and keep John Smith with J. Smith as an alternate name.
Since our Special Collections department is completely separate from our Collections department (we just happen to use the same database), I am wondering if there's a way for each of us to maintain our constituents so we are not cluttering up the constituent list with duplicate records. That way they can carry on cataloging as they have and we can do our own thing as well.
Any thoughts you'd be willing to share would be most appreciated!
Thanks!
Kaitlyn
Kaitlyn Gardy Weathers
Associate Registrar for Loans and Exhibitions Division of Museums, Preservation and Historic Resources Colonial Williamsburg Foundation
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