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
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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.
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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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