We also maintain all our object, loan, shipping and exhibition records.  Objects have come back to us that were on loan previously either as a loan or an acquisition.  It is nice that the all the old links are maintained for exhibition and shipping history.  It does mean we have to query before adding records so we don't get duplicates, but once you add it to your routine it works.  We also have our slide collection in our TMS database and there are cases where we have slide records for objects coming in on loan.  We will take the object slide record and change it over to the new loan number.  This maintains the media record link.

We also use the database to gather quarterly and yearly statistics.  The majority of our office reports are generated from TMS.

Carole.

>>> Ella Rothgangel <[log in to unmask]> 12/08/03 11:12AM >>>
We keep all records created in TMS - be it object module, shipping,
loan, or exhibition modules - in TMS for the long-term.  We don't so
much worry about TMS being larger than the permanent collection, in fact
we appreciate having these other non-permanent collections records in
there for quick reference, especially when we want to look up when
something left and other Registrar department related questions.
Keeping everything in TMS is also great for generating statistics.

We identify permanent collection pieces in the object status field.  We
also keep the "accessioned objects only" box checked by default so that
users get the permanent collection first.  Those in the Registrar's
department are used to unchecking this box, but others in the Museum
appreciate having their searches automatically limited to the permanent
collection.

Hope this helps!

Ella Rothgangel
Collections Database Administrator
Saint Louis Art Museum
[log in to unmask] 



-----Original Message-----
From: The Museum System (TMS) Users [mailto:[log in to unmask]] 
On Behalf Of Stephanie Leverock
Sent: Friday, December 05, 2003 3:04 PM
To: [log in to unmask] 
Subject: Archiving TMS Exhibition,Shipping & Loan Records

Hello All,
Here at the BMA now that we are using TMS for special exhibitions and
creating related loan and shipping records, we are wondering how we will
archive these records and whether we want to remove them from TMS once
the
exhibtion closes and is dismantled.  We have a system in place where
when
we create TMS object records for special exhibition incoming loans, all
the records are assigned to a master number with the prefix "EL"
(exhibition loan).  Once an exhibition closes in years to come it would
be
beneficial to be able to keep these records on TMS for quick reference
rather than having to create card files.

On the other hand, I now have over 1,000 special exhibition records and
am
concerned that keeping them in TMS interferes with the integrity of our
database as a database of our permanent collection holdings.  I am
wondering if any other museums have thought about this and if you are
creating similar records, how you handle them after the exhibition
closes.

Many thanks and for those of us having to get home in the snow today,
please get home safe!


Stephanie Leverock
Records Manager/Collections Review Coordinator
Brooklyn Museum of Art
200 Eastern Parkway
Brooklyn, N.Y. 11238
Tel: 718-501-6483/Fax: 718-501-6135