Try using the "Object Count" field. The default is set to 1 for each object,
but it can be changed and adopted as a way of counting multi-part objects or
sets as one accessioned objects. For instance, leave the count set to "1"
for the first record, but change it to "0" for all the virtual records or
multiple records within sets that count as one accession.

Then you can gear your reports to sum the object count field - adding up
all the ones and not totalling the zero's.


Jeffrey Smith
Assistant Registrar for Collections Information
Freer Gallery of Art & Arthur M. Sackler Gallery
Smithsonian Institution
P.O. Box 37012
Sackler 1040, MRC 707
Washington, D.C. 20013-7012
[log in to unmask]
tel: 202-633-0348
fax: 202-633-9770
http://www.asia.si.edu


>>> [log in to unmask] 06/14/06 03:51PM >>>




From: Cecilia Pardo Grau
Sent: Wednesday, June 14, 2006 3:51 PM
To: [log in to unmask]
Subject: Beginners question



Hi there,



I'm Cecilia, assistant registrar at the Museo de Arte de Puerto Rico,
and a newcomer to the TMSusers list serve. We are a fairly new museum (6
years) based in San Juan, Puerto Rico, which has a growing collection of
1,200 art works. We've recently acquired TMS and just begun to enter the
records of our permanent collection. Up until now we're doing fine,
however I have some basic questions that I'm sure you will be able to
help me with.



We have a few works comprised by more than one object, like portfolios
or installations.  I am aware that it's possible to create virtual
objects or object packages to link them, however I wonder if this won't
cause a problem of count when creating a report that brings the total
number of works in the collection. What would be the best way to do it
in order to count the installation as one object, instead of the total
number of objects which is comprised of? The alternative that I see is
to create components in the object module, but then what happens if I
have an installation that occupies a whole room and includes objects
like chairs, tables and armoires, which are totally independent from one
another and that have their own components? Since we haven't acquired
Crystal Reports yet I don't know if there's a way to do it here.



Thanks very much.



Best,



Cecilia Pardo

Assistant

Registrar Department

Museo de Arte de Puerto Rico

Telf. 787-977-6277 Ext. 2273

Fax. 787-977-4443