The Freer and Sackler Galleries have recently had to tackle this same issue
regarding manuscripts and albums, and will be creating many "virtual"
records for individual folios. These virtual records never have locations
and exist soley to present the image(s) and contents of the folio. Along
with this, we've started creating relationships among these records. For
bound objects, a "management" record is essential for location history.

In addition, we're trying to come up with a method (likely thesaurus
attributes) to name each manuscript or album, so that no matter how
complicated it's makeup, all the "virtual" or real folios and the management
record can be called up with one simple query. But we're not quite there
yet.  Hope this helps.

>>> [log in to unmask] 11/16/06 07:49AM >>>
Dear All



We have a large number of sketchbooks, albums etc. on TMS some of which
are bound and some of which have loose pages.



We now want to catalogue them in further detail, entering each page into
TMS.



I was just wondering how others deal with this?



My thoughts on how to approach this are:



For those bound works I would make the sketchbook or album the parent
record then have separate TMS records for the individual sheets/pages
with a child relationship.

Since the location for all the 'children' would always be the same as
the 'parent' they would be flagged as virtual objects.



For those with loose pages since they can be moved independently of the
'parent' record these would not be virtual objects.



For virtual objects do you always have the object count as zero?



How do you deal with ensuring all the locations for the 'children' of a
bound work move with the 'parent'?

For example if I move a bound album '2006.1' then it follows that all
its individual pages '2006.1.1-100' should move also.

Do you flag the records as 'linked object' or something along those
line?



Apologies for so many questions, I just want to make sure I have thought
about this properly before we make a start!



Many thanks



Caroline



Caroline Delahunty

TMS Officer

National Gallery of Ireland

Merrion Square West

Dublin 2

tel: 00 353 1 632 5525





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