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Subject:
From:
Aaron Zalonis <[log in to unmask]>
Reply To:
The Museum System (TMS) Users
Date:
Thu, 30 Jun 2022 18:59:47 +0000
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External Email - Exercise Caution
Chad, Fatima,
Much thanks -this is super-helpful!

All best,
Aaron

From: The Museum System (TMS) Users <[log in to unmask]> On Behalf Of Chad Petrovay
Sent: Thursday, June 30, 2022 2:07 PM
To: [log in to unmask]
Subject: Re: Move Assistant -Purpose, Project and Type

External Email - Exercise Caution
Project, Type, and Number work together to uniquely identify containers. This is because you may have a "Drawings" (Project), "Solander Box" (Type) "1" (Number), which is different than "Prints" (Project), "Solander Box" (Type) "1" (Number) or  "Drawings" (Project), "Flip Top Box" (Type) "1" (Number).

I highly recommend renaming these fields to "Container Project", "Container Type" and "Container Number" in the UI to better clarify the use of these fields.

[Move Assistant_Address.jpg]

On Thu, Jun 30, 2022 at 1:12 PM Mahdi, Fatima <[log in to unmask]<mailto:[log in to unmask]>> wrote:
External Email - Exercise Caution
Since everyone was so helpful with my question, I will kick this one off.

Here is our list of Location Purposes. I have found it most useful in running all the statistics that people ask for -- how many times have the art handlers moved works to the Photography Studio this year? How many times to Conservation? How many objects went on view in the galleries during 2016? How many times has our O'Keefe been out on loan in the last ten years?

[image.png]


o   Storage – Work going to storage

o   On view – Work going into a public gallery

o   Conservation – Work going someplace for examination or treatment

o   Photography – Work going someplace to be photographed

o   Framing – Work going someplace to be framed

o   Unframing – Work going someplace to be unframed

o   Collections preparation -- Work going someplace to be packed, or prepared for packing and shipping

o   Crate Assignment -- Works being moved into a TMS crate

o   Other – Try to avoid using this unless none of the other Purposes can possibly fit. Explain purpose in Remarks.

o   Correction – New location record is being added to replace a location record that was filled out incorrectly, or to record the correct location of the object, if the current location is found to be incorrect

o   Project-based purposes – Like inventories and roof project, don’t use these purposes unless you know that your move is related to them

o   Loan from the Collection – VMFA work going to another institution for study/display with their collection (location should be external)

o   Loan from the Collection (Returning) – VMFA work returning to the VMFA from another institution (location should be internal)

o   Loan to an External Exhibition – VMFA work going out on loan to an exhibition (location should be external)

o   Loan to an External Exhibition (Returning) – VMFA work that has been on loan to an exhibition is returning to the building (location should be internal)

o   Loan to the Collection – Non-VMFA work coming in as a loan to the collection (location should be internal)

o   Loan to the Collection (Returning) – Non-VMFA work that came in as a loan to the collection is returning to the lender (location should be external)

o   Long term loan – VMFA work going to another institution for study or display with their collection on a long-term basis

o   Removed from the Collection – Work going out of the jurisdiction of the VMFA, deaccessioned, destroyed, etc.

Project and Type are both related to the Container table -- in other words, they are the Container Project and the Container Type. At the VMFA we attempted to use containers for boxes of works on paper, but the conter-intuitive nature of container movement caused so much confusion that we had to let go of that idea. We are experimenting with using the Container table for crates, so we do have two entries under Project for "Exhibition Crate" and "VMFA Crate". At the Met Museum I remember the Type menu contained things like Solander box, bin, crate, blue board box, etc.

--

Fatima Mahdi
Collections Information Specialist/TMS

Virginia Museum of Fine Arts

200 N. Arthur Ashe Boulevard
Richmond, VA 23220-4007
Tel. 804.340.1443
Pronouns: she/her/hers

[log in to unmask]<mailto:[log in to unmask]>

I acknowledge that I live and work on the ancestral homelands of the Chickahominy, Pamunkey, Mattaponi, and Upper Mattaponi tribes of central Virginia. I offer my deepest respect for their resilience and continued stewardship of their culture.

On Thu, Jun 30, 2022 at 12:10 PM Aaron Zalonis <[log in to unmask]<mailto:[log in to unmask]>> wrote:

Hi, all, I'm curious how everyone the Purpose, Project and the Type fields in the Move Assistant. We have a bunch of choices in the Purpose field (Conservation Location, Exhibit Location, Inter Campus Loan, Loan Location, Packing, Permanent Location, Release/Return to owner, Storage, etc.) though they were set up long ago and probably aren't getting used much these days.

Regarding Project -we've never used it. I have a few ideas of how it could be used in conjunction with Container Number, but would love to hear others' real world experiences. Same with Type -we've never used it, but curious to know how you use it.

All best,

Aaron

AARON ZALONIS

ASSISTANT REGISTRAR / DATABASE MANAGER

NASHER MUSEUM OF ART AT DUKE UNIVERSITY<https://nam02.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.com%2Fv3%2F__https%3A%2Fnam02.safelinks.protection.outlook.com%2F%3Furl%3Dhttp*3A*2F*2Fwww.nasher.duke.edu*2F%26data%3D05*7C01*7CTMSUSERS*40si-listserv.si.edu*7C2cb0bac4db4a41b3e52b08da5ac365d5*7C989b5e2a14e44efe93b78cdd5fc5d11c*7C0*7C0*7C637922092518990562*7CUnknown*7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0*3D*7C3000*7C*7C*7C%26sdata%3DUKW6m1zYYRXIlOtQMF4n5YDWkSSOqiUn3jfX2wJldDc*3D%26reserved%3D0__%3BJSUlJSUlJSUlJSUlJSUlJSUlJSU!!OToaGQ!uTYqG5Tl1p9kmXi4vxoIYr8lsZqTpQO-UIpYKd1yCybtq2XrJX1FQdf_Pivy5iWFgzEx1OzWy4of7tSb6g%24&amp;data=05%7C01%7CTMSUSERS%40SI-LISTSERV.SI.EDU%7Cb3cd3446c1fc4a0e0f7c08da5acab66b%7C989b5e2a14e44efe93b78cdd5fc5d11c%7C0%7C0%7C637922123934994374%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&amp;sdata=RCSt0E6Gh870RLgwCzSwOhVE2DMGjYKWvISMiQwfbQ0%3D&amp;reserved=0>

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