External Email - Exercise Caution
Hi Sara,
Much appreciated -this sounds more or less like what we're doing, also. I've been rediscovering the value of including a "printed-on date" for any report and am going back to add that to any report that doesn't have it. I've also started making variations of reports sans locations.

All best,
Aaron

From: The Museum System (TMS) Users <[log in to unmask]> On Behalf Of Sara Swart
Sent: Thursday, February 06, 2025 7:45 AM
To: [log in to unmask]
Subject: Re: Controlling the paper trail of reports with object locations

External Email - Exercise Caution
Hi Aaron,

We allow locations to be included in certain reports, but we only grant access to those reports for specific security groups. The security groups are people who need to know where the objects are, such as curators, registrars, and collection management. Some basic reports have two versions: one with and one without a location. Whenever I do the TMS onboarding for a new member of the team who can see locations I emphasise this is sensitive information and to be careful with when to use a report that has this kind of information (i.e. if you don't need it, don't choose to print a report with location information).

Luckily, everyone here is well aware that old reports can contain old location information and therefore prints the report they need as last minute as possible to prevent missing any changes in the location. Almost all our location-based reports are used within the same week of exporting because of this. Due to the temporary nature of these reports my colleagues are pretty good at deleting/throwing away the report afterwards. We also have a "printed on" date at the bottom of each page so people are aware of the date the report was printed to make this easier. We also emphasise in several workflows that old copies shouldn't be stored. (If I happen to come across one, I delete it.) The actual shredding of printed reports is more of a challenge. I try to encourage it and we recently bought a shredder for the collection management department so it's going better, but it is still very much a work in progress.

I hope this answers some of your questions and if you have any further questions, don't hesitate to reach out.

Best wishes,
Sara Swart
Collection data manager

Van: The Museum System (TMS) Users <[log in to unmask]> Namens Aaron Zalonis
Verzonden: woensdag 5 februari 2025 19:36
Aan: [log in to unmask]
Onderwerp: Controlling the paper trail of reports with object locations

Sommige mensen die dit bericht hebben ontvangen, ontvangen niet vaak e-mail van [log in to unmask]<mailto:[log in to unmask]>. Ontdek waarom dit belangrijk is<https://nam02.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.com%2Fv3%2F__https%3A%2Faka.ms%2FLearnAboutSenderIdentification__%3B!!OToaGQ!s7UQv26XafflhAVDvyLqGwZAU3xxpJJ7A35oapTCGzXlQweUl3CFrn3EdHnMZRrvEinCQeN8EHa0K9rdY3uOPcKGx0qv%24&data=05%7C02%7CTMSUSERS%40SI-LISTSERV.SI.EDU%7C8903cb9503634966420908dd46b39ccc%7C989b5e2a14e44efe93b78cdd5fc5d11c%7C0%7C0%7C638744459428025470%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=WR6nVDlUz9NNMHP8zA8sDjGeoTrWanudwqdxn%2B66KYk%3D&reserved=0>
Hi, all, I would love to know your thoughts on including object locations, especially for objects in storage, in reports. Do you allow locations to be included in reports coming from TMS? Who has access to those reports? Do you have a SOP where users are encouraged to shred any print-outs after a certain time? Not only is it a possible security risk, but object locations can change over time. As a result, do you (and/or how do you) discourage users from storing old copies of reports on networked drives. I'd love to know more about how everyone handles these issues. All best, Aaron Zalonis Data Manager Nasher Museum of Art at Duke University To unsubscribe, send an email to [log in to unmask]<mailto:[log in to unmask]> with the following commands in the body of the email:

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De collectie van Museum Boijmans Van Beuningen is te zien in het Depot, in musea in het land en internationaal.
Museum Boijmans Van Beuningen's collection can be seen in the Depot, in museums in the Netherlands and abroad.

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