Hi Eliza
 
Picking up on an old thread...
 
At Tate we do pretty much the same as Carole describes, below. However,
we also record statuses against Objects individually (on the Object tab
of the exhibition record). This allows us to keep Objects attached to
exhibition records and capture which were declined. Reports have been
written which exclude Objects with statuses of 'declined', 'rejected'
etc. We do something similar for Loans In. For any given
institution/individual, this enables us to compare not just what we've
lent with what we've borrowed, but what we've declined to lend with what
we've tried to borrow. One slight glitch is that it's not possible to
query on the statuses recorded for Objects in an exhibition record from
within the Object module (it'd be useful to be able to navigate from an
exhibiton record to its 'related' objects and then to refine that
selection further using this status, and then to run a report) - but I
think that this is being developed. A more obvious glitch is that it's
quite demanding in terms of data entry - particularly if Object statuses
need to be updated for hundreds of Objects in an exhibition and this has
to be done one at a time
 
Cheers
Jon
 

Jon Thristan 
Collections Information Manager 
Tate 
Millbank 
London SW1P 4RG 

t:  +44 (0) 20 7887 8983 
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        -----Original Message-----
        From: Carole Campbell [mailto:[log in to unmask]] 
        Sent: 22 February 2005 21:30
        To: [log in to unmask]
        Subject: Re: Tracking all loan information
	
	
        Hi Eliza,
         
        Here at the Getty we create an Outgoing Loan record and track
the status of the loan with an entry in the Thesaurus under Statuses.
We have the following statuses:
        approved
        cancelled
        completed
        current
        denied
        pending
        postponed
        prepending
         
        Once a request is made a loan record is created.  As it waits
for review it is given a prepending status.  This gives us the ability
to find our loan records in the database, but keeps these loan records
off of reports.  Once a decision is made to consider the request the
status is changed to pending.  We track when the loan proposal is due,
pending loan requirements and the curatorial contact for the loan in the
Text Entries in TMS.  We have reports that are run monthly that tell us:
        Pending Loans
        Approved Loans
        Approved and Current Loans
        Long Term Loans
         
        If we decide not to lend then the status is changed to denied.
The exhibition record status is updated to denied and we exclude all the
objects from the venue.  Finally, we record the Denial Letter date in
TMS.  If only some objects are going to be lent then the denied objects
are excluded from venues and removed from the exhibition altogether.
You can do this on the Exhibition Objects Tab and it doesn't effect the
Loan Record.  We created our Denial Log so it is run from TMS.  We also
provided Curatorial with a Loan History report that will tell them an
object's full loan history including denials.  Curatorial also asked to
see our lending history with a particular borrower which they can see
with another report.

        Thanks.
        Carole
         
        Carole Campbell
        Associate Registrar for Collections Management
        J. Paul Getty Museum
        1200 Getty Center Drive, Suite 1000
        Los Angeles, CA 90049
        [log in to unmask]
        >>> [log in to unmask] 02/18/05 11:42AM >>>
	
	

        Hello, 

        We are trying to devise a way to track outgoing loan requests
and consideration in TMS. We are using the loans module to manage
approved outgoing loans, but have no way to track the progress or denial
of other requests. 

        Are any institutions tracking this information? If so, how are
you maintaining the data in TMS? 

        Thank you! 

        Eliza Sparacino 
        Manager, Collection and Exhibition Technologies 
        (212) 708.9599 
        [log in to unmask] 

        MoMA 
        The Museum of Modern Art 
        http://www.moma.org <http://www.moma.org/>