I am very interested in seeing policy and procedures documents as well.
Thank you!
Courtney

-- 
Courtney Brebbia
Collections Manager
Department of European and American Art
Honolulu Academy of Arts
900 S. Beretania St.
Honolulu, HI 96814
808-532-8771
www.honoluluacademy.org

On Tue, Oct 20, 2009 at 12:13 PM, Chad Petrovay <[log in to unmask]>wrote:

>  Thanks Jeanne, Carole, Natalie, Susan and Eunice! This has been very
> informative. Can anyone forward their policy and procedures document to me?
>
>
>
> ~Chad
>
>
>
> Chad Petrovay  |  Collections Database Administrator
> *MIM*—Musical Instrument Museum | 8550 S. Priest Drive  |  Tempe, AZ 85284
>
> 480.481.2460 main  |  480.353.2746 direct | 480.481.2459 fax  |
> www.themim.org
>
>
>
>
>
> *From:* The Museum System (TMS) Users [mailto:[log in to unmask]]
> *On Behalf Of *Jeanne Noonan
> *Sent:* Tuesday, October 20, 2009 12:55 PM
> *To:* [log in to unmask]
> *Subject:* Re: Deleting Objects
>
>
>
> Hello all,
>
>
>
> Here at the Chrysler, only one person is allowed to delete in TMS (me!)
> since I am not allowed access to any of our storage locations. Our Registrar
> is not allowed to delete, nor is she allowed to make any database changes.
> When we delete object duplicates or mistakes those deletions must be
> authorized through use of a form, and approved by either the Deputy Director
> or the Director. We also print a full object report of the deleted record
> and I keep that in a binder. Luckily I don’t have to obtain authorization to
> delete constituents, media, etc. but they would like us to have an audit
> report that would track that information.
>
> After our inventory project, we deleted quite a few duplicate records; but
> these days object record deletions are pretty rare.
>
>
>
> I’d be interested to see what other institutions have stringent deletion
> policies since this is a matter that is discussed fairly often!
>
> Thanks for bringing it up Chad!
>
>
>
> -Jeanne
>
>
>
> *************************
>
> Jeanne Noonan
>
> Associate Registrar
>
> Chrysler Museum of Art
>
> 245 West Olney Road
>
> Norfolk, VA  23510-1509
>
> Phone 757-333-6275
>
> Fax 757-664-6201
>
> http://www.chrysler.org/
>
> *FREE ADMISSION to our permanent galleries!*
>
>
>
>
>
>
>
>
>
>
>
>
>
> *From:* The Museum System (TMS) Users [mailto:[log in to unmask]]
> *On Behalf Of *Carole Campbell
> *Sent:* Tuesday, October 20, 2009 2:19 PM
> *To:* [log in to unmask]
> *Subject:* Re: Deleting Objects
>
>
>
> Hi,
>
>
>
> At the Getty only the two Collections Management Registrars (with System
> Administrator rights) create and delete records for Objects, Exhibitions,
> Loans and Shipping.  We don't delete object records unless they are
> duplicates and only after all the data has been merged into the primary
> record.  All old loan, temporary deposit and non-collection records are
> retained.  It isn't unusual for an object to return to us at a later date.
> When it does we use the existing record updating the number.  Records listed
> as "mistakes" are voided rather than deleted.
>
>
>
> Thanks.
>
> Carole.
>
>
>
>
>
> Carole Campbell
> Registrar for Collections Management
> J. Paul Getty Museum
> 1200 Getty Center Drive, Suite 1000
> Los Angeles, CA 90049
> [log in to unmask]
>
> >>> On Tuesday, October 20, 2009 at 10:10 AM, "Rjedkin Lee, Natalie" <
> [log in to unmask]> wrote:
>
> Good Afternoon.
>
> Here at the NASM we delete several different type of records from TMS.
> They are:  mistakes, inactive loans and duplicate constituents.  The
> registrar and the database administrator have the authority to delete
> records.  All deletion requests and deletion confirmations must be made in
> writing, email's the normal form.  Deletion requests and confirmations are
> archived by year.
>
>
>
> Natalie
>
>
>
> Natalie Rjedkin Lee
>
> Registrar
>
> National Air and Space Museum
>
> Smithsonian Institution
>
> Independence Avenue at Sixth Street, S.W.
>
> MRC 310 PO Box 37012
>
> Washington, DC 20013-7012
>
>
>
> Tel:    202.633.2384
>
> Fax:   202.786.2113
>
>
>
>
>
> *From:* The Museum System (TMS) Users [mailto:[log in to unmask]]
> *On Behalf Of *Chad Petrovay
> *Sent:* Tuesday, October 20, 2009 12:26 PM
> *To:* [log in to unmask]
> *Subject:* Deleting Objects
>
>
>
> I think this has hit the list-serv before, but I was wondering who within
> your organization has permission to delete object records from TMS?
>
>
>
> How is this tracked, and what are your policies for deleting records?
>
>
>
> Chad Petrovay  |  Collections Database Administrator
> *MIM*-Musical Instrument Museum | 8550 S. Priest Drive  |  Tempe, AZ 85284
>
> 480.481.2460 main  |  480.353.2746 direct | 480.481.2459 fax  |
> www.themim.org
>
>
>