Hi, Suzanne!
We attach virtual folders to the main object media tab, and store large groups of media files therein. These folders are easily added (similarly to the way you add individual files) so they are “front and center” for most users who may not know to dig into other modules, but they eliminate scrolling long lists of individual items on the media tab. For example, for an important conservation event, we enter summary details in the Conservation module, but point users to the main media tab for documentation: all PDF reports and images are stored in a dated folder clearly labelled on the main media tab (ex. “2015-01-12 Conservation Records” or “2014-06-04 Installation Views”). On our servers, the folders live with all other media in their departmental hierarchies so no need for new Media Paths.
Installation instructions, which may include photos and diagrams (PDFs, JPGs, or even short videos), are great candidates for this “main module” aggregated approach. The other benefit: additional media related to the event after the folder is created can be popped into the folder directly without opening TMS, so users with limited media access can still assist with filing tasks.
Hope this helps!
Jen
Jennifer W. Smith
JWSC LLC - Art Catalogues, Collection Services, and Research
212 South Marion Street, Suite 5 Oak Park, IL 60302
(708) 445-9101
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From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Suzanne Stephens
Sent: Thursday, October 01, 2015 10:39 AM
To: [log in to unmask]
Subject: Where to attach installation instructions
Hi. In the past year, we have begun attaching a wide variety of PDFs to TMS records, and there is usually a logical place to attach media based on its content. However, we cannot decide where to attach the PDF installation instructions for complex sculpture and multi-media works. We would love to know what others do. Do you attach them to the main object screen or to conservation, or do you have some other solution that works well? So far, I have been trying to avoid attaching documents to the main object media tab so that space could be used for images. We would love to hear some opinions.
Suzanne Voce Stephens
Senior Associate Registrar
TMS Database Administrator
Birmingham Museum of Art
2000 Rev. Abraham Woods Jr. Blvd.
Birmingham, Alabama 35203
Phone 205.254.2975
Fax 205.323.6093
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