If visibility is not a priority, (ie, if you do not need to see this
information immediately when looking at an object record), then I would
recommend considering using Flex Fields. The new searching and security in
TMS 2016 (and above), makes them ideal for this kind of scenario. You can
easily restrict who can view the status, and who can edit the status.

On Mon, Aug 8, 2016 at 12:34 PM, Allison Evans <[log in to unmask]>
wrote:

> No problem! J
>
>
>
> Allison Evans
>
> Collections Manager/Registrar
>
> Stark Museum of Art
>
> 712 Green Avenue
>
> Orange, Texas 77630
>
> 409-886-2787
>
> [log in to unmask]
>
> www.starkmuseum.org
>
>
>
> *From:* The Museum System (TMS) Users [mailto:[log in to unmask]]
> *On Behalf Of *Snell, Samantha
> *Sent:* Monday, August 08, 2016 11:34 AM
>
> *To:* [log in to unmask]
> *Subject:* Re: using TMS for Disaster Preparedness
>
>
>
> Thanks so much Allison!
>
>
>
> *From:* The Museum System (TMS) Users [mailto:[log in to unmask]
> <[log in to unmask]>] *On Behalf Of *Allison Evans
> *Sent:* Monday, August 08, 2016 12:33 PM
> *To:* [log in to unmask]
> *Subject:* Re: using TMS for Disaster Preparedness
>
>
>
> Hi Sam,
>
>
>
> It is a status flag located in Registration > Status Flag.
>
>
>
> Oh and correction we call it Hurricane Removal Priority 1 and 2.
>
>
>
> The advance query looks like this:
>
>
>
> Does that help?
>
> Best,
>
> Allison
>
>
>
> Allison Evans
>
> Collections Manager/Registrar
>
> Stark Museum of Art
>
> 712 Green Avenue
>
> Orange, Texas 77630
>
> 409-886-2787
>
> [log in to unmask]
>
> www.starkmuseum.org
>
>
>
> *From:* The Museum System (TMS) Users [mailto:[log in to unmask]
> <[log in to unmask]>] *On Behalf Of *Snell, Samantha
> *Sent:* Monday, August 08, 2016 11:24 AM
> *To:* [log in to unmask]
> *Subject:* Re: using TMS for Disaster Preparedness
>
>
>
> Where do you have this field located in TMS?  Can you send a screen shot?
>
> Thanks,
>
> Sam
>
>
>
> Samantha Snell
>
> Collections Management Specialist
>
>
>
> National Collections Program
>
> Smithsonian Institution
>
> S. Dillon Ripley Center, Suite 3149
>
> 1100 Jefferson Drive, SW
>
> MRC 726
>
> PO Box 37012
>
> Washington, DC 20013-7012
>
> (202) 633-0053 voice
>
> (202) 633-0214 fax
>
>
>
>
>
> *From:* The Museum System (TMS) Users [mailto:[log in to unmask]
> <[log in to unmask]>] *On Behalf Of *Allison Evans
> *Sent:* Monday, August 08, 2016 12:18 PM
> *To:* [log in to unmask]
> *Subject:* Re: using TMS for Disaster Preparedness
>
>
>
> Hi Jared,
>
>
>
> We use status flags for Hurricanes.  They are Hurricane Priority 1 and
> Hurricane Priority 2.  I have an advanced query set up that runs on the
> status flag and location (on view only).  I run the report every May prior
> to hurricane season (June 1st for us). Our curator review the list and what
> is currently on view and the I update object with the status flag as
> needed. Once the object has the status flag it does not get removed.
>
>
>
> If a hurricane comes I run the advanced query, print the list by location
> and we begin removing objects to our vaults.  I update locations in TMS as
> we go. TMS is backed up and a copy goes with our IT manager, myself and our
> director when we evacuate.  When we come back into the area TMS is a
> priority to get back up and running. If we do not have access, I have an
> excel spreadsheet to note location changes and damage.  Location then get
> entered in TMS when were done (I do not have an import option, we do this
> by hand). Additionally, I run a report by location of the entire database
> before I leave (save it as a PDF), figuring worst case I get it printed
> before I come back into town.
>
>
>
> I have gone through this twice (neither had salvage luckily, but object
> did have the be moved from one location to another) and it has worked
> well.  We do this for both our Art Museum and Historic House.
>
>
>
> Feel free to email or call if you have other questions.
>
> Best,
>
> Allison
>
>
>
> Allison Evans
>
> Collections Manager/Registrar
>
> Stark Museum of Art
>
> 712 Green Avenue
>
> Orange, Texas 77630
>
> 409-886-2787
>
> [log in to unmask]
>
> www.starkmuseum.org
>
>
>
> *From:* The Museum System (TMS) Users [mailto:[log in to unmask]
> <[log in to unmask]>] *On Behalf Of *Wilson Jarred
> *Sent:* Monday, August 08, 2016 10:32 AM
> *To:* [log in to unmask]
> *Subject:* using TMS for Disaster Preparedness
>
>
>
> Hi all. We are in the process of reviewing our disaster preparedness plans
> at The Ringling. One of our needs is to identify collection objects which
> are priority for protection/salvage. I'm thinking about various ways we can
> use TMS to do this (status flag indicating high priority, an object package
> by gallery/venue, etc.). I also think there are simple reports which could
> be built to use in off-line recording of moves, salvage operations, etc.
>
>
>
> Has anyone used TMS to successfully aid in this kind of thing? If so, do
> you have any tips you would be able to share?
>
>
>
> Thanks so much!
>
>
>
> Jarred Wilson
>
> Associate Registrar
>
>
>
> The John and Mable Ringling Museum of Art
>
> 5401 Bay Shore Road
>
> Sarasota, FL 34243
>
>
>
> tel. 941-359-5700 x1504
>
> fax 941-359-7716
>
> www.ringling.org
>
>
>
> [image: TheRingling_iconsTOP_fsu]
>
>
>
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