Hi Aleesha -
This is something that I've been wrestling with as well. The latest thing
that I've tried I think is pretty much along the lines of what you are
doing.
I'm using the Loan Number that TMS generates, and just adding another
subpoint for the object.
So if I have a loan record that is L.2012-17, the object(s) then becomes
L.2012.17.1, L.2012.17.2, etc.
I haven't bothered to try to differentiate the loan/objects with the prefix
(even IL vs. OL), mostly because I can't determine if it will actually be
useful. If I want to pull all the incoming loans for a particular
exhibition, I can do this through search parameters, and I don't want to
confuse users.
For your other question - I would think it depends on number of staff you
have. It's just me, so even though I would love to have individual records
that I could track in locations, etc., I shouldn't spend the time on it, so
I would probably just attach the list. You would at least have that to
reference on the fly. And depends on the number of objects.
We just had an exhibition that had about 35ish loans from private
individuals, and I did take the time to create all those individual loans
and loan objects, because I really did want to make sure that we knew what
was going on with each piece. For a lot of items from a single institution,
probably wouldn't take the time, unless I could do a Copy Range from one
initial object record.
This is still a work in progress for me though, and interested to hear what
others say.
Diane.
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From: The Museum System (TMS) Users [mailto:[log in to unmask]] On
Behalf Of Aleesha Ast
Sent: Friday, November 30, 2012 11:08 AM
To: [log in to unmask]
Subject: Numbering loan objects
Hello all,
I know I posted a similar question two years ago, so forgive my redundancy,
but I cannot come to a clear decision on how best to number incoming loan
objects. How would you recommend numbering your incoming loans (objects)? I
prefer to have some sort of differentiation between incoming loans that are
specifically for an exhibition we're organizing, and works that we're
borrowing to place in our permanent galleries. I've used exhibition-specific
prefixes, which is nice because it makes searching very simple, but I'm
afraid that will leave us with just too many prefixes in the database. Here
are some of the options I've thought of:
- Use IL.20XX.X.X for ALL objects we borrow. The year is based on when they
will physically be at the museum, next number is Loan Agreement number, and
then object associated with that loan.
- Use the above just for works borrowed for the permanent collection, and
EL.20XX.X.X for works coming in for an exhibition we're organizing.
This is going to be the start of getting other staff members used to using
TMS this way, so they do not have an opinion yet.
One other semi-related question: Do you enter object records for packaged
traveling exhibitions? We were thinking of just scanning in the checklist
and attaching it to the exhibition record, which has its obvious
limitations.
Thank you for any advice!
Best,
Aleesha Nissen Ast
Assistant Registrar
Norton Museum of Art
West Palm Beach, FL
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