That's basically what we do. Repros are linked as child records with a relationship type we made called "IsFormatOf." The records for the repro objects are copied from the parent record and the department changed to "Archives Media" or "Art Media," whatever the case may be. Minimal changes are made to the repro record - the medium field and physical description just get "Facsimile of" dropped in at the beginning. Also, Object Type is changed to "Media Collection" and Object Status to "Non-Accessioned Object." The object number is changed as well - for example, a facsimile of 1998.1.123 would be numbered "1998.1.123 (facsimile 01)."
It has worked very well for us. You can add the facsimile/media record to exhibitions, loans, etc. This helps our exhibitions department out when preparing loans - they know not to pack the original and to go to the Photography department to pick up the facsimile. The location of the original object isn't changed when the facsimile goes out on display, but if we use the object in a publication, or if we want to create historic exhibition records for an object, we can do that without it looking like the actual object went somewhere.
Another benefit is that I can set permissions for our photography department to create these records. They can only create records into the media departments, meaning they can go crazy making as many facsimiles as they want without messing up my object counts or editing the actual accession records.
I attached a sample fact sheet I generated from TMS; it doesn't show the actual related record info but it might clarify some of the other things I've said here.
Happy to answer any questions.
Best regards,
Amber
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From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Diane Lee
Sent: Tuesday, August 19, 2014 5:03 PM
To: [log in to unmask]
Subject: Related objects and image repros
Hello all -
Curious if anyone is using the relationship of Physical Parent to Intellectual Child to track reproduction graphics used in exhibitions? I remember folks discussing tracking repros in exhibitions before, I can't find the string in the archive that I was thinking of.
Wondering if this might be the way to track that something is in an exhibit without actually saying the item is there. I'm thinking copying most of the Physical Parent record, changing the number so something that would make sense for the Exhibition team, and changing the Department (we have an Exhibitions Department), and location to the exhibit, etc.
Anyone done it this way? Or have any cons they can think of for this?
Thanks!
Diane.
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Diane Lee | Collections Manager
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