Here in Houston, we have legacy data where a constituent record was
created for the couple. We've been trying to get away from that, and
have been creating individual records for each spouse for every
instance. It doesn't happen often, but occasionally the spouses split
up. When we need to track objects given by one or the other of them, we
want to be able to immediately get a list of things Mrs. So and So gave,
regardless of who she is currently married to.
Where this does NOT serve us well, is when we have loan records and we
can only link one constituent as the lender. We get around that by
linking one or the other of them, and then making the display address
for that person say "Mr. and Mrs. So and So". This way, we can produce
a loan agreement that will have their united name on it.
David
David Aylsworth
Collections Registar
Museum of Fine Arts, Houston
tel: 713-639-7824
fax: 713-639-7780
-----Original Message-----
From: The Museum System (TMS) Users [mailto:[log in to unmask]]
On Behalf Of Garton, Susan
Sent: Thursday, October 16, 2008 11:02 AM
To: [log in to unmask]
Subject: Re: Spouse constituents- how are you recording them?
Angie,
At the National Portrait Gallery, we enter whichever constituent we need
first, and then add others and link as needed.
If we enter a couple as a donor, we do not enter each spouse
individually unless we have need for the individual constituents for
other object records. If we enter a husband and wife individually as
sitters, artists, owners, donors, etc., of a portrait or portraits, we
link the two via Associations and do not enter a record for the couple.
In a few cases, we do have each spouse entered plus a third record for
the couple, but this is uncommon and only happens when all three are
used extensively. If both spouses are the donors of just one portrait,
and they are already entered individually on the database, we just enter
them as two donors for that portrait.
For the associations, we use a "See Also" type of relationship for
spouses, calling it Spouse-Spouse. We just changed from a Husband-Wife
and Wife-Husband system that had been migrated from our legacy database
and became very convoluted. In the few cases where we have two spouses
entered plus a third record for the couple, we have not linked the
couple to the individuals. However, we have entered records for the
artists Samuel Lovett Waldo and William Jewett and a third for their
partnership, "Waldo & Jewett" with a parent-child type link called
(awkwardly) "Organization-Member" between the partnership and each
individual.
It is definitely challenging to be consistent in the way you enter
constituents, so we handle it on a case-by-case basis.
Sue
Susan Garton
Data Administrator
Center for Electronic Research and Outreach Services
National Portrait Gallery, Smithsonian Institution
Phone: (202) 633-8554 / Fax: (202) 633-8254
E-mail: [log in to unmask]
-----Original Message-----
From: The Museum System (TMS) Users [mailto:[log in to unmask]]
On Behalf Of Angela K Steinmetz
Sent: Thursday, October 16, 2008 10:49 AM
To: [log in to unmask]
Subject: Spouse constituents- how are you recording them?
Hi all-
The Smart recently converted to TMS from a Filemaker database, and as we
are cleaning up constituent records we have many questions on the
correct way to enter them. We are looking at our records for spouses
currently, and wondering how everyone else is recording this
information. Do you just have individual records that are linked as
spouses, or do you also have a parent record for both spouses?
Thanks in advance,
Angie
Angela Steinmetz
Registrar for Loans and Exhibitions
Smart Museum of Art
University of Chicago
[log in to unmask]
-----Original Message-----
From: The Museum System (TMS) Users [mailto:[log in to unmask]]
On Behalf Of Aylsworth, David
Sent: Thursday, October 16, 2008 9:21 AM
To: [log in to unmask]
Subject: Re: Constituent Type for Artist Collectives
Aha! So we can! The things I can learn if I pay enough attention!!
Thanks.
David
-----Original Message-----
From: The Museum System (TMS) Users [mailto:[log in to unmask]]
On Behalf Of Moxley, Jeri
Sent: Sunday, October 12, 2008 4:02 PM
To: [log in to unmask]
Subject: Re: Constituent Type for Artist Collectives
Hi David,
Constituent-Constituent relationships can be seen in the Constituents
module Hierarchy display - set-up is the same as that for Object-Object
relationships.
Jeri
-----Original Message-----
From: The Museum System (TMS) Users
[mailto:[log in to unmask]]On Behalf Of Aylsworth, David
Sent: Saturday, October 11, 2008 8:58 AM
To: [log in to unmask]
Subject: Re: Constituent Type for Artist Collectives
Hi Noel,
Normally we do have separate constituent records for each of the people
in a collective, as well as a record for the collective. We can play
around with which are displayed or not, but having all of them linked
allows for greatest searchability, we think.
For instance, we have records for Gilbert Proesch, and George Passmore,
as well as for Gilbert & George. On each of their constituent records,
we have the appropriate other name as an alternate name which seems to
work up to a point when using the FIND CONSTITUENT search, since that
searches alternate names as well.
Can we add constituents as a "related" constituent on another
constituent record? I didn't think that you could with 9.35. We'd like
to be able to do this, though. Is it something you can do?
David Aylsworth
Museum of Fine Arts, Houston
________________________________
From: The Museum System (TMS) Users on behalf of Noel Valentin
Sent: Fri 10/10/2008 2:45 PM
To: [log in to unmask]
Subject: Constituent Type for Artist Collectives
Dear TMS users,
I am curious to know what Constituent Type you assign for artist
collectives (e.g. Guerilla Girls, Los Carpinteros [from Cuba], etc.).
If you also create separate Individual constituent entries for the
members of the artist collective, what type of Relationship (using TMS'
Relationship feature) do you use between the individual constituent and
the artist collective constituent entry. Parent-child relationship?
Your feedback is greatly appreciated.
Noel Valentin
Registrar
EL MUSEO DEL BARRIO
1230 Fifth Avenue
New York, NY 10029
Tel: (212) 660 - 7120
Fax: (212) 831 7927
Email: [log in to unmask]
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