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From:
Sarah Gillis <[log in to unmask]>
Reply To:
The Museum System (TMS) Users
Date:
Mon, 9 Nov 2020 15:52:19 +0000
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External Email - Exercise Caution

Hi Rosa,


At the Worcester Art Museum we have documents linked to several modules: Accessioning sub-module in the Objects Module (DOGs, Incoming Receipts), Loans Module, (Loan agreements, COIs, condition reports, incoming/outgoing receipts), Exhibitions Module (loan agreements, traveling exhibition contracts, etc.). We currently have a department distinction of Legal for all documents uploaded onto TMS, and have Media Views dedicated to what type of document is being shared. At the moment, only the registrars have access to the Legal department.


I hope that helps!


Sarah Gillis
Assoc. Registrar, Collection Documentation
Worcester Art Museum

________________________________
From: The Museum System (TMS) Users <[log in to unmask]> on behalf of Garton, Susan <[log in to unmask]>
Sent: Monday, November 9, 2020 9:07:09 AM
To: [log in to unmask]
Subject: Re: Adding and naming documents in media module

Hi Rosa,

At the Smithsonian National Portrait Gallery, most of our documents are in three places: Rights & Repro (DOGs, NELs and other licensing agreements), Conservation (registrar condition reports and conservator treatment proposals and treatment reports) and Exhibitions (exhibition scripts). Naming is only consistent by staff member or department. We have not implemented media departments but hope to. You are wise to think this through carefully now, since itís impossible to clean up later!

Best wishes,
Sue

Susan Garton
Collections Information Officer
Smithsonian
National Portrait Gallery

[log in to unmask]<mailto:[log in to unmask]>  |  202.633.8554


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From: The Museum System (TMS) Users <[log in to unmask]> On Behalf Of Rosa Corral
Sent: Friday, November 6, 2020 5:45 PM
To: ListServ tmsusers <[log in to unmask]>
Subject: Adding and naming documents in media module

External Email - Exercise Caution
Hi all,

I am curious about how others are organizing and naming documents added to the media module. We are adding documents for the first time (pdfs of condition reports). In the future, I imagine we will be adding a variety of different types of documents and I'm trying to think through file naming and rendition number. What kind of file naming convention do you use for documents? Do you typically keep the rendition number the same as the file name? Also, are you using media departments to categorize the different types of documents you are adding or to indicate what module they are related to?

Thanks!

Rosa

--
Rosa Corral
She/ Her/ Hers
Registrar for Collections | Weisman Art Museum | wam.umn.edu<https://nam02.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.proofpoint.com%2Fv2%2Furl%3Fu%3Dhttps-3A__nam02.safelinks.protection.outlook.com_-3Furl-3Dhttp-253A-252F-252Fwam.umn.edu-252F-26data-3D04-257C01-257CGartonS-2540si.edu-257C6180b36e54a64730964508d882a727cd-257C989b5e2a14e44efe93b78cdd5fc5d11c-257C0-257C1-257C637403001814402425-257CUnknown-257CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0-253D-257C1000-26sdata-3DQL7lL6d4Dn131BUbTsDy9DVK5oWEEp-252BJp5XneqKQcZg-253D-26reserved-3D0%26d%3DDwMGaQ%26c%3DeuGZstcaTDllvimEN8b7jXrwqOf-v5A_CdpgnVfiiMM%26r%3DvWfz5lwsU3QjJNLQyIqZgHqXMdlSqgjsidUhIiKClaY%26m%3Dpd_p_mAMlUWjnWaikmkIFKVUfv_oPI52OVGlAbdEoMY%26s%3DDyIN_JZh-nPvKX6vjg3fa0pdRw9Zs7f4RqtY7IecP80%26e%3D&amp;data=04%7C01%7CTMSUSERS%40SI-LISTSERV.SI.EDU%7Cf0a2ed62d1314971ad6208d884c7721e%7C989b5e2a14e44efe93b78cdd5fc5d11c%7C0%7C0%7C637405339435700859%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&amp;sdata=Oc%2BSBTtk7ps7AT3JaJ6QLXhsUc2wdxyOShE%2Fy5cZB7g%3D&amp;reserved=0>
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