Dear Noel:

Once you've entered an object's information into a record it should remain and go through whatever changes that may take place.
We enter objects with a "department number" prior to arrival for planning purposes, creation of Loan Agreements, etc.
When the object arrives it is assigned a "TR" or Temporary Receipt number and the receipt is generated and sent to the Lender.
If it is returned it gets a "RR" or Return Receipt number and the receipt is generated and sent to the Lender.
If it is gifted, it gets an accession number, whether this is while on view and on loan, or later.
The original records remains in the database regardless, thereby maintaining all information.
And reducing data entry, loss of information, etc.

Helpful?


L.Lynne Addison
Registrar
Yale University Art Gallery
Direct Telephone:  203.432.0604

From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Noel Valentin
Sent: Tuesday, August 13, 2013 12:42 PM
To: [log in to unmask]
Subject: When a Loaned Object becomes an Accessioned Object

I'm curious to know how you all handle the following two scenarios in your collections database / The Museum System (TMS):


(1)    An object is on loan to the museum.  The object is assigned a loan #.  Info on the object is entered into an Objects module in the database (i.e. the Object Record).  The Object Number on the Object Record is the Loan# you've assigned to the object.  The Object Record is linked to a Loans module and an Exhibitions module record in the same database.   THE OBJECT IS THEN DONATED TO THE MUSEUM DURING THE PERIOD OF THE LOAN.  QUESTION: Do you simply change the Object Number on the Object Record from loan # to accession # (of course "archiving" the loan # as an Alternative Number or Previous Number) or do you create a whole new Object Record with the object's accession number?


(2)    An object is on loan to the museum.  The object is assigned a loan #.  Info on the object is entered into an Objects module in the database (i.e. the Object Record).  The Object Number on the Object Record is the Loan# you've assigned to the object.  The Object Record is linked to a Loans module and an Exhibitions module record in the same database.  THE OBJECT IS THEN DONATED TO THE MUSEUM AFTER THE LOAN HAS BEEN RETURNED (in one instance, 2 years later).  QUESTION: Do you simply change the Object Number on the Object Record from loan # to accession # (of course "archiving" the loan # as an Alternative Number or Previous Number) or do you create a whole new Object Record with the object's accession number?


One reason why I like option 1 is that once you've changed the Object Number from loan# to accession#, the number is "changed" in the Loans module and Exhibitions module record, thus saving these important links/historical uses of the object.  With option 2 - creating a new record - these historic links can get lost; you would either need to link the two Object Records to one another (i.e. the one with the loan# to the one with the acc#) and/or enter pertinent information in the new object record's Exhibition History field.

Anyway, I'm curious to know how others handle this situation.

Thank you.

Noel Valentin
Permanent Collection Manager
EL MUSEO DEL BARRIO
1230 Fifth Avenue
New York, NY  10029
Tel: 212 660 7120
Email: [log in to unmask]<mailto:[log in to unmask]>


To unsubscribe, send an email to [log in to unmask]<mailto:[log in to unmask]> with the following commands in the body of the email:

signoff TMSUSERS

// eoj

You will receive a confirmation that your subscription has been removed.

To unsubscribe, send an email to [log in to unmask] with the following commands in the body of the email:

     signoff TMSUSERS

     //  eoj


You will receive a confirmation that your subscription has been removed.