Hi Rob --
 
I haven't tried this - so I don't know if this would work or not. But,
what about creating a report that they can use, that only prints out
locations for objects "On View"  or based on some data field in the
locations table that indicates a gallery location?  You could perhaps do
a select on the appropriate term in the Crystal report, which in theory,
would only print locations for object on display on in the galleries,
and block printing locations for all other objects.
 
Or, you could run a locations report yourself of everything on view, and
depending on how you format the report (if you structure the fields in
columns similar to a table), I've had success saving these reports as
excel spreadsheets and access files. You could periodically send them
for their reference an excel spreadsheet each time artwork in the
galleries changes.
 
Good luck!
 
In regards to your other questions - only the Registrar, Assistant
Registrar and myself have access to changing locations. The exhibitions,
art handling, curatorial, and rights and repro staff have access to
viewing locations, with restrictions regarding which collections
(departments) of objects they are allowed to view.
 
Allison
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________________________________

From: The Museum System (TMS) Users [mailto:[log in to unmask]]
On Behalf Of Rob Morgan
Sent: Monday, June 02, 2008 4:06 PM
To: [log in to unmask]
Subject: Access to Locations


Hello TMS Administrators and Users,
 
How does your institution handle internal access to object locations?
For example, if your PR department gets a call from the press (i.e., a
reporter calling after hours wanting to know how many works by Robert
Rauschenberg are on view), can your visitor services or PR staff get
that information directly from TMS, or do they have to go through the
Registrar's Office, a curator, etc., etc.?  
 
Here at the BMA, we block PR and visitor services from seeing locations.
We came to this decision b/c we don't want PR and visitor services
seeing locations for objects in storage aka off view locations.
Unfortunately, in TMS, we can't give PR and visitor services read access
to on view locations, and no access to off view locations.  The current
configuration of TMS allows read, write, or no access to all locations.
Maybe Gallery Systems can change locations security, allowing us to
differentiate between locations on view and locations in storage/off
view.
 
Finally, my last two questions, what departments at your museum have
read only access to locations?  What departments have write access?
 
Thanks everyone, 
Rob Morgan
TMS Database Administrator
Baltimore Museum of Art (BMA)
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