Hi David,
In 2011 we created object records for frames owned by the Gallery and
linked them to object records for paintings via association records of
the type 'current framing' (and 'former framing' as paintings were
re-framed from 2011). The majority of our frames are in use on
paintings.
We record minimum data for identification in the frame object - unique
number, object status (NG or non-NG frame), classification (part
integral, etc), glazing material, overall dimensions, and in the
association record, the date of framing. If the empty frame is new and
awaiting use on a painting, we record this in a 'frame allocation note'.
From 2011 Framing and Photographic staff have maintained updates to
framing data, supported by a written procedure and data entry rules.
We record a generic current location = 'Frame - Consult Framing Dept'
with location description = 'Frame is either attached to a painting or,
if empty, in a store location recorded outside TMS by Framing Dept'.
Actual current locations are recorded on TMS only for empty frames sent
out of the Gallery, a fairly rare occurrence.
We already had high-res unframed images of all our paintings, but very
few framed. What made the creation of frame objects possible was an
independent initiative by Framing staff to create low-res framed images
all currently framed paintings. These are low quality images often at
odd angles and in poor light so they are not suitable for public
information, but they are extremely valuable for identification
internally. We linked them to the frame and the painting objects. From
2011 whenever pictures are unframed or reframed, Photographic take the
opportunity to create high-res images of the empty frame and painting in
its current frame.
If we borrow an empty frame we create a frame object record, as for our
own frames
If we borrow a framed painting, we do not create a frame object record.
Frame dimensions and glazing information are recorded in the object
record for the painting. If we remove the frame and store it separately
for the duration of the loan we record this in a note, but this is rare.
For the future:
* Creating TMS object records for the relatively small number of
frames in store
* Recording pieces of material or components removed from a
frame when it is re-sized etc.
I hope this is useful
Gillian
Gillian Essam
Collection Information Manager
The National Gallery
Trafalgar Square
London WC2N 5DN
T +44 (0)20 7747 2543
F +44 (0)20 7747 2472
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www.nationalgallery.org.uk <http://www.nationalgallery.org.uk/>
From: The Museum System (TMS) Users [mailto:[log in to unmask]]
On Behalf Of Aylsworth, David
Sent: 03 April 2013 23:15
To: [log in to unmask]
Subject: Crates and Frames as objects in TMS
For a variety of reasons, we've started moving towards creating object
records for crates and frames that can be separately linked to the
artwork that was either packed or framed inside. This lets us capture a
whole lot more information about the frame (or crate) than we can by
using the component (for frames) or shipping module (for crates).
We're really now wanting to ramp up our use of this, and want to use TMS
to track a lot more detailed information about each frame, including the
finish or painted color, whether there is glazing that we are keeping
with an empty frame, what the depth of the rebed is, etc. We also want
to let our framers have a way to virtually shop through the inventory of
empty frames, reserve them for an upcoming exhibition, and know how many
more to have made.
And then, of course, we want to track things with RFID which, although a
new and foreign thing for us, is not at all new technology anymore.
I would love to hear from any of you who might have already gone down
this path. Are there tips we should be thinking about? Shortfalls that
we'll be sorry we're doing this?
Thanks,
David
David Aylsworth
Collections Registrar
Museum of Fine Arts, Houston
P.O. Box 6826
Houston, TX 77265-6826
telephone: 713-639-7824
fax: 713-639-7780
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