At 01:52 PM 7/16/2002 -0700, you wrote:
>Hello Fellow TMS Users,
>
>We migrated our data to TMS in November of 1999.  Since then we've also
>updated our old systems documentation for data entry with the TMS screens
>and a blow by blow use of fields.  The documentation evolves as TMS
>changes, we install upgrades, and identify new areas of information to
>include in TMS. Our documentation is supplemented by guideline or syntax
>rules for things like entering dimensions, use of pre-fixes in constituent
>records, etc...
>
>In general the Registrar's Office will enter all "tombstone" or basic item
>description, copyright, accession, deaccession, values, locations as well
>as collections management information such as pending exhibitions, loans
>(outgoing and incoming) and shipping information.  Curatorial staff add
>everything else, including exhibition history, provenance, bibliography,
>curatorial notes.  The Photographic Services department uses the media
>module to track their inventory and manage the circulation of photographic
>materials.
>
>As we develop new areas of data entry, i.e. fielding provenance as
>ex-collection related constituents, we bring representatives from various
>curatorial departments together with our standards administrator to come
>to consensus on the use of fields across collections.  This is not always
>an easy process.  But once folks realize the tremendous gain by
>standardizing across collections, there is enthusiasm and a willingness to
>change.  I do a lot of on going training and help departments figure out
>ways to tackle large retrospective data entry projects often with the help
>of part-time employees, volunteer grad students or interns.
>
>I'm happy to share our current documentation with anyone in charge of TMS
>at their institution to make their own.  These are all Word documents, and
>like I said before always evolving.  For example we upgraded to version
>9.15 build 1523 last spring and still have to update our dimensions syntax
>rules to accommodate the very cool new ability to field multiple
>occurrences of dimensions for a single object.
>
>Amy Noel
>Collections Information System Application Manager
>The J. Paul Getty Museum
>
>
> >>> [log in to unmask] 07/16/02 06:29AM >>>
>When we began the TMS installation, we formed a TMS project group made up
>of the Registrar office staff, the curatorial staff and a few other staff
>with major TMS involvement.
>
>Before data entry began, this group met weekly for a long time to discuss
>exactly what information would be put into a field and how the field would
>be formatted.
>
>We did this for the object module and most of the constituent module.
>
>Whenever a drop-down menu can be used, the project group negotiated what
>choices would be in the menu and when they would be used. This is
>especially critical for the classification selections and the roles
>selections.
>
>The project group also decided to follow the Getty ULAN naming convention
>for all constituents.
>
>Finally, we drew up general guidelines for formatting data in the fields
>and trained the keypunchers to follow the guidelines.
>
>Two important changes we made in TMS was to take away object and
>constituent record deletion capability for all users except the System
>Administrator. This eliminates the inevitable tragedy of a user deleting
>important records that cannot be replaced.
>
>A full-time staff technician/ system administrator is essential for TMS.
>
>I hope this is helpful,  David Parsell,  Yale Art Gallery
>
>
>
>   At 09:40 AM 7/16/2002 -0300, Anne Marr ( wrote:
> >"urn:schemas-microsoft-com:office:office" xmlns:w =
> >"urn:schemas-microsoft-com:office:word">
> >I don't know what happened to the rest of my message, I must have hit send
> >before I was finished.  I mean all of those Linda.  I have been attempting
> >to produce an institutional data-entry manual, and I'm sure there must be
> >a lot of you out there with much more experience than I have, who could
> >share their experiences.  For instance do you have your own classification
> >system or do you use Chenhall (sp?) or something else?  Really, any advice
> >would be welcome, even to know what pitfalls to avoid would be a help.
> >
> >As far as the technical and administrative end of things are concerned, I
> >admit I am out of my technological depth.  We have a casual IT person who
> >looks after that at the moment but I feel that the museum really needs a
> >dedicated IT position.
> >
> >Anne
> >-----Original Message-----
> >From: Linda Pulliam [mailto:[log in to unmask]]
> >Sent: 15 July 2002 5:16 PM
> >To: [log in to unmask]
> >Subject: Re: Policies & Procedures
> >
> >Ann,
> >
> >Do you mean data entry standards, (capitalization, punctuation, etc.),
> >field use standards, or process standards?
> >
> >Linda Pulliam
> >Manager of Collections Information
> >Museum of Fine Arts, Boston
> >
> >-----Original Message-----
> >From: Anne Marr ( [mailto:[log in to unmask]]
> >Sent: Monday, July 15, 2002 4:15 PM
> >To: [log in to unmask]
> >Subject: Re: Policies & Procedures
> >
> >I'd like to introduce myself as a new user to the group.  My name is Anne
> >Marr and I am the Registrar at the New Brunswick Museum in Saint John, New
> >Brunswick, Canada.  We have been using TMS for over a year now but we are
> >still wrestling with problems with our data, not, I hasten to add, Gallery
> >Systems' fault, but rather with the original data that was converted from
> >CHIN (Canadian Heritage Information Network).  Just trying to get my head
> >around the idea of relational versus flat-file databases is big deal to
> >me!  I would, like Jack, be interested in the experiences of others so
> >that I don't feel that I'm reinventing the wheel trying to develop
> >standards and .
> >
> >Regards
> >
> >Anne Marr
> >-----Original Message-----
> >From: Jack Edwards [mailto:[log in to unmask]]
> >Sent: 28 June 2002 1:04 PM
> >To: [log in to unmask]
> >Subject: Policies & Procedures
> >
> >Alberta Community Development is a new user to TMS.  We are looking for
> >documentation, policies, procedures, best practices, etc related to the
> >implementation of TMS.  Any information that is available would be
> >appreciated.
> >
> >Regards
> >Jack Edwards
> >
I will be out of the office the week of 8 July on vacation.
I will be out of the office the week of 15 July on business.
Please leave a voice mail message at the number listed below.
I will not be checking email.
Thank you.
 
L.Lynne Addison
Associate Registrar
Yale University Art Gallery
Tel:   (203) 432-0604
Fax: (203) 432-7159
L.Lynne Addison
Associate Registrar
Yale University Art Gallery
Tel:   (203) 432-0604
Fax: (203) 432-7159