At the National Gallery, London we run the following procedures at
present. Art Handling Dept manages all movement of objects on-site and
co-ordinate information from Registrars Dept. about moves off-site. At
close of day AH sends a list of completed moves made to Security Dept
who enter them on TMS and clarify with Art Handling any queries arising
from the following morning's inventory check. This allows us to print
daily manifests of all works in our care and use them for daily
inventory checks and disaster recovery. Only three people in security
have rights to enter moves. We do intend to review these procedures in
the near future however, as there is some concern here that the
procedure is over complicated, involves too many people and the
duplication of tasks by requiring Art Handling to create a list of moves
to be updated and then Security to actually enter the moves in TMS.
If a new location is required in the Location Authority or an existing
one is no longer available (e.g. due to building works) staff notify me
in my role as data manager for TMS. I will consult with Security, Art
Handling and Front of House and check the impact on integrated systems
such as our public facing kiosk system before entering it on TMS. Only I
have rights to enter new locations in the authority.
Gillian Essam,
Collection Information Manager,
The National Gallery, London,
Tel: 020 7747 2543
Email: [log in to unmask]
_____
From: Carole Campbell [mailto:[log in to unmask]]
Sent: 03 November 2005 17:13
To: [log in to unmask]
Subject: Re: Updating Locations
Dear Allison,
Two Registrars at the Getty are responsible for moving objects in TMS.
We have one at each site. Curatorial and Conservation staff schedule
the moves and then print the movement slips from TMS. The movement
slips are sent to the Registrar who signs off on the move. After the
move, the slips are returned to the Registrar's office and the Registrar
goes into TMS and completes the scheduled move. The last step is to
print out our daily relocation report which details what objects moved
as well as what moves were scheduled that day.
Thanks.
Carole.
>>> [log in to unmask] 11/02/05 1:01 PM >>>
Dear Allison,
At the Brooklyn Museum we have one Collections Management department
that works closely with the Registrars. They are responsible for most
object movement and either enter the locations themselves, but mostly
submit them to me for our data entry staff to enter. Conservators and
curatorial staff also submit location movements to me. Only our
Collections staff and registrars can enter changes. This works very
well for us because aside from needing to be familiar with location
coding, data entry staff can easily identify transcription errors, which
often occur.
--
Stephanie Leverock
Records Manager and Collections Review Coordinator
Brooklyn Museum
200 Eastern Parkway
Brooklyn, NY 11238-6052
Tel: (718) 501-6483
Fax: (718) 501-6135
Smith, Allison wrote:
Dear TMS users -
I have a question about locations security in TMS.
We are trying to determine who should have access to updating object
locations in the database. We've already determined who should be able
to view locations, but not who should enter them.
What is the general consensus about who should have rights to do this,
and why?
I am trying to get some idea about how other institutions, large and
small, deal with this issue. Any and all responses are very much
appreciated.
Thanks
--------------------
Rubens: A Master in the Making
26 October 2005 - 15 January 2006
Book Now http://www.nationalgallery.org.uk/exhibitions/rubens/default.htm
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