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