At 05:00 PM 2/6/2003 -0500, you wrote: >I would just add onto to Lynne's statement about Yale's procedures that we >in addition use the object status field to differentiate between objects >here for exhibition, acquisition, etc. to allow us to separate out >different groups of records. -Jennifer >---------------------------- > >Date: Thu, 6 Feb 2003 14:02:47 -0500 >From: Lynne Addison <[log in to unmask]> >Subject: Re: Assigning loan numbers > >--=====================_865164703==_.ALT >Content-Type: text/plain; charset="us-ascii"; format=flowed > >Dear Anne: >We have the following system: >Before an object comes into the building, it is assigned a number by the >curatorial department and entered into TMS. This number is composed of an >alphabetical abbreviation of the department (AS for Asian), the year, the >next number in the departments sequence, and a "object >number". Ex: AS2002.1.2 >When the object comes into the building, the Registrar's office assigns a >Temporary Number. Then if and when accessioned, an Accession number. >Loans remain on the Temporary number until they are returned and then get a >Returned number. The Temporary number and the Return number are in the >same format. >Hope this helps >Lynne Addison > >At 02:38 PM 2-6-2003 -0400, you wrote: > >Not strictly a TMS question, but does have some relevance. When an object > >comes into the Museum as a potential acquisition do you assign a number to > >it and create an object record? What numbering system do you use? We just > >started doing this when we got TMS and we use the reverse of the future > >accession number e.g. 23.2002 would become 2002.23 once the Deed of Gift was > >signed. This was a bit shortsighted as the acquisitions by year in TMS is > >sorted by the accession date and not the object number. The accession date > >for us is the date when the Deed of Gift is signed, so if the Deed for > >2002.23 was signed before 2002.2 the list is all out of whack. I would > >appreciate it if anyone could suggest a better way of doing this. In the > >days before TMS we didn't assign a number at all and all we had were paper > >records. > > > >Thanks, > > > >Anne Marr > >Registrar > >New Brunswick Museum > >L.Lynne Addison >Associate Registrar >Yale University Art Gallery >Tel: 203.432.0604 >Fax: 203.432.7159 >--=====================_865164703==_.ALT >Content-Type: text/html; charset="us-ascii" Jennifer Bossman Assistant Registrar Yale University Art Gallery New Haven, CT