Hi Anne: We also use a similar system here at the BMA. All objects coming in are assigned a TL (temporary loan) number (ie: TL2003.10). And if group of objects from same lender, within the same master number (ie: TL2003.10.1, TL200310.2, etc.) Once accessioned we change object record number and keep TL# in alternate # field. If object is not accessioned, we delete object record from TMS when returned. Hope it helps, Stephanie > 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 Stephanie Leverock Records Manager/Collections Review Coordinator Brooklyn Museum of Art 200 Eastern Parkway Brooklyn, N.Y. 11238 Tel: 718-501-6483/Fax: 718-501-6135