The Getty enters copyright information in the Rights and Reproduction window. We also set a status flag "Check copyright restrictions" if there's a notice required. That shows in red above the department name in the data entry mode. When a copyright notice is required, we also assign a user defined field (but will likely change to another status flag for greater security control) "approved for web" yes or no. This information is maintained by the Registar's Office. When changes are made to object records, our procedure is that the Registrar reports the change to Photo Services, who update related image media records by copying the copyright statement into the media description field. We choose to have this redundancy to account for additional photo credits that might be required to be published with a particular image of an object. If copyright restrictions prevent us from publishing an object to the web, then the media status is reflected to account for that. We copy information from TMS into another set of table used by ArtAccess and the Web for presentation of collections information in our galleries an on-line. The Web group's publish process has rules based on how these flags are set to accept records for presentation on-line that are properly cleared. Smoothing out this process has taken a long time. The thing that really helped smooth it out though, was a grand meeting late last fall in which each department that participates in this process participated along with their department head or supervisor. Not everyone wanted to come, but they did. It turned out to be incredibly useful for everyone to hear each piece of the process. My job was to facilitate the discussion. I brought to the table each departments steps as I understood and that was our starting point. There were follow up discussion via e-mail and additional TMS training in advanced query for some. The result was an overall improvement in the process, a document describing the process and who does what when and I think a greater appreciation of the work that each of us does. Amy Noel The J. Paul Getty Museum >>> [log in to unmask] 03/18/03 05:42PM >>> Hi Allison, Thanks for the info on how you are working with copyright statements. We are putting copyright notices in the Rights and Reproductions window under the registration button at the top of the object record, front card view. This has been primarily filled in when the museum takes in new acquisitions, and after an artist or copyright holder signs and returns our non-exclusive license agreement. It has seemed most natural for us to put this there, for instance, in case of a data transfer to another database. Honestly, I'm not much of a fan of the Rights & Reproductions section in the object record nor the media management section. I think most of the useful data that gets searched on is put into the text field for "copyright" in the object record. However, with the digitization project we are working on we are putting copyright data (if we have it) in the public caption section of the media record for those objects. You bring up some good points about including info about editions, proofs and copies. This is something that is important for our collection as well, especially as new media works become more of a collecting focus. Thanks for your response. Scott Nacke Assistant Registrar/Image Rights Manager Seattle Art Museum [log in to unmask] -----Original Message----- From: Smith, Allison [mailto:[log in to unmask]] Sent: Tuesday, March 18, 2003 2:35 PM To: [log in to unmask] Subject: Re: Copyright question Scott - when we are referring to the Copyright of the original object, we are putting the copyright statement in the Title section of the database. I have the Title type as "Copyright Notice", and have it set to display after the Title proper, so that is immediately visible after the Title in Label copy view. We are also going to track our Edition/Copy Statements ("Artist proof. 2/25", "Reprint, 1996", etc.) in this section of the database as well. I'm going to rename Title to "Title(s)/Statements", as soon as GS tells me how...haven't been able to successfully change the name of that particular field yet. I think it works well, although as a new user of the system, I haven't been able to figure out if there will be any future reprecussions down the road. Does anyone have any opionions? In regards to the copyright for reproduction of surrogates, I haven't really had to figure this one out yet. I am not that thrilled with the Rights/Reproductions section of the database, especially since we use more than one photographer, the copyright statement could be unique for each image we have for any given object. I suppose that it could be tracked as a text entry in the media record. Any opinions on this? Allison .................................................................. .................................................................. the warhol: Allison A. Smith Collection Manager / Database Administrator 117 Sandusky Street Pittsburgh, PA 15212 T 412.237.8345 F 412.237.8340 E [log in to unmask] <mailto:[log in to unmask]> W www.warhol.org <http://www.warhol.org> W www.warholstore.com <http://www.warholstore.com> The Andy Warhol Museum One of the four Carnegie Museums of Pittsburgh .................................................................. .................................................................. -----Original Message----- From: Scott Nacke [mailto:[log in to unmask]] Sent: Tuesday, March 18, 2003 11:51 AM To: [log in to unmask] Subject: Re: Test and a question Hi Dave, I have been receiving all listserv messages just fine. The idea to share info on the issues you mentioned is a great one. We would be interested in an exchange on data standards, managing data entry projects, style sheets, thesauri, collections information system mission statements and TMS functionality, etc. We still use our paper files, and as far I am aware there is not really any movement away from them. However, we use TMS as our primary source for collections info. Registration, Curatorial, and IT departments have been working together to establish standards for TMS use. We hold nearly monthly meetings, and have created an intranet site with a reference manual for data entry standards. So, we are really just getting started, and some of this has fallen off recently due to staff changes, but we are eager to continue moving ahead in our efforts at expanding the way we use TMS for collection information management. Also, recently we have begun a project to create digital images of collection objects to be available in TMS and on the Seattle Art Museum website. As we go along we are developing standards for the Media Management Module, for which we plan to create some sort of manual. A question I am currently wondering about is how are others managing copyright information both in the data entry view of the objects module front card under registration, and in the media management section? We would like to have complete copyright status info in TMS for each of the objects in our collection, which will be a "special" project all on its own. Just curious about how others are working that out at their institutions. I look forward to learning more about what others are doing. Best, Scott Nacke Assistant Registrar/Image Rights Manager Seattle Art Museum [log in to unmask] -----Original Message----- From: Dave Pearce [mailto:[log in to unmask]] Sent: Tuesday, March 18, 2003 6:39 AM To: [log in to unmask] Subject: Test and a question Hi Everyone, Hopefully you all received the listserv email from Mignon Erixon-Stanford about the recent move of the TMSUSERS listserv to a new server with slightly different domain address. According to Mignon the transition was to have been seemless and we would have noticed nothing. But a few of you have written to me recently about the lack of activity on the list and wondered if there was some technical problem or if things had just been quiet. So if you're receiving this message, let us hear from you. Also, my supervisor and mentor Bruce Young (Head of Collections Management at the Freer and Sackler for many years) and I have been talking recently about data standards. Here at our museum I have recently formed our first Collections Information System Data Content Committee made up from Collections Management and Curatorial advisors. This is a major step for us as our administration and the curators have joined us in support of tasking the data base to serve as the primary and authoritative source for collections information instead of our long venerated paper records and published comprehensive catalogs. The questions that will have to be answered and procedures that will have to implement to accomplish this are too numerous to mention here at once. Are any other of you doing something similar? And if you're already well into the process would you have any wisdom you could share? I have considered the idea of sending out an email on a very focused issue once every two weeks. Would you all be interested in discussing and sharing your ideas on topics such as retiring paper files, managing massive data entry projects, style sheets, thesauri, collections information system mission statements and TMS functionality in relation to your goals, etc.? Looking forward to hearing from everyone. Best as always, Dave