Hello everyone. It is a little weird to be communicating with you as a TMS user rather than an employee of GS. Not that serving you wasn't a constant joy, but I must admit that using TMS every day for the Diebenkorn Catalogue Raisonné is even more fun. We are doing the catalogue in association with the Fine Arts Museums of San Francisco and the UC Press. Many of you will be hearing from us soon to confirm the data about your Diebenkorns for inclusion in the Catalogue. There is an issue that we have come upon as we move data from the legacy Exhibition and Bibliography text fields. We created our TMS database in 1996, and the exhibition and bibliography data in the legacy database was converted into the object module text fields. As we have gone through and moved the data to the Exhibition and Bibliography modules we have been trying to figure out a consistent way to hook exhibition catalogues to their associated exhibitions. Through the links from an object to both the exhibition record and the bibliography record for the catalogue we can, of course, deduce that a certain catalogue is associated with a certain exhibition, but we haven't been able to come up with a direct link. The Catalogue Number in the Exhibition record is just a text field, so that doesn't provide any level of control. This is going to matter when we go to publish the Catalogue Raisonné, because the format we are using calls for the catalogue to be identified and listed with each exhibition. We can put the catalogue data in a text field of the Exhibition record, but that is rather inelegant as it denormalizes the data. We could also cook up our own cross-reference numbers, but we were hoping that the librarians among you might enlighten us about the "right" way to do this. Dick Richard Grant The Richard Diebenkorn Catalogue Raisonné Project 3200 College Avenue #2 Berkeley, CA 94705 510-428-1400 PLEASE NOTE MY NEW EMAIL ADDRESS: [log in to unmask] -----Original Message----- From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Jonathan Thristan Sent: Thursday, June 05, 2003 9:37 AM To: [log in to unmask] Subject: Re: Exhibition history Hello! At Tate we attach Objects to Exhibition records (directly if Tate collection works or via Loan records if Object records for short term loans-in to Displays/Exhibitions), as GS suggest, and run reports etc to retrieve information on Exhibition history. We record the status of Objects relative to an Exhibition (agreed, declined, provisional etc) on the Objects tab of the Exhibition record. We don't currently use the Bibliography module. Secondly, our issue, we wondered whether anybody has encountered any problems with Object, Exhibition or Loan records where a Work is borrowed more than once, into different Exhibitions, but using the same Object record each time (whether problems resulting from the way TMS functions or from procedures). EGs if an Object changes hands between the first time it was borrowed and a second time, then although the correct history of an Object can be viewed via the Related function, because we display Acquisition related constituents on Object records, this information doesn't display correctly to reflect both the present loan and the previous one (I guess we could simply stop recording Acquisition related Constituent Xref details for short term loans in...). If data about an object changes over time i.e. it's re-attributed or its title is amended, it may be difficult to identify an object that is currently being considered for loan-in as the same as an Object for which we already have an Object record. A duplicate object record is created and the ability to construct a complete exhibition history for that object becomes problematic. Regards Jon Tate -----Original Message----- From: Scott Nacke [mailto:[log in to unmask]] Sent: 04 June 2003 17:00 To: [log in to unmask] Subject: Exhibition history Hello, I have a question about how others may be documenting exhibition history and bibliographic data using TMS. It appears there are two ways to enter this information and here at SAM both ways have been used in the past. Here's the issue: In the Documentation tab of the Object record, there is a text field called "Exhibition History". Here past exhibitions are cited for that object. Then in the Related tab of the Object record, Exhibitions that were entered in the Exhibition module are listed. These two fields are not combined. Therefore, one must look in both places if one wants a complete picture of the exhibition history. Ditto for Bibliography. Gallery Systems says: 1. Exhibition history Note: this is not an active field; any relevant information should be entered in the "exhibitions module." Any information contained in the field is "legacy data" and must be entered into its correct field. This information can be accessed by selecting "Exhibitions" from the "Related" pull-down at the very top of the computer's monitor. Additionally, This information can be exacted through the object worksheet and other specialized reports. It Says basically the same thing for Bibliography data. I am curious to know how others are using these fields to create accessible data for the exhibition history of an object in the collection. Scott Nacke Assistant Registrar/Image Rights Manager Seattle Art Museum 100 University Street PO Box 22000 Seattle, Washington 98122-9700 206.654.3130 Direct 206.654.3135 Fax [log in to unmask]