We keep all records created in TMS - be it object module, shipping, loan, or exhibition modules - in TMS for the long-term. We don't so much worry about TMS being larger than the permanent collection, in fact we appreciate having these other non-permanent collections records in there for quick reference, especially when we want to look up when something left and other Registrar department related questions. Keeping everything in TMS is also great for generating statistics. We identify permanent collection pieces in the object status field. We also keep the "accessioned objects only" box checked by default so that users get the permanent collection first. Those in the Registrar's department are used to unchecking this box, but others in the Museum appreciate having their searches automatically limited to the permanent collection. Hope this helps! Ella Rothgangel Collections Database Administrator Saint Louis Art Museum [log in to unmask] -----Original Message----- From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Stephanie Leverock Sent: Friday, December 05, 2003 3:04 PM To: [log in to unmask] Subject: Archiving TMS Exhibition,Shipping & Loan Records Hello All, Here at the BMA now that we are using TMS for special exhibitions and creating related loan and shipping records, we are wondering how we will archive these records and whether we want to remove them from TMS once the exhibtion closes and is dismantled. We have a system in place where when we create TMS object records for special exhibition incoming loans, all the records are assigned to a master number with the prefix "EL" (exhibition loan). Once an exhibition closes in years to come it would be beneficial to be able to keep these records on TMS for quick reference rather than having to create card files. On the other hand, I now have over 1,000 special exhibition records and am concerned that keeping them in TMS interferes with the integrity of our database as a database of our permanent collection holdings. I am wondering if any other museums have thought about this and if you are creating similar records, how you handle them after the exhibition closes. Many thanks and for those of us having to get home in the snow today, please get home safe! 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