OK - borrowing liberally from all - I think we need to introduce an 'agent' role alongside 'owner', at the Object level. Where appropriate we should record both 'owner' and 'agent' at the Object level; where the 'owner' is not know we could refine the 'agent' role using a 'prefix'. Where the Lender is the owner then they are recorded as the 'owner'. The 'Lender' on the Loan record is then either the owner or the agent - we've been making an assumption that the 'Lender' Xref'd to the Loan record is the 'owner'.
 
Thanks for all your replies - and thanks to Claire, here at Tate, for clarifying the issue and options. Got there in the end. Marvellous!
 
Jon
 
PS
 
Two other queries:
 
i. Has anyone got any guidance they would be happy to pass on in relation to cataloguing objects that physically exist only periodically e.g. a wall painting that is produced and then painted over, but which could be produced again in the future.
 
ii. Has anyone got any guidance they would be happy to pass on in relation to cataloguing New Media objects - primarily video/dvd. For example, to what extent do you record exhibition copies, archival masters, artists' masters etc as components? What do you consider to be the 'overall dimensions' for such objects - what dimension elements? In relation to this, how do you handle requirements to record information about duration of exhibition copies (possibly equalling 3x the original work, edited together, played looped) as against the 'original'? Lots of issues! Is there any published guidance available?
 
Thanks again!
 
 
 
 
 -----Original Message-----
From: Heggli, Anita [mailto:[log in to unmask]]
Sent: 08 June 2004 17:12
To: [log in to unmask]
Subject: Re: Objects lent through a 3rd party

Hello Jonathan:
 
Here's how we handle this at the Harn:
 
Both the owner and the third party lender would have their single constituent records added. 
Both constituents would then be linked to the object record as "Object Related" Constituents.
When adding the owner in the "cross reference information" box, his/her roll is described as "Owner".
When adding the third party lender in the "cross reference information" box, their roll can be described as either "Lender" or "Owner's Agent" depending on the nuances of the arrangement. 
 
This way all parties will show up on the constituents list displayed in the object record with their appropriate rolls, and no need for double constituent entries. 
 
Let me know if I can explain our system better, or if you have any questions.
 
Regards,
 
Anita E. Heggli
Exhibits Registrar
Harn Museum of Art
University of Florida
SW 34th Street and Hull Road
P.O. Box 112700
Gainesville, FL  32611
tel: (352)392-9826  ext. 133
fax: (352)-392-3892
[log in to unmask]
-----Original Message-----
From: The Museum System (TMS) Users [mailto:[log in to unmask]]On Behalf Of Jonathan Thristan
Sent: Tuesday, June 08, 2004 10:36 AM
To: [log in to unmask]
Subject: Objects lent through a 3rd party


Hello TMS Users!

A quick query: how do others record/structure information when borrowing an Object through a 3rd party? As it's only possible to assign a role to a Constituent at the Object level to describe this ('agent'?) we've been creating additional Constituent records for individuals where they perform this role, adding 'PC C/O' (Private Collector Care Of) to the 'display name'. This would lead, for example, to the creation of a constituent record for 'Jasper Johns' and one for 'Jasper Johns PC C/O' with the latter used where Jasper Johns is the 3rd party through whom an Object is lent anonymoulsy. Any thoughts?!

Thanks
Jon

Tate
Millbank
London SW1P 4RG

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