Scott, I'm very heartened to hear that we are proceding along similar lines. We do not yet have written data entry rules, although we have done much of the ground work during a recent exercise to clean basic tombstone data for the collection and long loans in on TMS. We are currently customising the latest build of eMuseum, which we use to deliver information in-house from TMS (and another system) to staff not involved directly in collection management operations. We are also seeking to formalise the use of TMS as a centralised source for information ouput and lookup - we hope to achieve this in the latter half of this year by running strategy workshops with key users or creators of collection information. By doing it this way we hope to broaden 'ownership' of the strategy, agree priorities for development and make a stronger case for any resources required to reap greater benefits from our existing systems. That's the theory! Many thanks, Gillian Essam -----Original Message----- From: Scott Nacke [mailto:[log in to unmask]] Sent: 29 July 2004 17:05 To: [log in to unmask] Subject: Re: database use policy Gillian and Stephanie, Thanks for your responses. Stephanie, I didn't receive your attachment. It seems we are investigating similar developments in the use of TMS. We too use a guide for data entry formats, which was created about 4 years ago, and is getting kind of outdated. We are also developing strategies for broadening our collection documentation via TMS. We run an in-house version of eMuseum on our intranet site for staff in education, marketing, editorial, graphics, development, etc. to have access to collection images and information. Unfortunately, it is not easy to navigate without knowing exactly what you are looking for. In addition, many of our records in TMS are not complete and/or inconsistent in terms of data entered, which is a source of frustration. So, we are looking at upgrading eMuseum to the current version, cleaning up our TMS records, and formalizing our use of TMS as a centralized source for information output - both within the museum, through the web site, and potentially other media sources. So far, it has been more of a repository of collection information. As part of this effort I am interested in putting together a document that provides some structure to how TMS is used, accessed, by whom, and for which collections data activities. Thanks for your input. Scott Nacke Assistant Registrar/Database Administrator 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] -----Original Message----- From: The Museum System (TMS) Users [mailto:[log in to unmask]]On Behalf Of Stephanie Leverock Sent: Thursday, July 29, 2004 8:42 AM To: [log in to unmask] Subject: Re: database use policy Dear Scott, Here at the Brooklyn Museum we have several data entry format guidelines (sample attached). Presently staff in departments (with the exception of dept. heads) such as Education, Editorial, and Design do not have access to our database because with nearly 170,000 records, there are too many incomplete records and possibly inaccurate data that we can't risk the data being misused. However, as TMS is used for generating all of our acquisitions, loans, exhibitions and shipping paperwork and really becoming the central source for object information, no access has been frustrating to these staff members. I have been trying to develop a general user policy which would address how non-curatorial departments should interpret TMS data and go about getting checklists and object information directly from the curatorial departments. To this point I have been unsuccessful to get our administration to commit to a written document. I would also be interested to see samples of other institution's user policies. Thanks, Stephanie _____________________________________________ Stephanie Leverock Records Manager and Collections Review Coordinator Brooklyn Museum 200 Eastern Parkway Brooklyn, NY 11238-6052 Tel: (718) 501-6483 Fax: (718) 501-6135 Gillian Essam ( wrote: Hi Scott, We are intending to develop a 'Collection Information Strategy' later this year. It will probably cover similar ground as TMS is playing an increasingly significant role in our collection information provision. We are just about to develop a plan for achieving this and will be very interested to hear how other museums have done it. Gillian Essam Collection Information Manager The National Gallery Trafalgar Square London WC2N 5DN tel: 020 7747 2543 fax: 020 7747 2472 email: [log in to unmask] <mailto:[log in to unmask]> -----Original Message----- From: Scott Nacke [ mailto:[log in to unmask] <mailto:[log in to unmask]> ] Sent: 28 July 2004 22:03 To: [log in to unmask] <mailto:[log in to unmask]> Subject: database use policy Good afternoon, I was wondering if any of you are developing or using such a formal document as a database use policy as a guide for how TMS is used within your institution. If any of you are developing or using such a document, would you be willing to share it or portions of it with me? Thanks, Scott Nacke Assistant Registrar/Database Administrator 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] <mailto:[log in to unmask]> ========================================================== Now Open: Russian landscape in the age of Tolstoy 23 June - 12 September Half price tickets Wednesdays 6-9pm plus live music & bar http://www.nationalgallery.org.uk/exhibitions/russian_landscape/default.htm <http://www.nationalgallery.org.uk/exhibitions/russian_landscape/default.htm > Sign up for the latest news, offers and exclusive competitions from the National Gallery by clicking on this link http://www.nationalgallery.org.uk/what/news/subscribe.htm <http://www.nationalgallery.org.uk/what/news/subscribe.htm> ========================================================== Now Open: Russian landscape in the age of Tolstoy 23 June - 12 September Half price tickets Wednesdays 6-9pm plus live music & bar http://www.nationalgallery.org.uk/exhibitions/russian_landscape/default.htm Sign up for the latest news, offers and exclusive competitions from the National Gallery by clicking on this link http://www.nationalgallery.org.uk/what/news/subscribe.htm