Hi Eliza, We track loans out in a very simple way. We create an outgoing loan record in the Loans Module and link the relevant object(s) to it. If the object is lent to an exhibition we create an exhibition record in the Exhibitions Module and link it to the outgoing loan record. We also repeat the exhibition venue, name and dates in the Remarks field of the outgoing loan record for ease of reporting. If it is on long term loan, we record that also in the Remarks field. We enter outgoing loan records in TMS only when the loan is agreed, so we have recorded 'status' for them so far. Before then, the process is recorded on paper. When we 'lend' one of our objects to an exhibition held in-house we create an incoming loan record in the Loans Module and link it to the exhibition record in the Exhibition Module so that we can include our own objects in reports on the exhibition organising process. If the exhibition travels to other venues, we also create an outgoing loan record as above, but instead of linking it to the main exhibition record, we link it to a duplicate exhibition record with '(loans out)' in the title. We have found this the simplest way to separate reporting on the loans out process from reporting on in-house exhibition organising. We hope to review our loans out and loans in processes in the near future with a view to improving and expanding the amount of information we hold in TMS, and our reports. 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] -----Original Message----- From: Sparacino, Eliza [mailto:[log in to unmask]] Sent: 18 February 2005 19:42 To: [log in to unmask] Subject: Tracking all loan information Hello, We are trying to devise a way to track outgoing loan requests and consideration in TMS. We are using the loans module to manage approved outgoing loans, but have no way to track the progress or denial of other requests. Are any institutions tracking this information? If so, how are you maintaining the data in TMS? Thank you! Eliza Sparacino Manager, Collection and Exhibition Technologies (212) 708.9599 [log in to unmask] MoMA The Museum of Modern Art http://www.moma.org <http://www.moma.org> ========================================================== Book Now: Caravaggio: The Final Years 23 February 2005 - 22 May 2005 Open until 9pm every Wednesday with live music & bar http://www.nationalgallery.org.uk/exhibitions/caravaggio/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