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:
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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
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MoMA
The Museum of Modern Art
http://www.moma.org