Hi Eliza Picking up on an old thread... At Tate we do pretty much the same as Carole describes, below. However, we also record statuses against Objects individually (on the Object tab of the exhibition record). This allows us to keep Objects attached to exhibition records and capture which were declined. Reports have been written which exclude Objects with statuses of 'declined', 'rejected' etc. We do something similar for Loans In. For any given institution/individual, this enables us to compare not just what we've lent with what we've borrowed, but what we've declined to lend with what we've tried to borrow. One slight glitch is that it's not possible to query on the statuses recorded for Objects in an exhibition record from within the Object module (it'd be useful to be able to navigate from an exhibiton record to its 'related' objects and then to refine that selection further using this status, and then to run a report) - but I think that this is being developed. A more obvious glitch is that it's quite demanding in terms of data entry - particularly if Object statuses need to be updated for hundreds of Objects in an exhibition and this has to be done one at a time Cheers Jon Jon Thristan Collections Information Manager Tate Millbank London SW1P 4RG t: +44 (0) 20 7887 8983 e: [log in to unmask] w: www.tate.org.uk The information in this e-mail is confidential and may be legally privileged. It is intended for the addressee only. Access to this e-mail by anyone else is unauthorised. If you are not the intended recipient, any disclosure, copying, distribution or any action taken or omitted to be taken in reliance on it, is prohibited and may be unlawful. This e-mail does not constitute an offer or a contract -----Original Message----- From: Carole Campbell [mailto:[log in to unmask]] Sent: 22 February 2005 21:30 To: [log in to unmask] Subject: Re: Tracking all loan information Hi Eliza, Here at the Getty we create an Outgoing Loan record and track the status of the loan with an entry in the Thesaurus under Statuses. We have the following statuses: approved cancelled completed current denied pending postponed prepending Once a request is made a loan record is created. As it waits for review it is given a prepending status. This gives us the ability to find our loan records in the database, but keeps these loan records off of reports. Once a decision is made to consider the request the status is changed to pending. We track when the loan proposal is due, pending loan requirements and the curatorial contact for the loan in the Text Entries in TMS. We have reports that are run monthly that tell us: Pending Loans Approved Loans Approved and Current Loans Long Term Loans If we decide not to lend then the status is changed to denied. The exhibition record status is updated to denied and we exclude all the objects from the venue. Finally, we record the Denial Letter date in TMS. If only some objects are going to be lent then the denied objects are excluded from venues and removed from the exhibition altogether. You can do this on the Exhibition Objects Tab and it doesn't effect the Loan Record. We created our Denial Log so it is run from TMS. We also provided Curatorial with a Loan History report that will tell them an object's full loan history including denials. Curatorial also asked to see our lending history with a particular borrower which they can see with another report. Thanks. Carole Carole Campbell Associate Registrar for Collections Management J. Paul Getty Museum 1200 Getty Center Drive, Suite 1000 Los Angeles, CA 90049 [log in to unmask] >>> [log in to unmask] 02/18/05 11:42AM >>> 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/>