Susan, California State Parks is still at the exploring stage of using Exhibition and Loan modules. I would like more information from you on how you use these two modules. Thanks for your offer. Winnie Yeung Museum Curator I Cultural Resources Division California Department of Parks and Recreation 916.654.4728 (phone) 916.653.3398 (fax) >>> [log in to unmask] 5/18/2005 8:23:58 AM >>> Hi Jenny, The National Portrait Gallery uses the Exhibitons and Loans modules extensively for past, current and upcoming exhibitions and loans. I am right now in the middle of trying to write a report on all loans to exhibitions for the reopening of the NPG next year, with object information included. It gets unbelievably complicated when using selects on certain statuses for both ExhObjXref and LoanObjXref and trying to incorporate so many fields from the Objects Module, including artists, which necessitate a like to the Constituents Module as well! At least this report didn't require images! Whenever our collections management staff requests a new one like this, we go through a period of thinking we are using TMS too extensively and that we are not able to do what we need to with it. I am the only one writing reports here, and while I've gotten fairly clever, I sometimes feel overwhelmed. There is so much margin for human error when the reports get this complex. However, we have almost always found a solution for our needs via TMS, often using fields in creative ways...and me tearing my hair out. Our collections management staff is also willing to do fairly extensive data entry and to be very careful to track changes in loan statuses, etc. The bottom line is you get out of TMS what you put into it. If you or anyone out there would like any information on how we use the Exh. and Loans Modules, don't hesitate to contact me. I'm interested to hear what others are doing as well. Sincerely, Susan Garton Data Administrator Center for Electronic Research and Outreach Services National Portrait Gallery Tel: (202) 275-1842 Fax: (202) 275-1907 [log in to unmask] >>> [log in to unmask] 05/18/05 11:06AM >>> Hello TMSers- Thanks for the excellent deaccessioning discussion. Very helpful and indeed inspiring. Now for the Exhibitions module. So far we have been using Exhibitions (and Loans) to: 1. manage and track outgoing loans to other institutions' exhibitions 2. archive our own current and past exhibitions, with links to objects in exhibition, label copy (also used to update object information as appropriate), gallery views, website. We have not been using the module to: 1. plan and manage upcoming exhibitions (and incoming loans for exhibitions), because Access is the preference of our registrars and curators for that purpose (flexibility, ad-hoc reporting). It's a bit problematic, because we eventually have to re-enter the objects into TMS after the show has opened. (Note to GS: nice if one could import!) New project: In order for the entire staff to learn about upcoming exhibitions, however, we have just launched a new project. We are creating records for future exhibitions to which we link prototype records for objects with images that have been cleared for publicity, as well as several forms of text files (press releases, website, draft Word or PDF files from upcoming catalogues). Each exhibition record serves as a place for staff members to go to find publicity and rights information, and to read about the show while preparing educational materials. We hope that this project will represent a breakthrough of sorts in sharing! And in establishing one place with up-to-date and accurate information. Ultimately the complete exhibition will be archived on the same record. Is anybody else doing this? Are there any pitfalls we are not noticing? (primarily about making all this material available to staff) Looking forward to your responses, Jenny Wilker ________________________ Jenny Wilker, Ph.D. Manager, Collection Information Information Services Philadelphia Museum of Art 215-684-7746