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At the National Gallery, London we run the following procedures at present. Art Handling Dept manages all movement of objects on-site and co-ordinate information from Registrars Dept. about moves off-site. At close of day AH sends a list of completed moves made to Security Dept who enter them on TMS and clarify with Art Handling any queries arising from the following morning’s inventory check. This allows us to print daily manifests of all works in our care and use them for daily inventory checks and disaster recovery. Only three people in security have rights to enter moves. We do intend to review these procedures in the near future however, as there is some concern here that the procedure is over complicated, involves too many people and the duplication of tasks by requiring Art Handling to create a list of moves to be updated and then Security to actually enter the moves in TMS.

If a new location is required in the Location Authority or an existing one is no longer available (e.g. due to building works) staff notify me in my role as data manager for TMS. I will consult with Security, Art Handling and Front of House and check the impact on integrated systems such as our public facing kiosk system before entering it on TMS. Only I have rights to enter new locations in the authority.

Gillian Essam,

Collection Information Manager,

The National Gallery, London,

Tel: 020 7747 2543

Email: [log in to unmask]

From: Carole Campbell [mailto:[log in to unmask]]
Sent: 03 November 2005 17:13
To: [log in to unmask]
Subject: Re: Updating Locations

Dear Allison,

Two Registrars at the Getty are responsible for moving objects in TMS. We have one at each site. Curatorial and Conservation staff schedule the moves and then print the movement slips from TMS. The movement slips are sent to the Registrar who signs off on the move. After the move, the slips are returned to the Registrar's office and the Registrar goes into TMS and completes the scheduled move. The last step is to print out our daily relocation report which details what objects moved as well as what moves were scheduled that day.

Thanks.

Carole.

>>> [log in to unmask] 11/02/05 1:01 PM >>>
Dear Allison,
At the Brooklyn Museum we have one Collections Management department that works closely with the Registrars. They are responsible for most object movement and either enter the locations themselves, but mostly submit them to me for our data entry staff to enter. Conservators and curatorial staff also submit location movements to me. Only our Collections staff and registrars can enter changes. This works very well for us because aside from needing to be familiar with location coding, data entry staff can easily identify transcription errors, which often occur.
--
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

Smith, Allison wrote:

Dear TMS users -

I have a question about locations security in TMS.
We are trying to determine who should have access to updating object locations in the database. We've already determined who should be able to view locations, but not who should enter them.

What is the general consensus about who should have rights to do this, and why?
I am trying to get some idea about how other institutions, large and small, deal with this issue. Any and all responses are very much appreciated.

Thanks