We're using the 'Insurance' module for 'policies' and 'licences'. We
create records for licences of different types, with specified
durations, and these can be related to multiple objects in the
Collection, as required. Credit line etc are recorded on the licence -
as are conditions and other licence related information.
We've also created a user defined form for Objects that we're borrowing
short-term, that corresponds to a series of check-boxes on our loan
agreements. When the form is returned, the idea is that it's easy for
the curator to click yes/no on the udf... we're looking at whether this
information should then be re-structured by a copyright manager, as
above, as then we'd have a single integration path for controlling the
publication of images to Tate's website.
Jon
Tate
-----Original Message-----
From: The Museum System (TMS) Users [mailto:[log in to unmask]]
On Behalf Of Carole Campbell
Sent: 24 October 2006 18:22
To: [log in to unmask]
Subject: Re: TMS Rights & Repro
Hi Chrisy,
We track Rights & Reproductions for loans and exhibitions
slightly different. Loan Agreements are passed to our Rights &
Reproductions registrar, if the conditions are the general and apply
every time we borrow from that lender, the data is placed in
Constituents under a Text Entry. If the rights are specific to a loan
or exhibition, it is placed in Loans under a Text Entry. If we gets
rights for a specific object, we will enter that data under the Rights &
Reproductions screen using the term Reproduction rather than Copyright.
We only have the two terms: Copyright and Reproduction.
All request for reproduction of loans go through our office so
we don't need to mark the Object records.
Thanks.
Carole.
>>> On Tuesday, October 24, 2006 at 10:02 AM, Chrisy Ledakis
<[log in to unmask]> wrote:
Thanks for this information Carol. I'd also like to know how you
track permissions received for specific projects, as this will end up
being a running list. Also, how do you use the Object Rights Type
drop-down field?
Thank you.
Chrisy Ledakis
Records Manager and Collections Review Coordinator
Brooklyn Museum
200 Eastern Parkway
Brooklyn, New York 11238
718-501-6483
718-501-6135
________________________________
From: The Museum System (TMS) Users
[mailto:[log in to unmask]] On Behalf Of Carole Campbell
Sent: Tuesday, October 24, 2006 12:54 PM
To: [log in to unmask]
Subject: Re: TMS Rights & Repro
At the Getty we are using TMS to track Rights & Reproductions by
the Registrar's Office in Objects. We use almost all the fields in the
Rights & Reproduction screen. We track Non-exclusive License
information such as when we received the license and when it was signed.
We enter the Non-exclusive License designation in the Contract number
field because it has changed over the years. Under Copyright we enter
the copyright notice using this format: (c) date copyright holder name.
Under Restrictions we detail any comments about the copyright and the
source of the information followed by a date in parenthesis.
After we enter Copyright data under Rights & Reproductions, we
turn on a Status flag called "Check Copyright Restrictions" which
notifies users that there are copyright restrictions in place and the
Registrar's office needs to be consulted. This flag is also being used
to mark objects on export (to our digital asset management system and
eMuseum) as having Copyright Right Restrictions.
We have recently starting saving old copyright comments under
Text Entries. We had previously just kept a running text under
Restrictions, but since our data is now being exported we decided to
move that data.
There are two reports that we designed for Rights & Reproduction
registrars to manage rights called Copyright Information and Copyright
Notice and Comment. Many of our other reports also print the Copyright
notice, if it exists.
We did not rename any of the fields under Rights &
Reproductions, but did rename the Description field in Objects to be
Description (Objects) and the Description field in Alternate Numbers to
be Description (AltNum) because when they were used in the Query
Assistant field they both appeared as Description. We made the change
under DB Config.
Thanks.
Carole.
Carole Campbell
Registrar for Collections Management
J. Paul Getty Museum
1200 Getty Center Drive, Suite 1000
Los Angeles, CA 90049
[log in to unmask]
>>> On Thursday, October 19, 2006 at 2:56 PM, Denise Mackenzie
<[log in to unmask]> wrote:
By coincidence we had our first meeting yesterday to discuss
capturing and possibly renaming some field to capture the information we
require for Rights and Reproduction. We were also looking at capturing
other information in Media under circulation for reproduction requests
and charges. But we are still to look at what reports will be
generated.
Am also interested in what you are considering.
Regards
Denise
Denise MacKenzie
Managing Registrar, Collection Database
and Documentation
Australian National Maritime Museum
GPO Box 5131
Sydney NSW 2001
Telephone: 61 2 9298 3737
Facsimile: 61 2 9298 3780
Email: [log in to unmask]
www.anmm.gov.au <http://www.anmm.gov.au/>
>>> [log in to unmask] 10/20/06 6:55 am >>>
We are just now investigating the use of the Rights and
Reproductions fields with TMS but I do know that the Getty has set some
standards in its' use.
If you do encounter others using it, please let me know as we
plan to move ahead with implementation as well.
Thanks,
John ff.
*********************************
John ffrench
Associate Director
Visual Resources Department
Yale University Art Gallery
tel. 203.432.8051
fax. 203.432.9369
[log in to unmask]
http://artgallery.yale.edu <http://artgallery.yale.edu/>
On Oct 19, 2006, at 4:45 PM, Michele Miller wrote:
Does anyone use TMS to track rights and reproductions
for their collections? And if so is anyone willing to share reports
and/or receipts generated from the Media Module?
Thanks in advance,
Michele Miller
Collections Database Coordinator
Seattle Art Museum