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: © 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

>>> [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




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