Hi,
 
We also had previously entered our Frames into Components, but our now moving them out to be separate Object records.  An object could have many frames (as many as 5) so it was difficult for our users to figure out the right frame to move when scheduling moves, even if the location matched the objects location.  If the frames were switched it was difficult to know that since the Frames Conservator is the person who had this information.  We also need to track values for frames and that is not possible when using components.  Shipping was not very pretty because the objects that have been in the collection were attached to recent incoming shipment for the Frames.  The objects were excluded, but it made shipping reports more difficult because we had to try to pull the individual frame values on to our reports.
Our Frames Conservator is now responsible for the Frame records and since we moved to Objects he is able to record more data on his frames and a value history is now maintained.  He links the frames to the Objects through the Hierarchy and our shipments are clearer.  He will also be responsible for the location of his frames.  His frames are also being scanned so I hope they will be visible shortly to users.
 
I do like the idea of giving the frames that are on the object a location of "frame on work".  We have a similar term that we could use here. 
 
Our reports did need adjustment when we started using Components.  For us the Component Name is always blank for our primary object so it is easy to eliminate components by eliminating components with Component Names.
 
Our crates are entered in Shipping only.

Thanks.
Carole.
 
Carole Campbell
Registrar for Collections Management
J. Paul Getty Museum
1200 Getty Center Drive, Suite 1000
Los Angeles, CA 90049
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>>> On Tuesday, June 26, 2007 at 11:30 AM, Jeri Moxley <[log in to unmask]> wrote:
Hi all,
 
Some strategies from the Guggenheim Universe:
 
Accessories -- frames, travel frames, dedicated electronic equipment, and mounts - are tracked as components with Component Type = Accessory.
 
Queries: users are instructed to use an advanced query to search for the list of all objects in a particular location, combining the location with a search on component type='part of artwork' to avoid results that may include a frame component in frame storage (if it's the artworks they're concerned with, rather than anything/everything in that location).
 
Location Reports: depending on the purpose of the report, different Location reports are designed to pull: all components in order of component number, 'part of artwork'-only components, or to include all components and sort by 'part of artwork' vs. 'accessory' .
 
Frame locations: Frames and travel frames that are on an artwork are assigned location "frame on work" in location & movement. A number of our paintings have multiple frames. Frames in storage are assigned to their specific storage location, while a frame on an artwork is assigned 'frame on work' which makes it clear that it is in the same location as the artwork.
 
Frame dims for exh mgmt: Exhibition reports that need to include frame information (description and dimensions) are designed to pull that information corresponding to any component row with the current location of "frame on work"
 
Locations data entry: We've centralized locations data entry to 3-4 staff members with specific duties and they are working quite well with pinning down which components should be included in each location change. We've actually focused on this a bit recently and the real improvement came from discussions with registrar staff about paying closer attention to this for the sake of helping those entering the location changes.
 
Crates: Previously, crates were entered as components. We are in the process of transferring this information to the crates assistant (getting rid of crate components) and entering new crates in the crates assistant.
 
Jeri

--------------
Jeri Moxley Rojas
Manager of Collection and Exhibition Information
Solomon R. Guggenheim Museum
212-423-3509
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From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Linda Pulliam
Sent: Tuesday, June 26, 2007 1:25 PM
To: [log in to unmask]
Subject: Re: Hardware in TMS

Hi David,

 

The crate records that we make in the Objects Module are independent from the crates in the shipping module.

 

We have not been linking crates, or frames, or accessories to exhibition records.

 

The challenge for all of us using TMS is to remember to move the linked crate, frame, or accessory when we move the object if the accessory moves with it. We want to develop an electronic notification that is sent to a user each time the user moves an object that has a linked frame, crate or accessory, but when we will ever have time for this is a big question.

 

Best wishes, Linda

 

 

-----Original Message-----
From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Aylsworth, David
Sent: Tuesday, June 26, 2007 1:04 PM
To: [log in to unmask]
Subject: Re: Hardware in TMS

 

Linda, I'm SO glad to hear that you have done this successfully! 

 

We just tentatively started doing the same thing for crates, and were going to start doing it for frames as well.  I was feeling a bit guilty as it seemed like a cop out and not using TMS the way that Gallery had designed it.  Previously we had been linking those things as components, but this was screwing up location reports and not being as helpful as possible.

 

When you make a record for a crate, do you only make that record, or do you also make a crate record in the shipping module?  If you have an exhibition record, do you also link your crate records up to the exhibition as well as the objects?

 

Thanks!

 

David

David Aylsworth
Museum of Fine Arts, Houston
Registrar for Collections
telephone:  713-639-7824
fax:  713-639-7780

From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Linda Pulliam
Sent: Tuesday, June 26, 2007 10:59 AM
To: [log in to unmask]
Subject: Re: Hardware in TMS

 

Hi Chad,

 

At the MFA in Boston we make regular object records for frames, shipping crates, and other object accessories such as mounts, mannequins, pedestals, and so on. We assign the object status: "MFA owned" to these non-accessioned objects.

 

We link these records to the objects they are associated with. Some paintings have links to more than one frame (original frame, shipping frame, and so on). Some frames are linked to more than one painting. This system has made life a lot easier for our framer.

 

Object records give us a place to document the conservation of frames, and other accessories, and the many fields are useful for describing the accessories, their makers, dimensions, their age, etc., that would not be possible if we used the component area of TMS.

 

Some details:

 

·         We number our frame records with FR.### (next highest available number); they are assigned to a department called "Accessories." We have about 4,000 frame records.

 

·         The shipping crate project is managed by the Registrar's office together with Collections Management staff. Crates are numbered CR.### (next highest available number); they are assigned to a department called "Registrar." We have about 1,400 shipping crate and container records. This is a new project and we hope it will help us locate and recycle shipping crates more efficiently. Our crates are stored in about six different facilities.

 

·         All other accessories are numbered ANC.###  (next highest available number). These are assigned to either a curatorial department (when the accessory is directly related to an accessioned object such as the box that a piece of jewelry came in), or to the department called "Accessories." We have about 3,050 ANC records.

 

·         We use the components area of TMS for parts of accessioned objects. Often various parts of objects need to be stored under different conditions. We make component records for all the parts and assign specific locations to the different parts.

 

·         For works of art here on loan we only make a separate frame or accessory record if the art will be separated from the frame or accessory. To help us keep track, we use the following status flags: Lender Frame, Lender Accessory, No Lender Accessory (this includes frames).

 

Best wishes,

 

Linda Pulliam

Head of Collections Management

 

 

 

 

-----Original Message-----
From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Chad Petrovay
Sent: Friday, June 22, 2007 4:17 PM
To: [log in to unmask]
Subject: Hardware in TMS

 

Could anyone share how their museum deals with hardware associated with objects?

 

By hardware, I mean: Mounts, frames, book cradles, crates, other storage/display devices.

 

We are looking for a way to track all of these within TMS.

 

Chad M Petrovay

Collections Database Administrator

P: 410.547.9000 x266