The National Portrait Gallery hasn’t standardized the Bibliography reference number field, since 1,063 of our 1,073 bibliographic records came from legacy data and are still skeletal. Very few of our records even have reference numbers entered. Since the Bibliography reference number field is called “CallNumber” in the SQL table, we add our library call number (based on the LOC number) whenever possible. We will probably go with the LOC number if we ever start using the Bibiography module seriously. (We will do this sooner if the module becomes truly relational, i.e. if we can access it from within the Objects or Constituents Module even when no prior links exist.)
Object Level is blank (or “not defined”) for most of our objects. We use the field only to single out objects that are part of a group or that are groups themselves. Only two choices are available in our dropdown: “Part of group” and “Group of objects”. If “Group of Objects” is entered, then the Object Count is something greater than 1.
As for Object Type, we have made the field disappear via securities but might consider using it in the future for distinguishing between portraits and non-portraits in our collection or something like that.
From: The Museum
System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Jeri Moxley
Sent: Friday, November 30, 2007
8:18 PM
To: [log in to unmask]
Subject: Re: Bibliography module
and object type/level
Hi Kelly,
I don't know why, really, but we enter the ISBN as the Bibliography reference number. It's just always been done that way here (since before my Gugg time).
We use Object Type in concert with Classification - our usage actually being somewhat the opposite of CDWA in that for us Object Type is slightly more generic than Classification (this also has been this way since my Gugg time). An example would be: object type 'work on paper' = classification 'print'. That said, however, we have been discussing these fields off and on in Curatorial, Registrar, and Conservation meetings for the past couple of years and hope to eventually revise both object type and classification lists to better defined / standardized terms - with my personal dream of throwing thesaurus usage into the mix.
We've renamed Object Level to 'Special Collection' and have populated this drop-down list with major acquisitions (e.g., Founding Collection, Thannhauser Collection). This provides a quick search for these collections which in some cases require additional approvals for loan or exhibition.
Until you decide how they might be useful for your collections, you could close the fields off in security.
Regards,
Jeri
__________
Jeri L. Moxley-Rojas
Manager of Collection and Exhibition
Information
Solomon R. Guggenheim Museum
o: (212) 423-3509
c: (646) 912-3365
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From: The
Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Kelly Rushing
Sent: Friday, November 30, 2007
10:35 AM
To: [log in to unmask]
Subject: Bibliography module and
object type/level
We have just started using the bibliography module in TMS and are wondering what to use as the reference number for each record. Our first instinct was to use the catalog number that our library assigns to the book. However, many times when I enter the record, the book won’t have been catalogued yet, so if we want to use their number, I would have to leave it blank and go back later. The library uses the Dewey Decimal system, so I can’t find the number inside the book, as you often can with the Library of Congress number. I’m wondering what other museums are using for this field: the library’s number, a sequential numbering system, or something else entirely?
I would also like to know how others are handling the object type and object level fields. We aren’t currently using them, but it bugs me that I have to choose “not defined” if I click on those fields when I’m entering a new object. Has anyone else found them to be useful, and if so, what options have you entered? It is possible to rename them and use them for something else?
Thanks for your help!
Kelly Rushing
Registrar
Eiteljorg Museum of American Indians and Western Art
500 W. Washington St.
Indianapolis, IN 46204
Phone: 317-275-1359
Fax: 317-275-1459