Hi Rob, Here at the National Gallery, London, users who access TMS directly can view the internal location name for current location and location history of all objects. These are Registrars, Exhibitions, Art Handling, Curatorial, Conservation, Framing, Photographic, plus selected staff in New Media, Education, Library and Archive and Development. Of these only selected Art Handling, Registrars and Exhibitions staff can enter moves according to a rigorous procedure combined with daily inventory checks. Only myself and one other TMS administrator can edit the location authority itself, again according to procedure. All other staff can only view the public description of the current location of an object via eMuseum on our intranet, e.g. 'In Store'. When the current location of an object is exported to public systems such as our interactive kiosk system ArtStart, the public description is further translated e.g. all non-display locations become 'Not on Display'. However Communications and Information staff pass queries about current and historic picture locations to myself or Registrars, as it is usually necessary to combine criteria knowledgably in several fields (Object Status, Current Location and Public Access) in order to answer them accurately. Hope this is useful!, Gillian Gillian Essam Collection Information Manager The National Gallery Trafalgar Square London WC2N 5DN Tel: 020 7747 2543 Fax: 0207747 2472 email: [log in to unmask] ________________________________ From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Ella Rothgangel Sent: 02 June 2008 21:26 To: [log in to unmask] Subject: Re: Access to Locations Hello Rob - We use a combination of the location description field and the location public access checkbox to give everyone access to on-view locations. Basically, if the public access checkbox is filled in, then the location description will display in both label copy view and in emuseum. The description of the on view location may be abbreviated, in other words our location might be On View, Period Rooms, Alexandria Room, but our description might only say Alexandria Room. The only groups that have access to storage locations are registrar, curatorial, and conservation. Hope this helps - Ella Ella Rothgangel Saint Louis Art Museum [log in to unmask] ________________________________ From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Rob Morgan Sent: Monday, June 02, 2008 3:06 PM To: [log in to unmask] Subject: Access to Locations Hello TMS Administrators and Users, How does your institution handle internal access to object locations? For example, if your PR department gets a call from the press (i.e., a reporter calling after hours wanting to know how many works by Robert Rauschenberg are on view), can your visitor services or PR staff get that information directly from TMS, or do they have to go through the Registrar's Office, a curator, etc., etc.? Here at the BMA, we block PR and visitor services from seeing locations. We came to this decision b/c we don't want PR and visitor services seeing locations for objects in storage aka off view locations. Unfortunately, in TMS, we can't give PR and visitor services read access to on view locations, and no access to off view locations. The current configuration of TMS allows read, write, or no access to all locations. Maybe Gallery Systems can change locations security, allowing us to differentiate between locations on view and locations in storage/off view. Finally, my last two questions, what departments at your museum have read only access to locations? What departments have write access? Thanks everyone, Rob Morgan TMS Database Administrator Baltimore Museum of Art (BMA) [log in to unmask] 443.573.1735 ---------------------------------------------------------------- Radical Light: Italy's Divisionist Painters 1891-1910 18 June - 7 September 2008 - book now http://www.nationalgallery.org.uk/exhibitions/radicallight/ticke ts.htm Open daily 10am to 6pm, Wednesdays until 9pm Sign up for the latest news, offers and exclusive competitions from the National Gallery by clicking on this link http://www.nationalgallery.org.uk/what/news/subscribe.htm