Hi Rob,
Here at the National Gallery,
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
WC2N 5DN
Tel: 020 7747 2543
Fax: 0207747 2472
email: [log in to unmask]
From:
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
From:
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
443.573.1735
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