Hi Rob --
I haven't tried this - so I don't know if this would work
or not. But, what about creating a report that they can use, that only prints
out locations for objects "On View" or based on some data field in the
locations table that indicates a gallery location? You could perhaps do a
select on the appropriate term in the Crystal report, which in theory,
would only print locations for object on display on in the galleries, and block
printing locations for all other objects.
Or,
you could run a locations report yourself of everything on view, and depending
on how you format the report (if you structure the fields in
columns similar to a table), I've had success saving these
reports as excel spreadsheets and access files. You could periodically send them
for their reference an excel spreadsheet each time artwork in the galleries
changes.
Good
luck!
In
regards to your other questions - only the Registrar, Assistant Registrar and
myself have access to changing locations. The exhibitions, art handling,
curatorial, and rights and repro staff have access to viewing locations, with
restrictions regarding which collections (departments) of objects they are
allowed to view.
Allison
The Andy Warhol Museum
One of the four Carnegie Museums of
Pittsburgh
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They always say
that time changes things, but you actually have to change them yourself -- Andy
Warhol
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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)
443.573.1735