The individual prints are accessioned but we do not have an an accession number or record in TMS for the overall portfolio (all the prints together with any text pages, cover, etc). In some cases when all the prints were accessioned together, we can use a version of the accession number for the portfolio without duplicating numbers (ex: Prints: 2008.6.1a, 2008.6.1b, 2008. 6.1c, etc. OR ex: Prints: 2008.4.1, 2008.4.2, 2008.4.3 -- so in these cases portfolios can be labeled 2008.6.1 and 2008.4). We are having numbering problems when we have prints that were accessioned at different times by different donors and are sometimes different editions of the same portfolio (ex: Prints: 92.348, 91.4.3, 2001.6.2 -- unsure how to number portfolio for these works with different accession numbers). Is that more clear? I am intrigued with your VO.x scheme. That may be a possible solution for numbering portfolios and all virtual objects no matter what the accession number of the works associated with the virtual object are. Melisa Lujan Assistant Registrar El Museo del Barrio 1230 Fifth Avenue New York, NY 10029 212-660-7131 [log in to unmask] <mailto:[log in to unmask]> -----Original Message----- From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Chad Petrovay Sent: Friday, October 31, 2008 1:11 PM To: [log in to unmask] Subject: Re: numbering virtual objects - portfolios Are any of the Portfolios accessioned? If not I would create a new numbering system just for the virtual objects/portfolios. We had the same problem: sometimes a pair of earrings were given separate (unrelated) acc numbers. When we put them on the website, it seems ridiculous to have 2 records, so we created virtual object records to manage them. The worst was a string of 16 amulets, each with a different acc number. We tried different methods until I finally settled on the VO.x scheme. This means that we have to enter a string of applicable acc numbers and a sort number to the user defined fields, but it's made them much easier to handle (and abated my headache!). Chad M Petrovay Collections Database Administrator The Walters Art Museum 600 North Charles Street Baltimore, MD 21210 P: 410.547.9000 x266 F: 410.837.4846 [log in to unmask] www.thewalters.org <http://www.thewalters.org/> Exhibitions: Bedazzled: 5,000 Years of Jewelry on view October 19, 2008 through January 4, 2009 Sonya Clark: Loose Strands, Tight Knots through September 21, 2008 The Special Dead: A Medieval Reliquary Revealed through January 18, 2009 -----Original Message----- From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Melisa Lujan Sent: Friday, October 31, 2008 12:53 PM To: [log in to unmask] Subject: numbering virtual objects - portfolios We are in the process of creating virtual objects for portfolios of prints in our collection and linking those virtual objects to the individual prints, which are already catalogued. My question is regarding the numbering of the portfolio/virtual object. In some cases, we received prints from a portfolio at different times and through different donors/donations. Therefore, the prints have different accession numbers. If I want to create a virtual object for a portfolio that is linked to prints that have different accession numbers, how do I number the portfolio/virtual object? Has anyone dealt with this dilemma before and have any suggestions? Melisa :O) Melisa Lujan Assistant Registrar El Museo del Barrio 1230 Fifth Avenue New York, NY 10029 212-660-7131 [log in to unmask] <mailto:[log in to unmask]> Visit El Museo online at www.elmuseo.org <http://www.elmuseo.org/> and find out about our exciting programs. Become a Member or Upgrade Today <https://www.groundspring.org/donate/index.cfm?ID=2868-0|1990-0>