Here in Houston, we have legacy data where a constituent record was created for the couple. We've been trying to get away from that, and have been creating individual records for each spouse for every instance. It doesn't happen often, but occasionally the spouses split up. When we need to track objects given by one or the other of them, we want to be able to immediately get a list of things Mrs. So and So gave, regardless of who she is currently married to. Where this does NOT serve us well, is when we have loan records and we can only link one constituent as the lender. We get around that by linking one or the other of them, and then making the display address for that person say "Mr. and Mrs. So and So". This way, we can produce a loan agreement that will have their united name on it. David David Aylsworth Collections Registar Museum of Fine Arts, Houston tel: 713-639-7824 fax: 713-639-7780 -----Original Message----- From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Garton, Susan Sent: Thursday, October 16, 2008 11:02 AM To: [log in to unmask] Subject: Re: Spouse constituents- how are you recording them? Angie, At the National Portrait Gallery, we enter whichever constituent we need first, and then add others and link as needed. If we enter a couple as a donor, we do not enter each spouse individually unless we have need for the individual constituents for other object records. If we enter a husband and wife individually as sitters, artists, owners, donors, etc., of a portrait or portraits, we link the two via Associations and do not enter a record for the couple. In a few cases, we do have each spouse entered plus a third record for the couple, but this is uncommon and only happens when all three are used extensively. If both spouses are the donors of just one portrait, and they are already entered individually on the database, we just enter them as two donors for that portrait. For the associations, we use a "See Also" type of relationship for spouses, calling it Spouse-Spouse. We just changed from a Husband-Wife and Wife-Husband system that had been migrated from our legacy database and became very convoluted. In the few cases where we have two spouses entered plus a third record for the couple, we have not linked the couple to the individuals. However, we have entered records for the artists Samuel Lovett Waldo and William Jewett and a third for their partnership, "Waldo & Jewett" with a parent-child type link called (awkwardly) "Organization-Member" between the partnership and each individual. It is definitely challenging to be consistent in the way you enter constituents, so we handle it on a case-by-case basis. Sue Susan Garton Data Administrator Center for Electronic Research and Outreach Services National Portrait Gallery, Smithsonian Institution Phone: (202) 633-8554 / Fax: (202) 633-8254 E-mail: [log in to unmask] -----Original Message----- From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Angela K Steinmetz Sent: Thursday, October 16, 2008 10:49 AM To: [log in to unmask] Subject: Spouse constituents- how are you recording them? Hi all- The Smart recently converted to TMS from a Filemaker database, and as we are cleaning up constituent records we have many questions on the correct way to enter them. We are looking at our records for spouses currently, and wondering how everyone else is recording this information. Do you just have individual records that are linked as spouses, or do you also have a parent record for both spouses? Thanks in advance, Angie Angela Steinmetz Registrar for Loans and Exhibitions Smart Museum of Art University of Chicago [log in to unmask] -----Original Message----- From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Aylsworth, David Sent: Thursday, October 16, 2008 9:21 AM To: [log in to unmask] Subject: Re: Constituent Type for Artist Collectives Aha! So we can! The things I can learn if I pay enough attention!! Thanks. David -----Original Message----- From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Moxley, Jeri Sent: Sunday, October 12, 2008 4:02 PM To: [log in to unmask] Subject: Re: Constituent Type for Artist Collectives Hi David, Constituent-Constituent relationships can be seen in the Constituents module Hierarchy display - set-up is the same as that for Object-Object relationships. Jeri -----Original Message----- From: The Museum System (TMS) Users [mailto:[log in to unmask]]On Behalf Of Aylsworth, David Sent: Saturday, October 11, 2008 8:58 AM To: [log in to unmask] Subject: Re: Constituent Type for Artist Collectives Hi Noel, Normally we do have separate constituent records for each of the people in a collective, as well as a record for the collective. We can play around with which are displayed or not, but having all of them linked allows for greatest searchability, we think. For instance, we have records for Gilbert Proesch, and George Passmore, as well as for Gilbert & George. On each of their constituent records, we have the appropriate other name as an alternate name which seems to work up to a point when using the FIND CONSTITUENT search, since that searches alternate names as well. Can we add constituents as a "related" constituent on another constituent record? I didn't think that you could with 9.35. We'd like to be able to do this, though. Is it something you can do? David Aylsworth Museum of Fine Arts, Houston ________________________________ From: The Museum System (TMS) Users on behalf of Noel Valentin Sent: Fri 10/10/2008 2:45 PM To: [log in to unmask] Subject: Constituent Type for Artist Collectives Dear TMS users, I am curious to know what Constituent Type you assign for artist collectives (e.g. Guerilla Girls, Los Carpinteros [from Cuba], etc.). If you also create separate Individual constituent entries for the members of the artist collective, what type of Relationship (using TMS' Relationship feature) do you use between the individual constituent and the artist collective constituent entry. Parent-child relationship? Your feedback is greatly appreciated. Noel Valentin Registrar EL MUSEO DEL BARRIO 1230 Fifth Avenue New York, NY 10029 Tel: (212) 660 - 7120 Fax: (212) 831 7927 Email: [log in to unmask]