I am very interested in seeing policy and procedures documents as well. Thank you! Courtney -- Courtney Brebbia Collections Manager Department of European and American Art Honolulu Academy of Arts 900 S. Beretania St. Honolulu, HI 96814 808-532-8771 www.honoluluacademy.org On Tue, Oct 20, 2009 at 12:13 PM, Chad Petrovay <[log in to unmask]>wrote: > Thanks Jeanne, Carole, Natalie, Susan and Eunice! This has been very > informative. Can anyone forward their policy and procedures document to me? > > > > ~Chad > > > > Chad Petrovay | Collections Database Administrator > *MIM*—Musical Instrument Museum | 8550 S. Priest Drive | Tempe, AZ 85284 > > 480.481.2460 main | 480.353.2746 direct | 480.481.2459 fax | > www.themim.org > > > > > > *From:* The Museum System (TMS) Users [mailto:[log in to unmask]] > *On Behalf Of *Jeanne Noonan > *Sent:* Tuesday, October 20, 2009 12:55 PM > *To:* [log in to unmask] > *Subject:* Re: Deleting Objects > > > > Hello all, > > > > Here at the Chrysler, only one person is allowed to delete in TMS (me!) > since I am not allowed access to any of our storage locations. Our Registrar > is not allowed to delete, nor is she allowed to make any database changes. > When we delete object duplicates or mistakes those deletions must be > authorized through use of a form, and approved by either the Deputy Director > or the Director. We also print a full object report of the deleted record > and I keep that in a binder. Luckily I don’t have to obtain authorization to > delete constituents, media, etc. but they would like us to have an audit > report that would track that information. > > After our inventory project, we deleted quite a few duplicate records; but > these days object record deletions are pretty rare. > > > > I’d be interested to see what other institutions have stringent deletion > policies since this is a matter that is discussed fairly often! > > Thanks for bringing it up Chad! > > > > -Jeanne > > > > ************************* > > Jeanne Noonan > > Associate Registrar > > Chrysler Museum of Art > > 245 West Olney Road > > Norfolk, VA 23510-1509 > > Phone 757-333-6275 > > Fax 757-664-6201 > > http://www.chrysler.org/ > > *FREE ADMISSION to our permanent galleries!* > > > > > > > > > > > > > > *From:* The Museum System (TMS) Users [mailto:[log in to unmask]] > *On Behalf Of *Carole Campbell > *Sent:* Tuesday, October 20, 2009 2:19 PM > *To:* [log in to unmask] > *Subject:* Re: Deleting Objects > > > > Hi, > > > > At the Getty only the two Collections Management Registrars (with System > Administrator rights) create and delete records for Objects, Exhibitions, > Loans and Shipping. We don't delete object records unless they are > duplicates and only after all the data has been merged into the primary > record. All old loan, temporary deposit and non-collection records are > retained. It isn't unusual for an object to return to us at a later date. > When it does we use the existing record updating the number. Records listed > as "mistakes" are voided rather than deleted. > > > > Thanks. > > Carole. > > > > > > Carole Campbell > Registrar for Collections Management > J. Paul Getty Museum > 1200 Getty Center Drive, Suite 1000 > Los Angeles, CA 90049 > [log in to unmask] > > >>> On Tuesday, October 20, 2009 at 10:10 AM, "Rjedkin Lee, Natalie" < > [log in to unmask]> wrote: > > Good Afternoon. > > Here at the NASM we delete several different type of records from TMS. > They are: mistakes, inactive loans and duplicate constituents. The > registrar and the database administrator have the authority to delete > records. All deletion requests and deletion confirmations must be made in > writing, email's the normal form. Deletion requests and confirmations are > archived by year. > > > > Natalie > > > > Natalie Rjedkin Lee > > Registrar > > National Air and Space Museum > > Smithsonian Institution > > Independence Avenue at Sixth Street, S.W. > > MRC 310 PO Box 37012 > > Washington, DC 20013-7012 > > > > Tel: 202.633.2384 > > Fax: 202.786.2113 > > > > > > *From:* The Museum System (TMS) Users [mailto:[log in to unmask]] > *On Behalf Of *Chad Petrovay > *Sent:* Tuesday, October 20, 2009 12:26 PM > *To:* [log in to unmask] > *Subject:* Deleting Objects > > > > I think this has hit the list-serv before, but I was wondering who within > your organization has permission to delete object records from TMS? > > > > How is this tracked, and what are your policies for deleting records? > > > > Chad Petrovay | Collections Database Administrator > *MIM*-Musical Instrument Museum | 8550 S. Priest Drive | Tempe, AZ 85284 > > 480.481.2460 main | 480.353.2746 direct | 480.481.2459 fax | > www.themim.org > > >