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
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