Hi Allison,
We use TMS to
conduct our monthly internal audits of our collection. I was so excited when we
converted to TMS because of the random list and inventory features that were
non-existent in our last database.
Here at the
Chrysler, I believe we have some strict policies when it comes to auditing the
collection (which I’ll avoid going into in great detail).
Each month, I
pull up all of our object records, minus those that are no longer with us (we
use prefixes before object numbers to determine if an object is deaccessioned,
returned to owner, etc.).
From that, I
create a random list of 25, and print off a report that allows us to go into a gallery
or storage space, find the object, and check it off the list.
In each space,
the registrar or myself (and the occasional intern) will select an equal number
of objects from the floor, and we’ll spot check their location in TMS.
All in all, we
randomly select 50 objects a month (25 from the database to the location, and
25 from the location to the database) and sign off that they are in the correct
location, or note any changes. Our external auditors then review our monthly
reports at the end of the fiscal year.
It is a
relatively new system of auditing for us (because we are relatively new to TMS)
but it is far simpler than the old way!
We’ve
also managed to track down quite a few errors and allows us to keep a better
track of our collection.
Feel free to
contact me off list if you’d like any more information.
Thanks,
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 Allison
Evans
Sent: Thursday, November 19, 2009 12:45 PM
To: [log in to unmask]
Subject: Inventory
Hi all,
I am new to the
list so I apologize if this has been asked before.
Do any of you
use TMS to create your random inventory spot check? If not I am curious to know
what other methods are used to generate a spot check. Does anyone do a
spot check that is a percentage of the total collection?
Also do any of
you use the inventory feature for when you are conducting an inventory?
Any other
information you are willing to share on how you use TMS for inventory would be
appreciated.
Thank you.
Best,
Allison
Allison
Evans
Registrar
Stark
Museum of Art
712
Green Avenue
Orange,
TX 77630
409-886-ARTS
or 409-886-2787