At MFA, Boston we make a site
record for each room where works of art are exhibited or stored.
All of our sites have numbers
assigned by an architectural firm, so that information goes in the Site Number
field.
The Site Name field has the full
name of the space followed by an:
S: if it is a storage space
(this location does not go to the web) instead, the “S” is
incorporated into a web script that lets web visitors know that it is “Not
on view”
E: if it is an exhibition space
(this location goes to the web). The “E” is used in a web script to
let web visitors know that the object is “On view” and where it is
on view. In the future it will link to a map that shows visitors where in the
museum the room is located. We use the Sites Module’s Site Name field for
named spaces because the room field in the location hierarchy in the Objects
Module is not long enough to accommodate our full (official) names. Here is an
example: Gardiner Martin Lane Gallery (Egyptian Old Kingdom Gallery) E.
The first part of the name makes the donor and our development department happy,
the part in parenthesis let the public know what they can expect to find there.
We change the “E” to an “S” when an exhibition closes,
and back again when it reopens.
O: if it is an office space or
other space that may have works of art on display but not accessible to the
public (this location does not go to the web). The “O” makes it
easy for curatorial departments to find objects that are in the building but
not in public galleries.
L: if it is on loan. A script
for the web is written to let web visitors know that the object is not on view
at the MFA but it is on view somewhere (not in storage).
If a space changes purpose, as
many of ours have done over time, we do not make a new site record. We change
the site number (if needed) and keep the old number in the Alternate Number
field with an explanation of the change. We use the description field to keep track
of all former names. This way, all images of that space, regardless of its use
or name, are linked to the same site record.
We have also begun to use the
Sites Module for archeological sites so that scans of glass plate negatives of
excavation photos can be linked to them.
Hope this is of some use.
Linda Pulliam
Head of Collections Management
From: The Museum System
(TMS) Users [mailto:[log in to unmask]] On Behalf Of Alexis
Lenk
Sent: Wednesday, July 07, 2010 1:18 PM
To: [log in to unmask]
Subject: "Site" naming conventions
Hello,
I have a question about the “Site” naming
conventions people are using in TMS in their Locations. Are your museums
indexing the actually room number (“7752”) or do you use more
familiar names such as “Vault A”? We are in the process of
standardizing and I am weighing the pros and cons of our historical use of Site
names, any security issues associated with having the room number present in
the name, and the need for ease in quickly finding the right location in the
building.
Thanks for any answers.
Alexis Lenk
Coordinator, Collection Documentation
Canadian Centre for Architecture