Linda,

I've used the Public Access checkbox in the Locations Authority to manage how locations are viewed on the website. This is pulled off of a SQL View, which uses a CASE statement: when PublicAccess = 0, then the location is "Not on View", otherwise the location is the Location String.


Chad Petrovay  |  Collections Database Administrator
MIM-Musical Instrument Museum | 4725 E. Mayo Boulevard  | Phoenix, AZ 85050
480.478.6000 main  |  480.478.6058 direct | 480.471.8690 fax  | www.themim.org

Blog: www.petrovay.com/tmsblog



From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Linda Pulliam
Sent: Wednesday, July 07, 2010 11:30 AM
To: [log in to unmask]
Subject: Re: "Site" naming conventions

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
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