Karen,

Might I suggest that instead of using Attribute for the demonination, you consider using the Object Name field. Both can be tied to the Thesaurus to provide a controlled vocabulary.

In addition, if your coins are all part of the same department, you can create a User Designed Form (UDF) that contains just the fields that you are using. This can be set as the default for the Coin Department - which will make viewing and data entry much easier for you.

As you finalize your plans for your Data Standards for coins in TMS - might I also suggest that you look at how the fields you are planning to use are displayed in the canned reports, the data views, list views, and the fact sheet. While all (but the fact sheet) can be customized, using fields such as Object Name or Medium for the metal, or the Constituent for the Mint are pretty standard data to be displayed on these. My mantra for data entry has less to do with where to enter the data going in, as how you want to query and output the data in the future.

My 2 cents, and hopefully you find something of value in it.

~Chad

On Tue, Jun 28, 2011 at 9:49 PM, Terry Segal <[log in to unmask]> wrote:

Hi Karen, Your plan to use the attributes and text entries fields sounds good. We just upgraded to TMS 9.35 a couple of years ago and have not really started using those fields yet, although we have been talking about ways to use them more in the near future. Our cataloguing system for numismatics predates our TMS use. We have always catalogued coins in the same format as other art objects in our collection. The denomination is part of the title, for example: “Denarius of Moneyer Lucius Titurius Lucii Filius Sabinus.” We use the description field to describe the obverse and reverse, legend, etc.  The mint is created as an Acquisition Constituent. The metal is listed in medium. Region and other geographical info would go in the Geography field on the Context tab. Scholarly references would either be in Curatorial Remarks on the Notes tab, or in Published References on the Documentation tab, depending on the nature of the reference. I don’t have TMS 2010, so if that is the version you are converting to, I’m not sure if our screen shots would be useful to you. But if you want a couple of examples let me know. You can call or email me directly.

Terry

 

 

Terry L. Segal

Associate Registrar

Detroit Institute of Arts

Phone: (313) 833-7907

Fax: 313-833-2357

 

From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Karen Casey Hines
Sent: Tuesday, June 28, 2011 12:12 PM
To: [log in to unmask]
Subject: Ancient Coins

 

We are in the process of converting over to TMS and I am wondering if anyone would be willing to share any screen shots of a object records for coins in their database. We have just completed our second iteration and are trying to figure if there is a better way to convert/display coin cataloguing data in TMS, given that the data is quite different than the remaining works in our predominantly fine art collection

 

Currently our Front Card tab displays only Classification, Date, Dimensions and Current Location. We then set most of the descriptive information such as Obverse/Reverse Description, Expanded, Legend, Translated, Scholarly Reference as Text Entries in the Notes tab; Minting Location and Region in Geography Xrefs field in the Context tab and any remaining information like Denomination, Historical Period, Language, Metal, Language and Minting Official in the Attributes field under the Other tab.

 

Any thoughts would be greatly appreciated!

 

Karen

 

Karen Casey Hines Assistant Registrar Frances Lehman Loeb Art Center

Vassar College Box 703, 124 Raymond Avenue, Poughkeepsie, NY  12604 | T845.437.5249 F845.437.5955 

On exhibit June 24-September 4 A Taste for the Modern http://fllac/vassar.edu/

 

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