Hi David,
In 2011 we created object records for frames owned by the Gallery and linked them to object records for paintings via association records of the type ‘current framing’ (and ‘former framing’ as paintings were re-framed from 2011). The majority of our frames are in use on paintings.
We record minimum data for identification in the frame object - unique number, object status (NG or non-NG frame), classification (part integral, etc), glazing material, overall dimensions, and in the association record, the date of framing. If the empty frame is new and awaiting use on a painting, we record this in a ‘frame allocation note’. From 2011 Framing and Photographic staff have maintained updates to framing data, supported by a written procedure and data entry rules.
We record a generic current location = ‘Frame - Consult Framing Dept’ with location description = ‘Frame is either attached to a painting or, if empty, in a store location recorded outside TMS by Framing Dept’. Actual current locations are recorded on TMS only for empty frames sent out of the Gallery, a fairly rare occurrence.
We already had high-res unframed images of all our paintings, but very few framed. What made the creation of frame objects possible was an independent initiative by Framing staff to create low-res framed images all currently framed paintings. These are low quality images often at odd angles and in poor light so they are not suitable for public information, but they are extremely valuable for identification internally. We linked them to the frame and the painting objects. From 2011 whenever pictures are unframed or reframed, Photographic take the opportunity to create high-res images of the empty frame and painting in its current frame.
If we borrow an empty frame we create a frame object record, as for our own frames
If we borrow a framed painting, we do not create a frame object record. Frame dimensions and glazing information are recorded in the object record for the painting. If we remove the frame and store it separately for the duration of the loan we record this in a note, but this is rare.
For the future:
· Creating TMS object records for the relatively small number of frames in store
· Recording pieces of material or components removed from a frame when it is re-sized etc.
I hope this is useful
Gillian
Gillian Essam
Collection Information Manager
The National Gallery
Trafalgar Square
London WC2N 5DN
T +44 (0)20 7747 2543
F +44 (0)20 7747 2472
From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Aylsworth, David
Sent: 03 April 2013 23:15
To: [log in to unmask]
Subject: Crates and Frames as objects in TMS
For a variety of reasons, we’ve started moving towards creating object records for crates and frames that can be separately linked to the artwork that was either packed or framed inside. This lets us capture a whole lot more information about the frame (or crate) than we can by using the component (for frames) or shipping module (for crates).
We’re really now wanting to ramp up our use of this, and want to use TMS to track a lot more detailed information about each frame, including the finish or painted color, whether there is glazing that we are keeping with an empty frame, what the depth of the rebed is, etc. We also want to let our framers have a way to virtually shop through the inventory of empty frames, reserve them for an upcoming exhibition, and know how many more to have made.
And then, of course, we want to track things with RFID which, although a new and foreign thing for us, is not at all new technology anymore.
I would love to hear from any of you who might have already gone down this path. Are there tips we should be thinking about? Shortfalls that we’ll be sorry we’re doing this?
Thanks,
David
David Aylsworth
Collections Registrar
Museum of Fine Arts, Houston
P.O. Box 6826
Houston, TX 77265-6826
telephone: 713-639-7824
fax: 713-639-7780
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