Hi all,
I'm so glad to see the issue of registering crates as their own object records discussed, as it is something we're debating
right now.
Carole, your comments are super helpful. I'm wondering, when you say you "use the hierarchy to link the frame to
the painting or drawing", do you mean that you create a Parent:Child relationship? If so, which record is the parent and which is the child? Or are you using a
See Also relationship? Do you have a separate Department in TMS for frames?
My main concern about registering crates as their own object records is that updating locations will be a lot of work,
for example, if we send a large group of objects, along with their crates, out on loan. I'm thinking the crate records would have to be added to the selection one by one, unless there is a way to pull up all records related to any record in a given selection.?
Or to add all objects in a selection and their related objects to an object package and then update the location of the whole group that way.
If anyone else is currently doing this, specifically with crates, I would love to hear how it's going!
Skye A. Monson
Registrar
Colección Patricia Phelps de Cisneros
2 East 78th Street
NYC 10075
T 212.717.6080
www.coleccioncisneros.org
http://lainvencionconcreta.org
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At the Getty, we record frames as separate object records in TMS like the National Gallery. In the early 2000's we started entering frames
as components, but quickly realized we were unable to record values and attach images to components. I do a yearly report of the value of antique frames so being able to enter and track values was important to us. We also have the issue that one object can
have multiple frames which made it difficult for our curators, who were scheduling moves, to figure out which frame was moving when the painting moved. Since we record minimal information on the frame, I was able to make a custom data entry screen for our
frames conservator to use to make data updates to frame records. We use the hierarchy to link the frame to the painting or drawing. Type of frame is listed in the dimensions field using the Description field (Display, Storage, Travel, etc...). Location
for the frame is set to "with Object" when the frame is actually on the painting and if not on the painting it is set to its proper storage location. Permanent collection frame records get either a PA (painting) number or a DF (drawing) number
At the same time we started adding frames, we started adding climate boxes as object records. Since we have only one climate box per
painting, we number them with the accession number preceded with a prefix of "CB." so it would be CB.2013.1.
We do get loans where the frames are removed and we do make object records for those frames again since they might have individual values
and possibly be photographed. We tried making notes about these detached frames rather than records, but felt there was too much room for error especially when it came to tracking the frames location. With the object record, the frame will get its own location
when it is removed from the object. We have also purchased frames and put them on loan objects for the lenders.
Only recently have we started looking at crates, in particular related to the permanent collection. We are still using the Crate screen
to track this information, but only time will tell if this will work for us.
Finally, we do RFID tag our objects and some loans. The system used to monitor the RFID by security needs data from TMS, so I have set
up a process where we add the RFID to TMS (Accessioning screen, Acquisition number field) and an automated nightly report go out and notifies security when tagged objects are moving or have moved and when tags are added and removed from objects. Setting up
this process was a coordinated effort between security, conservators, preps and the registrar's office.
Carole Campbell
Registrar for Collections Management
J. Paul Getty Museum
1200 Getty Center Drive, Suite 1000
Los Angeles, CA 90049
Tel: (310) 440-7083
>>> On Friday, April 05, 2013 at 5:08 PM, <[log in to unmask]> wrote:
Thank you, Gillian -
This is brilliant. We've also just begun to think about records for our frames as an initiative to begin in the coming year, and this gives us a giant boost in planning!
Jeri Moxley
Manager, Collection and Exhibition Technologies
The Museum of Modern Art
11 West 53 Street, New York, NY 10019-5497
Tel. (212) 708-9599 Fax. (212) 333-1102
On Thu, Apr 4, 2013 at 7:40 AM, Essam, Gillian <[log in to unmask]> wrote:
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
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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