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Definitely option 1 for us. We found that option 2 was used historically
and now try to reconcile those records into one wherever possible but it is
an arduous task to find them (due to potential differences in titles given,
cataloguing rules throughout the years, changes in ownership, etc, etc...).
Mostly we just have to rely fixing records when we stumble upon them. But
unifying an object's entire relationship with the Museum under one record
tells a more complete story of its history.



Robyn Sanford

Head of Collection Information
Los Angeles County Museum of Art
5905 Wilshire Blvd.
Los Angeles, CA 90036

p: 323.857.4769
f:  323.847.6213
e: [log in to unmask]


On Wed, Aug 14, 2013 at 3:28 AM, Essam, Gillian <
[log in to unmask]> wrote:

>  At the National Gallery, London, we change the object number from an L
> prefixed number to an NG prefixed number when a loan in is acquired and
> accessioned, regardless of whether the loan is has been returned or not.**
> **
>
> ** **
>
> Gillian Essam****
>
> ** **
>
> *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****
>
> E [log in to unmask]****
>
> www.nationalgallery.org.uk****
>
> ** **
>
> *From:* The Museum System (TMS) Users [mailto:[log in to unmask]]
> *On Behalf Of *Auxier, Ronald
> *Sent:* 13 August 2013 19:18
>
> *To:* [log in to unmask]
> *Subject:* Re: When a Loaned Object becomes an Accessioned Object****
>
>  ** **
>
> Sir,****
>
> ** **
>
> Option one in both cases. As Lynne stated this maintains all the
> information with the object. That is how it is handled here, there may be a
> reason for option two but, to my knowledge, not one we have run into here.
> ****
>
> ** **
>
> regards,****
>
> ** **
>
> Ron Auxier****
>
> ** **
>
> THE MUSEUM OF FINE ARTS, HOUSTON****
>
> 5100 Montrose Boulevard ****
>
> Houston, Texas 77006****
>
> Phone: 713-353-1509****
>
> [log in to unmask]****
>
> ** **
>
> *From:* The Museum System (TMS) Users [mailto:[log in to unmask]<[log in to unmask]>]
> *On Behalf Of *Addison, L Lynne
> *Sent:* Tuesday, August 13, 2013 11:51 AM
> *To:* [log in to unmask]
> *Subject:* Re: When a Loaned Object becomes an Accessioned Object****
>
> ** **
>
> *Dear Noel:
>
> Once you’ve entered an object’s information into a record it should remain
> and go through whatever changes that may take place. *
>
> *We enter objects with a “department number” prior to arrival for
> planning purposes, creation of Loan Agreements, etc.*
>
> *When the object arrives it is assigned a “TR” or Temporary Receipt
> number and the receipt is generated and sent to the Lender.  *
>
> *If it is returned it gets a “RR” or Return Receipt number and the
> receipt is generated and sent to the Lender. *
>
> *If it is gifted, it gets an accession number, whether this is while on
> view and on loan, or later. *
>
> *The original records remains in the database regardless, thereby
> maintaining all information. *
>
> *And reducing data entry, loss of information, etc.*
>
> * *
>
> *Helpful? *
>
> * *
>
> * *
>
> *L.Lynne Addison*
>
> *Registrar*
>
> *Yale University Art Gallery*
>
> *Direct Telephone:  203.432.0604*
>
> * *
>
> *From:* The Museum System (TMS) Users [mailto:[log in to unmask]]
> *On Behalf Of *Noel Valentin
> *Sent:* Tuesday, August 13, 2013 12:42 PM
> *To:* [log in to unmask]
> *Subject:* When a Loaned Object becomes an Accessioned Object****
>
> ** **
>
> I’m curious to know how you all handle the following two scenarios in your
> collections database / The Museum System (TMS):****
>
> ** **
>
> **(1)    **An object is on loan to the museum.  The object is assigned a
> loan #.  Info on the object is entered into an Objects module in the
> database (i.e. the Object Record).  The Object Number on the Object Record
> is the Loan# you’ve assigned to the object.  The Object Record is linked to
> a Loans module and an Exhibitions module record in the same database.   THE
> OBJECT IS THEN DONATED TO THE MUSEUM DURING THE PERIOD OF THE LOAN.
> QUESTION: Do you simply change the Object Number on the Object Record from
> loan # to accession # (of course “archiving” the loan # as an Alternative
> Number or Previous Number) or do you create a whole new Object Record with
> the object’s accession number?****
>
> ** **
>
> **(2)    **An object is on loan to the museum.  The object is assigned a
> loan #.  Info on the object is entered into an Objects module in the
> database (i.e. the Object Record).  The Object Number on the Object Record
> is the Loan# you’ve assigned to the object.  The Object Record is linked to
> a Loans module and an Exhibitions module record in the same database.  THE
> OBJECT IS THEN DONATED TO THE MUSEUM *AFTER* THE LOAN HAS BEEN RETURNED
> (in one instance, 2 years later).  QUESTION: Do you simply change the
> Object Number on the Object Record from loan # to accession # (of course
> “archiving” the loan # as an Alternative Number or Previous Number) or do
> you create a whole new Object Record with the object’s accession number?**
> **
>
> ** **
>
> One reason why I like option 1 is that once you’ve changed the Object
> Number from loan# to accession#, the number is “changed” in the Loans
> module and Exhibitions module record, thus saving these important
> links/historical uses of the object.  With option 2 – creating a new record
> – these historic links can get lost; you would either need to link the two
> Object Records to one another (i.e. the one with the loan# to the one with
> the acc#) and/or enter pertinent information in the new object record’s
> Exhibition History field.****
>
> ** **
>
> Anyway, I’m curious to know how others handle this situation.****
>
> ** **
>
> Thank you.****
>
> ** **
>
> Noel Valentin****
>
> Permanent Collection Manager****
>
> EL MUSEO DEL BARRIO****
>
> 1230 Fifth Avenue****
>
> New York, NY  10029****
>
> Tel: 212 660 7120****
>
> Email: [log in to unmask]****
>
> ** **
>
> ** **
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