I agree with David that it would be a manageable solution to put them in a separate department.  I would be cautious with choosing the Object Status and deciding whether objects are In jurisdiction or not so that you can easily separate your collection from the private collection.   –Suzanne

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Hi Ella,

Many years ago at the Yale Art Gallery, I set up a separate collection on the production TMS server for “American Furniture”. I set up a separate department and only gave the decorative arts department access to the new department. That setup worked very well without any problems or comingling of the two collections.

Similarly, at the Yale Center of British Art I have set up a “test” department with a subset of the collection for testing purposes. Again, I used the department security to keep the test records separate from the main collection. We have not experienced problems with this arrangement.

Best, David

David Parsell

Systems Manager Information Technology

Yale Center for British Art

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A few months back, there was a discussion on the listserve about creating TMS records for works in other collections.

My question is similar but slightly different.  We are pursuing creating records of works in private collections.

Security and confidentially are a priority, which is leading me to contemplate creating a dedicated department for these records.  I would be interested to hear from other museums who have private collection records and how they have handled department, security, and object numbering.  And were there any issues or challenges that came up during the project.  Feel free to contact me off list.

Ella

Ella Rothgangel

Associate Registrar and TMS Administrator

Saint Louis Art Museum

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