Hi all,
Here at PUAM the question of components is tied closely to the transactional limitations of components and our cataloging guidelines surrounding when to create group/part records to describe and track an object and all its parts and accessories. We actually created a flow-chart for our registrars to guide them to create either a part record or a component record based on the various needs and information they track for a particular object. If they need to do something that components cannot handle (such as add it to a loan or exhibition record, track an individual value, etc.), then they are advised to create a part record instead. We try to use components only when they are absolutely necessary, because they are tricky for all our users to understand in TMS and tricky to handle in reports and listviews.
In order for us to use components in reports, particularly with displaying and sorting by locations, we use the guideline that the "core" component (the one automatically created by TMS) should never be change, so it's number always matches the object number and it never has a component name. That way our main report selects on {Objects.ObjectNumber} = {ObjCurLocView.ComponentNumber} (where ObjCurLocView is a view used for sorting), and our subreport is just responsible for displaying locations and counting the number of components per objects where applicable. The subreport is attached for reference.
If you'd like to see the documentation we wrote for our local cataloging guidelines, see a copy of the flow chart, and/or would like more report/listview information please feel free to contact us offline and we're happy to share!
Hope this helps others out there who are struggling with components like we were!
Best,
Marin and Madison
Marin Lewis<mailto:[log in to unmask]> and Madison Goforth<mailto:[log in to unmask]>
Collections Information Specialists
Princeton University Art Museum
From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Morgan, Amber
Sent: Monday, June 08, 2015 9:58 AM
To: [log in to unmask]
Subject: Re: Linking components to exhibitions/loans?
We don’t create components for this very reason. I have yet to hear a compelling argument for using components rather than just creating parent-child relationships. We tend to create part-level records for things as needed. So in your example, we would have created one record for the teapot and the lid. If for some reason we needed to physically separate the two, we would create part-level records at that time. The part-level records might be fairly skeletal; it just depends on the object and why we had to break it up.
the warhol:
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From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Hilde Bøe
Sent: Saturday, June 06, 2015 6:45 AM
To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Re: Linking components to exhibitions/loans?
Hi Nicola,
I haven’t had any responses to my email at all ☺ I agree with your thoughts on components versus linked objects though, and I hope someone out there in the TMS world does have some examples to share with us.
Thanks and best,
Hilde Bøe
Digital samlingsforvalter | Digital Collection Manager
DIRECT +47 97787931
From: The Museum System (TMS) Users [mailto:[log in to unmask]] On Behalf Of Nicola Astles
Sent: Friday, June 05, 2015 10:18 PM
To: [log in to unmask]<mailto:[log in to unmask]>
Subject: Re: Linking components to exhibitions/loans?
Hi Hilde,
I'm curious if you've had many responses to this question. We recently ran into this issue, with a tea set actually, and I ended up changing the records from components to a parent-child record relationship, with the whole set being the parent.
The usual process here was to create components for pieces of a set that were being shipped separately or to different locations from the rest. It was fine for tracking movement, but that's it. Otherwise I feel like components tend to create unnecessary confusion and hassle, particularly with less-proficient TMS users. I think we overuse them.
I'd be interested in seeing some nice clear data entry standards for the use of components if anyone has some they'd be willing to share. It seems to me they should be created only for separable parts of objects, that would likely never be exhibited on their own, for example the lids of containers. This definition tends to expand over time though, and that causes problems!
Bon vendredi indeed!
Cheers,
Nicola
Nicola Astles
Museum Content and Technology Administrator
New-York Historical Society
170 Central Park West
New York, New York 10024
[log in to unmask]<mailto:[log in to unmask]>
212-873-3400 x338
On Fri, Jun 5, 2015 at 7:41 AM, Bélanger Ariane <[log in to unmask]<mailto:[log in to unmask]>> wrote:
We are interested here also!
Ariane Bélanger
Technicienne en muséologie, Service de la conservation des collections patrimoniales
Direction du dépôt légal et de la conservation des collections patrimoniales
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De : The Museum System (TMS) Users [mailto:[log in to unmask]<mailto:[log in to unmask]>] De la part de Hilde Bøe
Envoyé : 9 mars 2015 07:02
À : [log in to unmask]<mailto:[log in to unmask]>
Objet : Linking components to exhibitions/loans?
Hello all,
Would anyone like to share their best practices for loaning out, or exhibiting, a single component within an object record? For example, loaning out only the teapot from a tea set, where each piece of the set is defined as a component within the tea set object record.
Our case is what we call modern copies of Munch’s own photos where we can have several physical copies of a Munch original, and all copies are registered under the same object number. When one of these copies is included in an exhibition or a loan we would of course want to link the single component and not the whole record to the exhibition or the loan. It seems that TMS doesn’t allow this kind of component/object separation for the purposes of loans and exhibitions. We use TMS 2012.
Perhaps the only answer is to avoid creating components for sets where loans like this are a possibility, but I’m curious to know how others have approached this.
Kind regards,
HILDE BØE
Digital samlingsforvalter | Digital Collection Manager
MUNCHMUSEET | THE MUNCH MUSEUM
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