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Hi Rosa,


At the Worcester Art Museum we have documents linked to several modules: Accessioning sub-module in the Objects Module (DOGs, Incoming Receipts), Loans Module, (Loan agreements, COIs, condition reports, incoming/outgoing receipts), Exhibitions Module (loan agreements, traveling exhibition contracts, etc.). We currently have a department distinction of Legal for all documents uploaded onto TMS, and have Media Views dedicated to what type of document is being shared. At the moment, only the registrars have access to the Legal department.


I hope that helps!


Sarah Gillis
Assoc. Registrar, Collection Documentation
Worcester Art Museum


From: The Museum System (TMS) Users <[log in to unmask]> on behalf of Garton, Susan <[log in to unmask]>
Sent: Monday, November 9, 2020 9:07:09 AM
To: [log in to unmask]
Subject: Re: Adding and naming documents in media module
 

Hi Rosa,

 

At the Smithsonian National Portrait Gallery, most of our documents are in three places: Rights & Repro (DOGs, NELs and other licensing agreements), Conservation (registrar condition reports and conservator treatment proposals and treatment reports) and Exhibitions (exhibition scripts). Naming is only consistent by staff member or department. We have not implemented media departments but hope to. You are wise to think this through carefully now, since itís impossible to clean up later!

 

Best wishes,

Sue

 

Susan Garton

Collections Information Officer

Smithsonian

National Portrait Gallery

 

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npg.si.edu

 

 

From: The Museum System (TMS) Users <[log in to unmask]> On Behalf Of Rosa Corral
Sent: Friday, November 6, 2020 5:45 PM
To: ListServ tmsusers <[log in to unmask]>
Subject: Adding and naming documents in media module

 

External Email - Exercise Caution

Hi all,

 

I am curious about how others are organizing and naming documents added to the media module. We are adding documents for the first time (pdfs of condition reports). In the future, I imagine we will be adding a variety of different types of documents and I'm trying to think through file naming and rendition number. What kind of file naming convention do you use for documents? Do you typically keep the rendition number the same as the file name? Also, are you using media departments to categorize the different types of documents you are adding or to indicate what module they are related to? 

 

Thanks!

 

Rosa

 

--

Rosa Corral 

She/ Her/ Hers

Registrar for Collections | Weisman Art Museum | wam.umn.edu
333 East River Pkwy
University of Minnesota | umn.edu
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l | 612.625.9672

 

 

 

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