External Email - Exercise Caution
Hi Terry,
we just started to attach digital copies of agreements and contrats; we put them into their own department to manage security settings.
Everything that relates to specific gift agreements we have been putting into the database for some years. We have fields for that in the constituent module (if there a contract, is
the creditline fixed, are there special conditions in the contract and which and a textentry for rights related contact information as the rights clearance can be quite a long and complex process). We have a data view that shows those data in the objects module
as soon as you link a person as a rights holder so you don’t have to look it up in the constituents module. (The rights information from the objects module then shows in the attached media.)
So we can search by “has special conditions” or by “contract exists” for our gift contracts, but not yet for purchase contracts.
Best, Iris
Iris Blochel-Dittrich
museum documentation
Stiftung Jüdisches Museum Berlin
Lindenstrasse 9-14
10969 - Berlin
Tel. : +49 30 25993-442
Fax. : +49 30 25933-409
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Von: The Museum System (TMS) Users <[log in to unmask]>
Im Auftrag von Terry Segal
Gesendet: Freitag, 21. April 2023 18:13
An: [log in to unmask]
Betreff: Recording non-standard acquisition processes - artist commissions, custom purchase or gift agreements
External Email - Exercise Caution
Hello all,
I am wondering if anyone has a good method for flagging or otherwise recording non-standard acquisition contracts or agreements in the accession record in TMS so that they can be searched:
Also, do you attach copies of the agreements or contracts as a media record?
The DIA has numerous past artist commissions and it would be helpful to be able to easily identify those to review how they were handled, the terms of the past contracts that were used, as samples
for reference when drafting future contracts.
Also, we have standard Gift and Purchase agreements. But it would be helpful to be able to easily search acquisitions that where donors or dealers required custom agreements.
Right now we have to rely on institutional memory to identify commissioned works and custom agreements, and then pull out the hard copy files.
Best,
Terry
Terry L. Segal
Director of Registration
Detroit Institute of Arts
313-833-7907
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