External Email - Exercise Caution

Hi Kimberly,

 

Essentially, the report is built on a SQL query that looks at the current location of objects and the public access box field in the Locations table. The Public Access box at the Location level indicates for us, that the location is an “on view” gallery space. If you’re tracking “On view” status in the Objects Table you could also replace “l.publicaccess=1” with “o.onview=1”.

 

SELECT o.ObjectID, o.ObjectNumber, oc.ComponentNumber, oc.ComponentName, DATEDIFF(WEEK, curLoc.TransDate, GETDATE()) AS NumberofWeeksonView, curLoc.LocationString, curLoc.TransDate DateMoved

FROM   dbo.ObjCurLocView AS curLoc INNER JOIN

          dbo.ObjComponents AS oc ON oc.ComponentID = curLoc.ComponentID INNER JOIN

          dbo.Objects AS o ON oc.ObjectID = o.ObjectID INNER JOIN

          dbo.Locations AS l ON curLoc.CurLocationID = l.LocationID

  

WHERE  (DATEDIFF(WEEK, curLoc.TransDate, GETDATE()) > 10) AND (o.DepartmentID = [replace this with your prints and drawings departmentID]) AND (l.PublicAccess = 1)

 

Let me know if you have questions,

-Y

 

From: The Museum System (TMS) Users <[log in to unmask]> On Behalf Of Kimberly Koons
Sent: Monday, September 25, 2023 2:36 PM
To: [log in to unmask]
Subject: Re: Rotating light sensitive objects and TMS

 

External Email - Exercise Caution

Yer Vang-Cohen -  

 

Yay - a report!! Would it be possible to share more about how it works?  

 

What tables/fields does it report on? How is it calculating 'longer than 10 weeks?'

 

On Mon, Sep 25, 2023 at 2:26 PM Vang-Cohen, Yer <[log in to unmask]> wrote:

External Email - Exercise Caution

Hi Tim,

 

We have a scheduled SSRS report that goes out monthly to our prints and drawings department that recaps works on paper that have been on view for longer than 10 weeks, records will continue to show up on the alert until the department has updated the TMS record. Feel free to contact me offline if you have specific questions.

 

Best,

 

Yer Vang-Cohen

Data and Database Administrator

Yale University Art Gallery

203-436-9563

 

https://artgallery.yale.edu/

 

 

 

 

From: The Museum System (TMS) Users <[log in to unmask]> On Behalf Of Mahdi, Fatima (VMFA)
Sent: Monday, September 25, 2023 1:57 PM
To: [log in to unmask]
Subject: Re: Rotating light sensitive objects and TMS

 

External Email - Exercise Caution

Hi Tim!

 

Here at the VMFA we experimented with using the fields on the Documentation tab originally called "UserNumber1" and "UserNumber2" to hold the max number of months a work should be on view, and the min number of months it should rest before going on display again. With these numbers, and the location history, were were able to calculate which works in the collection had been on display too long, and which were ready for display.

 

I can imagine that you could use a similar "Max Months on View" field -- either UserNumber1 or a flex field -- in combination with the location history to send you an alert in TMS, for example, a month before a work reached its maximum months on view, so rotation could be planned at that point.

 

Looking forward to hearing what others are doing!

 

--

 

Fatima Mahdi

Collections Information Specialist/TMS

 

Virginia Museum of Fine Arts

 

200 N. Arthur Ashe Boulevard

Richmond, VA 23220

Tel. 804-340-1443

Pronouns: she/her/hers

 

 

From: Tim Henbrey <[log in to unmask]>
Sent: Monday, September 25, 2023 9:50 AM
To: [log in to unmask] <[log in to unmask]>
Subject: Rotating light sensitive objects and TMS

 

External Email - Exercise Caution

Hi TMS users

 

Here at the National Gallery in London we are considering how we might best support the use/rotation of light sensitive objects in TMS. We have various works on paper, pastels etc. here that we need to limit the periods of time that are on display.

 

At first glance there seem to be various ways of managing this in TMS – perhaps via scheduled locations, using the ‘Anticipated End Date’ or the ‘Tickler Date’. Or using something in the Conservation record somehow? Perhaps just using a flex field ‘alert date’ type of indicator that something needs to come off display? There are probably many other routes that might be possible….

 

But I was wondering if anyone out there has implemented a way to limit display of light sensitive objects in TMS? If so, how did you do this and any particular tips you would be willing to share?

 

Really grateful for your thoughts!

 

With best wishes

 

Tim

 

Tim Henbrey

Collection Information Officer

[log in to unmask]

+44 020 7747 2475

I work part-time on Mondays, Tuesdays and on Wednesday mornings

 

The National Gallery, Trafalgar Square, London WC2N 5DN
The Credit Suisse Exhibition: Frans Hals

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--

Kimberly Koons, Museum Collections Officer

Division of Museum Services

National Archives & Records Administration

700 Pennsylvania Ave., NW

Washington, D.C.    20408

NARA mobile: 301-832-0321

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