| Author |
Messages |
|
John Peel
Posts:1
 |
| 26-11-2009 2:22 AM |
 Alert
|
We're currently using EMu version 3.2.03 at Manchester City Galleries and we have a particular problem with locations.
We have a number of objects in the collection that in the past have been accessioned in groups and given one accession number. The accession number does reflect the number of parts within the group but it is the same number on every object. For example 1910.15/20, is a group of 20 objects all marked with this number.
This is fine for the actual physical objects. But when it comes to creating a record on EMu we hit a snag. We cannot re-number the objects with a suffix, nor can we create 20 catalogue records with the same duplicate number, we therefore have to create one catalogue for all 20 objects. This is fine except when it is possible for all 20 objects to be in different locations. At present it is only possible to record 1 current location on the catalogue module.
It might even be possible that all 20 objects have a need to be recorded on the same catalogue record, for example a traditional Scottish outfit with all its parts might be accessioned as one object and given a full description as an outfit but each element of the costume might be stored in a separate location.
Can anyone suggest a possible solution before I make the suggestion of it would be nice if the location field on the catalogue module allowed for multiple locations to be attached.
JOHN PEEL
Database Manager
Manchester Art Gallery UK |
|
|
|
|
David Smith
Posts:24
|
| 26-11-2009 2:52 AM |
Alert
|
Hi John,
An interesting conundrum...
I think in order to come to a solution you need to ask yourself how detailed do you need to manage the items. For example will you need to maintain a movement history of each item?
I can see 2 scenarios:
1. One Catalogue record for an outfit, within which is a table listing all the individual items of that costume. Against each item is a location. This is how our historical apparatus is documented.
We may have a microscope, but the component parts (e.g. main body, eyepieces, magnification lenses, mirror, quartz wedges) are all listed within a table with their own serial numbers if available. On the whole the microscope is retained in it's entirety and is moved as one, but there are instances where an eyepiece has been borrowed for another instrument. Hence the need to be able to record the location of each component.
BUT Changing the location of the components does not preserve a movement history.
2. One Catalogue for the costume. Then each item making up the costume could be documented by a child record attached to the parent Costume record. Each child record (item) can have it's own location and by changing the location using the standard Location Tab, it is possible to preserve a Movement History.
If you need a screen shot of our Apparatus record, let me know.
I'm sure you've already thought of these scenarios, but I hope this helps.
cheers
Dave Smith
Collections Manager
Natural History Museum |
|
|
|
|
Stephen Johnston
Posts:1
|
| 26-11-2009 4:54 AM |
Alert
|
John
You say "nor can we create 20 catalogue records with the same duplicate number". Why not? If you have set this field to be unique, you might consider changing it in order to accommodate precisely this situation of independently movable parts. And that would match the physical documentation practice that the museum has been using.
(With some initial reluctance - from our anxiety about not enforcing uniqueness for our inventory numbers - that's what we've done. The benefits so far seem to outweigh any potential drawbacks.)
Stephen Johnston
Museum of the History of Science
University of Oxford |
|
|
|
|
DucPhong Nguyen
Posts:17
|
| 26-11-2009 7:31 AM |
Alert
|
Hi John,
I've had to deal with this scenario before with a variety of collections. Although your question is about storage locations, I've seen the same issue applied to other types of attributed data including exhibit history, conservation treatments, bibliographic citation, etc. How to know which part was in that particular exhibit?
Like Dave has mentioned, it really comes down to how detailed do you want to manage this information. In my experience, the units almost always went with having separate records for each part. Specific to storage location, having multiple locations does mean losing the movement history. With the Audit module, you could reconstruct a movement history (assuming those location fields are audited) but that could be (will be?) nightmarish.
Some thoughts to mull over with the part-records approach:
- Define what's a part.
- Define how you might want to count the parts.
- Assign a unique value to the item. It does not have to be part of the accession number (which means no re-numbering)
- Associate this new value to the physical item (generate a new label)
- Re-purpose an unused field in EMu or creation of a new field to store the value. You can then add other functionalities, i.e. auto-generated values.
- To maintain uniqueness, you can either change the unique setting to point to this new value or it can be combination of the accession number and the new value.
- Associate the parts, i.e. via parent-child, the accession number, etc.
- How to implement this (retroactively or on an as-needed basis)
- What to do going forward (assign unique accession number to each item or not)
Let me know if you want specifics on how NMAI deals with parts.
Cheers,
Ducky Nguyen
National Museum of the American Indian, Smithsonian |
|
|
|
|
Karen Biddle
Posts:69
|
| 26-11-2009 8:58 AM |
Alert
|
Hi John,
At the Powerhouse, we give each item (or bunch of items) in an accession lot a separate catalogue record, prefixed with the accession lot number and suffixed with a /1, /2, /3 etc. etc., ie. every record has a unique registsration number.
We do not locate objects that are in the "preaccession" phase (we use a default "pending location" code for all new Catalogue records)... the original Receipt record indicates the current location of the accession lot. In our cataloguing practice these preaccession registration numbers are eventually replaced by acquisition numbers once the objects are officially acquired and then the acquired objects are given locations. Once objects are acquired and the official number applied, the accession lot may also be catalogued down to further part levels.
In essence: our acquisition process goes through 3 phases... Receipt (located), Preaccession (pending location), Final Acquisition (object and all parts located).
Hope this is helpful..
-Karen Biddle |
|
|
|
|
Lee-Anne Raymond
Posts:22
|
| 26-11-2009 9:33 AM |
Alert
|
Hi John,
I agree with the other contributors on this it is probably the only way you can go if you want to / need to retain cogent movement history, a correct (trustworthy) current location to the individual item plus the multitude of other physical activities which may occur to them; conservation, display, loan etc. Though it is more desirable to have the reg number as unique to prevent errors down the track it is something you can choose to remove as a strict rule.
This might help with your consideration of Parts records creation overall. Here we additionally manage 2 types of Parent categories as well.
Conceptual , or Physical Parent.
The Conceptual Parent acts as an umbrella record for groups of material that may not have a defined physical Parent component. This Conceptual Parent itself doesn't have the requirement for a location – it is a concept - so when a Parent is flagged as ‘Conceptual’ the Location Tab is hidden from view to reinforce this. The location for each Part though is maintained with movement history and exact association of part to location intact, additionally the particular association (why are they related) for the physical parts maintained under the conceptual parent record. The same is of course the case for the Physical type of Parent except that the Physical Parent also has its own physical location.
Another development along the principle for linking parts to create relationships is an additional relationship we use (developed in-house – I can put you onto who) called Physically Attached. It helps with the managing of groups of material that by their unique physical association need to be stored together – they’re attached in some way - this allows for the updating of one Part record to update the group, helpful if you have lots as part of the group, minimising repetition.
There is a lot of flexibility in using Parts and reliable predictable outcomes for your collection management so do encourage you to investigate ways for using the existing Parts function that could help you manage your particular situation.
Best,
Lee-Anne
Museum Victoria
|
|
|
|
|
|
| You are not authorized to post a reply. |
|
|
|
ActiveForums 3.6
|