Publishing exhibitions using KE EMu 4 October 2005 Julian Tomlin Head of Administration.
KE EMu Collection Management Training Page 1 KE EMu Collection Management Training .
-
Upload
jasper-fields -
Category
Documents
-
view
217 -
download
1
Transcript of KE EMu Collection Management Training Page 1 KE EMu Collection Management Training .
KE EMu Collection Management Training Page 1
KE EMu Collection Management Training
www.kesoftware.com
KE EMu Collection Management Training Page 2
Unit One Objectives
The main terms used in KE EMu What are the KE EMu modules What are the key elements of KE EMu What is a modular system What is a multiple object type catalog What is tab switching What is the multimedia repository What is the Registry What is an object
At the end of this unit you will understand:
KE EMu Collection Management Training Page 3
What is the Catalog module?
A Catalog record includes basic object information such as:
Accession number Object title Number of items or parts Brief physical description
The Catalog module is the starting point for recording information about all objects owned by or in the care of the institution.
KE EMu Collection Management Training Page 4
What are the Catalog support modules?
The following diagram displays how the Catalog links to the Catalog support modules for Cultural History institutions.
Catalog
Rights/Copyright
Narratives
Parties BibliographyMultimedia
KE EMu Collection Management Training Page 5
What is the Catalog support modules?
The following diagram displays how the Catalog links to the Catalog support modules for Natural History institutions.
Catalog
Rights/Copyright
Taxonomy
MultimediaParties Bibliography
CollectionEvents
KE EMu Collection Management Training Page 6
What is the collection management modules?
The following diagram displays how the collection management modules link to the Catalog and to each other.
Events Insurance
ExternalMovements
Conservation
CatalogLoans
AccessionLots
LocationsInternal
Movements
KE EMu Collection Management Training Page 7
What are the key features of KE EMu?
KE EMu is a Cataloging and collections management system for museums, art galleries, herbaria and botanic gardens and historical societies. KE EMu is designed to provide comprehensive management of, and access to, large and diverse collections. The KE EMu elements that combine to provide a
powerful and flexible system are its: Modular system (See also Attachments) Multiple object type catalog Tab switching Multimedia repository Registry
KE EMu Collection Management Training Page 8
What is a modular system?
KE EMu is a modular system where the modules can reference or link to each other. Information that is stored in one module can
be accessed through a field in a record in another module.
Sourcemodule
Targetmodule
Summary Dataof attachedrecord(s)
Run a search for relevantrecord(s) to attach to
source record
KE EMu Collection Management Training Page 9
What is a hierarchical multi-discipline catalog ?
KE EMu can support multiple disciplines within one Catalog.
Natural SciencesHistory &
TechnologyHumanitites
Geology Zoology
Object Information
Entomology
Botany
Mammalogy
KE EMu Collection Management Training Page 10
What is tab switching?
Tab switching refers to the adjustment of the tabs and fields that are displayed in a module according to the selected discipline and/or the value in one or more fields. Tab switching applies when in: Query Edit Insert Display modes
KE EMu Collection Management Training Page 11
What is the multimedia repository?
The multimedia repository contains multimedia resources used in KE EMu. Access to the multimedia repository is available from many modules of KE EMu, such as the Catalog, Accession Lots and Loans modules, by selecting the Multimedia tab.
KE EMu Collection Management Training Page 12
What is the Registry?
The Registry is a table resident on the KE EMu server machine. It is used to define many of the site-specific configuration parameters of KE Emu.
The KE EMu Registry provides a mechanism for configuring and extending KE EMu without having to re-program the application.
KE EMu Collection Management Training Page 13
What is an object? An object record can refer to: Real physical items such as a work, picture,
or sculpture. Composite objects, such as a tea set where
the individual components of the object are valuable objects in their own right. These objects are linked together in a parent-child relationship.
Objects can be related one to another such as: A number of objects that were purchased
together in the same auction lot A number of paintings that are part of the same
collection.
KE EMu Collection Management Training Page 14
Unit Two Objectives
What is the Locations module How to create a location How to relocate an object How to perform a bulk relocation What is an independently moveable object How to record an object as independently moveable What is the Internal Movements module How to print a Location History report What are holder locations
At the end of this unit you will know:
KE EMu Collection Management Training Page 15
What is the Locations module?
Purpose Attachment field in the Catalog
Record details
Holds information about every valid storage location in the institution.
Attaches to the Catalog from the three Locations fields on the Locations tab—Current Location, Permanent Location, Temporary Location
A hierarchical location name, e.g. building-floor-room-cabinet-shelf
A barcode A location code A storage type The dimensions of the storage
location
KE EMu Collection Management Training Page 16
What is an independently moveable object?
Each child object can be recorded as either: Independently moveable—can be located in
a different location from the rest of the child objects and parent objects, e.g. cup and saucer that are part of a tea set
Not independently moveable—all child objects must be located together with the parent object, e.g. photographs contained in a book.
KE EMu Collection Management Training Page 17
What is the Internal Movements module?
Purpose Attachment field in the Catalog
Record details
Records a location audit trail of all internal movements of an object
It is possible to view the current location audit trail at the bottom of the Location tab in the Catalog module
The new location of the object The person who requested,
released and accepted the relocation
The person who recorded the relocation
The date and time of the relocation
KE EMu Collection Management Training Page 18
What are Holder locations?
A holder location is a location or a container that can be moved, e.g. drawers that can be relocated and solander boxes.
When a holder location is moved (i.e. attached to a different fixed location) KE EMu automatically generates location audit trail records for every object currently located in the holder location
KE EMu Collection Management Training Page 19
Unit Three Objectives
How to value or revalue an object What is the Valuation History list How to print a valuation history report How to record insurance details What is the Condition Check History list How to record condition details How to print a condition history report What are the display and storage tabs How to create a Conservation record How to use a task template
At the end of this unit you will know:
KE EMu Collection Management Training Page 20
What is the Valuations module?
Purpose Attachment field in the Catalog
Record details
To record valuation information for each object
Every time the valuation of an object is updated, an audit trail record records the details of the valuation. The valuation history is stored in the Valuations module and is displayed at the bottom of the Valuation tab in the Catalog
Person who valued the object (attachment to Parties module)
Value of the object Reason for the valuation Further valuation notes Valuation history of an object
KE EMu Collection Management Training Page 21
What is the Insurance module?
Purpose Attachment field in the Catalog
Record details
Records information about insurance policies or indemnity agreements held by the institution.
If required, an image or document of the policy can be added as a multimedia attachment.
Attaches via the Insurance field in the Valuations tab.
Events, loans and external movements can also be attached to an insurance record so that individual transactions involving
objects can be insured.
Name of the insurer or indemnifying agency
Policy and cover details Renewal dates Further valuation notes Claim details made against the policy
KE EMu Collection Management Training Page 22
What is the Condition Checks module?
Purpose Attachment field in the Catalog
Record details
The Catalog includes a tab of current condition information for each object
Every time the condition of an object is updated, the change is recorded.
The condition check history is stored in the Condition Checks module and is displayed at the bottom of the Condition tab in the Catalog module.
Object’s condition status, e.g. good, fair
Date it was checked Person who checked the object Condition details Handling instructions
KE EMu Collection Management Training Page 23
What are the Display and Storage tabs?
The Display and Storage tab record environmental characteristics for object display and storage.
Environmental information includes: Maximum/minimum relative humidity levels
with notes Maximum/minimum illumination levels with
notes Maximum/minimum temperature with notes General display/storage instructions
KE EMu Collection Management Training Page 24
What is the Conservation module?
Purpose Attachment field in the Catalog
Record details
Allows objects in the collection to be scheduled for repair or restoration
Attaches to the Catalog via the Objects Conserved field in the Objects tab in the Conservation module
Details of the request including person making the request, request date and reason for the request
Authorization details including person authorizing the request, date authorized or rejected, proposal’s status (approved, disapproved or pending) and any reason for disapproving the conservation work
A list of the tasks to be performed Link to one or more objects selected for
conservation
KE EMu Collection Management Training Page 25
Unit Four Objectives
What is the Loans module How to record a loan What is the Movements module How to record a movement What is the Events module How to record event details
At the end of this unit you will know:
KE EMu Collection Management Training Page 26
What is the Loans module?
Purpose Associated records
Loan types
Records information about all incoming and outgoing loans
Typically a loan is associated with a movement.
It is important to record an outgoing Movement record for each outgoing loan and attach it to the Loan record.
Outgoing loans: Loans from the institution to a third party Involves objects already registered in the Catalog
Incoming loans: Loans from a third party to the institution Involves objects generally not already Cataloged by
the institution Objects involved in the loan must exist in the Catalog
module. This is usually a minimal record.
KE EMu Collection Management Training Page 27
What is the Movements module?
Purpose Attachment field in the Catalog
Record details
Allows information to be recorded about actual movements of objects into and out of an institution
Attaches to the Catalog via the Objects to be Moved field on the Information(1) tab
Also attaches to the Loans module via the Associated Loan field on the Information(2) tab
Movement number Shipment method Source/Destination Contract/Agreement number Movement supervisor Objects to be moved Special handling instructions
KE EMu Collection Management Training Page 28
What is the Events module?
Purpose Attachment field in the Catalog
Record details
General purpose scheduling facility for objects and tasks
The Events module can be used for recording:
Attaches to the Catalog via the Objects Associated with Event field in the Objects tab in the Events module
Details of the event such as its name, organizer etc.
Dates and preparation instructions for the event
List of venues the event will visit and date for each venue
Objects involved in the event Task to be performed, by whom and by when
Exhibitions Individual displays
within exhibitions Projects such the
imaging of objects for creation of a CD-ROM
Activities that may not involve objects such as the scheduling of staff for an external audit.