Overview
Our current CMS has limited collections management functionality, focusing primarily on acquisition (and by shoehorning, loans in). Collections management functionality is handled via the "registrar/lots" tab, which includes a search mechanism for acquisitions and loans in, and a donor directory.
Lots
The lots tab includes a basic and advanced search, information about the donation or loan, donor, any related documents, and a list of all objects attached to the donation or loan.
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Search
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Users may use a basic keyword or advanced search to locate acquisition records.
Use: Frequent
- Search results are not sortable
Screenshots:
registrar/lots search
registrar/lots advanced search
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Basic
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Contain core donation or loan information, including the accession or loan number, method, and provenance information.
- Donor name is not included in the basic tab because of the limitations of using controlled vocabularies
- The identification number functionality was tweaked at some point to allow for auto-generation of id numbers; in MMI's implementation this functionality has never worked particularly well, and often odd changes are made to id numbers (especially loans in)
Use: Frequent
Screenshots:
registrar/lots basic tab
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Donors
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Contains a link to the donor name via the entity authority.
- Very strange relationship locution, "Donor was donated by the lot"
- Field is not repeatable, which is problematic
Use: Frequent
Screenshots:
registrar/lots donor tab
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Documents
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Contains documents related to the acquisition/loans in record.
Use: Never
Screenshots:
registrar/lots documents tab
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Change log
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Contains a history of all actions performed on a record.
Use: Often
Screenshots:
registrar/lots change log tab
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Lot objects
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Contains a list of all objects related to an acquisition or loan.
- Lot objects cannot be added via this tab; they must be added via the registrar tab in the edit screen
- A user may re-number lot objects via this tab; this functionality is not used
- There is no method of ensuring that all objects are attached to the lot, or that only the correct objects are attached to the lot (e.g. by noting an identification number mis-match)
Use: Often
Screenshots:
registrar/lots lot objects tab