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Ballots are prepared by administrative staff for meetings of the accessions committees and subcommittees of the museum's four curatorial departments. Ballots are printed from CMS.
Walker Art Center
Information regarding possible acquisitions and gifts is given to the registrar for the permanent collection from the curatorial staff or director. A record is created in a FileMaker Pro acquisition database, created for each acquisition meeting, for the work. A deed of gift is generated from the database and sent to the donors.
Upon receipt of the object, a blank condition report, including tombstone information and an image of the work is printed from the acquisition database, written and stored in a paper file. Additional, information regarding the object is input into the acquisition database.
A loan number is assigned, L2009.15.1-.5(L+year.object number.number of pieces, if more than one) and object information, artist, title, owner, purpose of loan, is entered into a FileMaker Pro Registration ledger, into which every artwork entering the building is recorded.
The loan number is entered into the acquisition database and a receipt is generated and sent to the donor/vendor.
Following formal accession, Offer of Gifts/Purchases are printed from the acquisition database for the Directors approval, accession numbers are assigned to the object, year.objectnumber.number of pieces, if more than one. An accession memo is produced from the database and stored in a paper file. Records for the acquisition database are then imported into the CMS FileMaker Pro database. Additional data is entered as needed.
Storage technicians then physically number the objects, program and attach RFID tags to the objects, which automates the recording of storage or exhibition location into the CMS.
As the work is further processed additional information regarding reproduction rights and digital image file location is added to the CMS record.