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Location tracking at Walker Art Center: Walker Art Center utilizes Radio Frequency Identification and barcodes to track works in its collection. Locations are tracked on a per piece basis, as many of the works in our collection are comprised of multiple parts. Upon acquisition and following cataloguing an RFID tag is written for each work entering the collection. Using 3rd party software, built on a Web 2.0 platform, linked to our collections management system via Accession number, we query the database and the fields which will be written to the RFID tag are populated (accession number, artist, title, date of last movement, room location, shelf location, identity of mover). The tag is written and the unique identifier on the RFID tag is associated with the accession number. The tag is then attached to the object and serves as the standard means for location tracking. No work has permanent storage location, nor do we designate "usual “usual storage location" location” as this can change anytime and doesn't doesn’t prove to be useful for us. Each piece of storage furniture, screens, shelves, cabinets, drawers- as well as grids on the floor, are uniquely identified with a barcode written in code 39, a human readable barcode language. Locations for galleries and other public spaces are tracked at the room level with no further specification. To move an object, one of our two storage technicians utilizes a Symbol 8100 pocket PC equipped with a barcode reader and a RFID Reader. The RFID tag on the work is read, the barcode associated with the specific storage/display location is scanned, and the room is selected from a drop-down menu, finally the RFID tag is written with the updated location information and the move is complete. At any given time the handheld can be synched with a desktop computer, which automatically updates the locations in our collections management system. Historic location information is kept as a part of the database, should it be needed for future reference. . Each location record in the CMS contains the following: Date of last movement/Room object is located in/specific location in room/unique identification of the person that made the move. Lists of works in any particular location either at the room or shelf level can be generated for inventory or to establish the limits of liability appropriate for insurance coverage. A simple script evaluates the room location for a work and marks the work as being "On View" “On View” for external uses, website. Working in reverse, using the 3rd party software, we are able to query the CMS to get data on works in any specific location, load this to the handheld, and inventory the shelf. Following which location records in the CMS are marked as having been counted during the inventory and the date. Based on the nature of our collection, we are often tracking the locations of "materials"materials”, objects that are not art, but are an exhaustible resource used by a particular work, light bulbs, slide projectors, tools, templates, etc. Similarly we track generations of moving image and audio works in the collection. Master copies are given a RFID tag, while exhibition, viewing/listening copies are tracked as related material.
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Location and Movement Control Use case and schema requirements for Location and Movement Control are attached in an .doc file.
Also see: Location, Movement, and Inventory Inquiries
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