SMK Exhibition Requirements
...in progress.
This page contains the requirements for an Exhibition Authority and for an Exhibition Management procedure with related sub-procedures.
Update February 14th, 2013: In Fall, 2012 we commenced building an Exhibition Management Procedure; first on a reduced scale containing the fields in the Authority schema below. Our ambition is to develop this procedure in to an actual Exhibition Management System to the second schemae below (beta version).
Exhibition Authority
Information Goup |
Information Unit |
Definition |
Data Type |
Repeatable |
|---|---|---|---|---|
Exhibition Authority |
Exhibition title |
The title of the exhibition |
Text |
No |
|
Exhibition organizor |
The chief organizer of the exhibition |
Name authority - all |
No |
|
Exhibition location - internal |
The exhibition location if internal to the home institution |
Storage location authority |
No |
|
Exhibition location - external |
The exhibition location if external to the home institution |
Name authority - organization |
No |
|
Exhibition start date |
The exhibition opening date |
Date units of information |
No |
|
Exhibition end date |
The exhibition closing date |
Date units of information |
No |
|
Exhibition venue |
A list of additional exhibition venues |
Text |
No |
|
Exhibition remarks |
Additional remarks concerning the exhibition |
text |
No |
|
|
|
|
|
|
Exhibited works of art |
A list of the works of art on display in an exhibition |
Class relation |
|
The above schema represents our minimum requirements for a holder of exhibition data in our current Collection Management System. However we do also intend to replace our current Exhibition Management System with our implementation of CollectionSpace – see below.
Exhibition Management Requirements (draft)
Information Group |
Information Unit |
Definition |
Data Type |
Repeatable |
|---|---|---|---|---|
Exhibition information |
Exhibition reference number |
A unique identifying number for the exhibition of an object or group of objects under the auspices of the organization |
Controlled number |
No |
|
Exhibition title |
The title of an exhibition |
Text |
No |
|
Exhibition type |
The type of exhibition |
Controlled list |
No |
|
Exhibition organizer |
The chief organizer of an exhibition |
Name authority - all |
Yes |
|
Exhibition sponsor |
The sponsor of an exhibition |
Name authority - all |
Yes |
|
Exhibition location - internal |
The exhibition location if internal to the home institution |
Storage location authority |
No |
|
Exhibition location - external |
The exhibition location if external to the home institution |
Name authority - organization |
No |
|
Exhibition start date |
The exhibition opening date |
Date units of information |
No |
|
Exhibition end date |
The exhibition closing date |
Date units of information |
No |
|
Exhibition catalogue publisher |
The publisher of an exhibition catalogue |
Name authority - all |
Yes |
|
Exhibition venue |
A display of the names, locations, and dates where the exhibition or work was on public view |
Text – autogenerated from the fields below |
|
|
Exhibition venue - name/place |
The name of the institution, gallery, other facility, and/or the geographic location where an exhibition took place |
Name authority |
Yes |
|
> Exhibition venue date |
A description of the date or range of dates when the work was on exhibition at a particular venue |
Date units of information |
No |
|
>> Exhibition venue date - earliest |
The earliest possible date when the work was exhibited at this venue |
Date units of information |
No |
|
>> Exhibition venue date - latest |
The latest possible date when the work was exhibited at this venue |
Date units of information |
No |
Exhibition planning information |
Exhibition section |
The name of a section in an exhibition |
Text |
Yes |
|
> Exhibition section - location |
The location of a section in an exhibition |
Storage location authority |
Yes? |
|
> Exhibition section - objects |
A list of objects planned to be on display in a section of an exhibition |
Text |
No |
|
> Exhibition section - remarks |
Any additional information concerning a section in an exhibition |
Text |
No |
|
Exhibition status |
The current stage in the planning of an exhibition |
Controlled list |
Yes |
|
> Exhibition status - date |
The date on which an Exhibition status was recorded |
Calendar date |
No |
|
> Exhibition status -remarks |
Any additional information on an exhibition status |
Text |
No |
|
Exhibition working group |
The name of the group within the organization involved in establishing an exhibition |
Controlled list |
Yes |
|
> Exhibition working group - member |
The members (staff or external) of the group |
Name authority – person |
Yes |
|
>> Exhibition working group member - role |
The role of the member within the group |
Controlled list |
Yes? |
|
> Exhibition working group - note |
This field contains remarks concerning each group and the members of the group |
Text |
No |
|
|
|
|
|
Exhibition information |
Exhibited works of art |
A list of the works of art on display in an exhibition |
Class relation |
|
We need a sub-exhibition schema that should be available on a per-object basis (similar to the sub-loan schema in the loans out/in procedure):
Sub-Exhibition Schema
Information Group |
Information Unit |
Definition |
Data Type |
Repeatable |
|---|---|---|---|---|
Exhibition object information |
Exhibition object status |
The stage in the Exhibition procedure which an individual object to be exhibited has reached |
Controlled list |
Yes |
|
> Exhibition object status - date |
The date on which the Exhibition object status was recorded |
Calendar date |
No |
|
Exhibition object status - note |
Any additional information about the Exhibition object status |
Text |
No |
In addition to the above a number of sub-procedures are required; such as Transport information, Courier information, and an invoice module.
Transport Schema (draft)
Information Group |
Information Unit |
Definition |
Data Type |
Repeatable |
|---|---|---|---|---|
Transport information |
Transport reference number |
A unique number that identifies a transport |
Controlled number |
No |
|
Transport agent |
The agent handling a transport |
Name authority |
No |
|
Transport agent - contact |
The contact within the organization of the agent handling a transport |
Name authority |
Yes |
|
Departure point |
The departure point of a transport |
Name authority |
No |
|
Destination |
The destination of a transport |
Name authority |
No |
|
Transport departure - date |
The departure date of a transport |
Calendar date |
No |
|
> Transport departure - time |
The planned time of departure on the departure date of a transport |
Text or controlled text |
No |
|
Transport arrival - date |
The arrival date of a transport |
Calendar date |
No |
|
> Transport arrival - time |
The planned time of arrival on the arrival date of a transport |
Text or controlled text |
No |
|
Number of crates/works of art |
The actual number of crates/objects in a transport |
Text |
No |
|
Lender |
The lender of the objects in a transport |
Name authority |
Yes |
|
Transport method |
The method of transportation used |
Text or controlled list |
No |
|
Courier |
The courier accompanying a transport |
Name authority |
No |
|
Insurance/indemnity - value |
The collected value of the objects in a transport |
Text |
No |
|
> Insurance/indemnity value -currency |
The currency of the collected value og the objects of a transport |
Controlled list |
No |
|
Transport remarks |
Any additional information concerning a transport |
Text |
No |
Courier Schema (draft)
Information Group |
Information Unit |
Definition |
Data Type |
Repeatable |
|---|---|---|---|---|
Courier information |
Courier |
The name of the courier on a given consignment |
Name authority |
No |
|
Consignment |
The transport reference number of a given consignment |
Text |
No |
|
Courier's contact |
Courier's contact within the organization of the lender |
Name authority |
Yes |
|
Hotel |
The hotel in which the courier will reside during this consignment |
Name authority |
Yes |
|
> Hotel – check in date |
The arrival date at the hotel |
Calendar date |
No |
|
> Hotel – check out date |
The departure date at the hotel |
Calendar date |
No |
|
> Hotel – booking note |
Any additional information regarding this hotel booking |
Text |
No |
|
Per diem |
Living expenses pr. day during this consignment |
Text |
No |
|
Number of days |
The number of days the consignment runs |
Text |
No |
|
Courier remarks |
Any additional information concerning the consignment or the courier responsible |
Text |
No |
Invoice Schema (draft)
Information Group |
Information Unit |
Definition |
Data Type |
Repeatable |
|---|---|---|---|---|
Invoice information |
Invoice number |
A unique reference number identifying the invoice |
Controlled number |
No |
|
Client |
The name of the client requesting a service |
Name authority |
No |
|
Our VAT/TVA |
The VAT number of the home organization |
Text |
No |
|
Your VAT/TVA |
The VAT number of the client organization |
Text |
No |
|
Order date |
The date an the order was given |
Calendar date |
No |
|
Billing date |
The date an invoice the made |
Calendar date |
No |
|
Cost type |
The type of cost concerning this invoice/transaction |
Controlled list |
Yes |
|
> Cost note |
A note field for details on the costs in question |
Text |
No |
|
> Amount |
The amount of this cost |
Text |
No |
|
> Currency |
The currency of the amount of this cost |
Controlled list |
No |
Kim Brasen, January 25th 2011