Use of Collections Use Cases

SMK Exhibition Requirements

This page contains the requirements for an Exhibition Authority and for an Exhibition Management procedure with related sub-procedures.

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