ke emu collection management training page 1 ke emu collection management training

KE EMu Collection Management Training


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Unit One Objectives

The main terms used in KE EMu What are the KE EMu modules What are the key elements of KE EMu What is a modular system What is a multiple object type catalog What is tab switching What is the multimedia repository What is the Registry What is an object

At the end of this unit you will understand:


What is the Catalog module?

A Catalog record includes basic object information such as:

Accession number Object title Number of items or parts Brief physical description

The Catalog module is the starting point for recording information about all objects owned by or in the care of the institution.


What are the Catalog support modules?

The following diagram displays how the Catalog links to the Catalog support modules for Cultural History institutions.

Catalog

Rights/Copyright

Narratives

Parties BibliographyMultimedia


What is the Catalog support modules?

The following diagram displays how the Catalog links to the Catalog support modules for Natural History institutions.

Catalog

Rights/Copyright

Taxonomy

MultimediaParties Bibliography

CollectionEvents


What is the collection management modules?

The following diagram displays how the collection management modules link to the Catalog and to each other.

Events Insurance

ExternalMovements

Conservation

CatalogLoans

AccessionLots

LocationsInternal

Movements


What are the key features of KE EMu?

KE EMu is a Cataloging and collections management system for museums, art galleries, herbaria and botanic gardens and historical societies. KE EMu is designed to provide comprehensive management of, and access to, large and diverse collections. The KE EMu elements that combine to provide a

powerful and flexible system are its: Modular system (See also Attachments) Multiple object type catalog Tab switching Multimedia repository Registry


What is a modular system?

KE EMu is a modular system where the modules can reference or link to each other. Information that is stored in one module can

be accessed through a field in a record in another module.

Sourcemodule

Targetmodule

Summary Dataof attachedrecord(s)

Run a search for relevantrecord(s) to attach to

source record


What is a hierarchical multi-discipline catalog ?

KE EMu can support multiple disciplines within one Catalog.

Natural SciencesHistory &

TechnologyHumanitites

Geology Zoology

Object Information

Entomology

Botany

Mammalogy


What is tab switching?

Tab switching refers to the adjustment of the tabs and fields that are displayed in a module according to the selected discipline and/or the value in one or more fields. Tab switching applies when in: Query Edit Insert Display modes


What is the multimedia repository?

The multimedia repository contains multimedia resources used in KE EMu. Access to the multimedia repository is available from many modules of KE EMu, such as the Catalog, Accession Lots and Loans modules, by selecting the Multimedia tab.


What is the Registry?

The Registry is a table resident on the KE EMu server machine. It is used to define many of the site-specific configuration parameters of KE Emu.

The KE EMu Registry provides a mechanism for configuring and extending KE EMu without having to re-program the application.


What is an object? An object record can refer to: Real physical items such as a work, picture,

or sculpture. Composite objects, such as a tea set where

the individual components of the object are valuable objects in their own right. These objects are linked together in a parent-child relationship.

Objects can be related one to another such as: A number of objects that were purchased

together in the same auction lot A number of paintings that are part of the same

collection.


Unit Two Objectives

What is the Locations module How to create a location How to relocate an object How to perform a bulk relocation What is an independently moveable object How to record an object as independently moveable What is the Internal Movements module How to print a Location History report What are holder locations

At the end of this unit you will know:


What is the Locations module?

Purpose Attachment field in the Catalog

Record details

Holds information about every valid storage location in the institution.

Attaches to the Catalog from the three Locations fields on the Locations tab—Current Location, Permanent Location, Temporary Location

A hierarchical location name, e.g. building-floor-room-cabinet-shelf

A barcode A location code A storage type The dimensions of the storage

location


What is an independently moveable object?

Each child object can be recorded as either: Independently moveable—can be located in

a different location from the rest of the child objects and parent objects, e.g. cup and saucer that are part of a tea set

Not independently moveable—all child objects must be located together with the parent object, e.g. photographs contained in a book.


What is the Internal Movements module?


Record details

Records a location audit trail of all internal movements of an object

It is possible to view the current location audit trail at the bottom of the Location tab in the Catalog module

The new location of the object The person who requested,

released and accepted the relocation

The person who recorded the relocation

The date and time of the relocation


What are Holder locations?

A holder location is a location or a container that can be moved, e.g. drawers that can be relocated and solander boxes.

When a holder location is moved (i.e. attached to a different fixed location) KE EMu automatically generates location audit trail records for every object currently located in the holder location


Unit Three Objectives

How to value or revalue an object What is the Valuation History list How to print a valuation history report How to record insurance details What is the Condition Check History list How to record condition details How to print a condition history report What are the display and storage tabs How to create a Conservation record How to use a task template



What is the Valuations module?


Record details

To record valuation information for each object

Every time the valuation of an object is updated, an audit trail record records the details of the valuation. The valuation history is stored in the Valuations module and is displayed at the bottom of the Valuation tab in the Catalog

Person who valued the object (attachment to Parties module)

Value of the object Reason for the valuation Further valuation notes Valuation history of an object


What is the Insurance module?


Record details

Records information about insurance policies or indemnity agreements held by the institution.

If required, an image or document of the policy can be added as a multimedia attachment.

Attaches via the Insurance field in the Valuations tab.

Events, loans and external movements can also be attached to an insurance record so that individual transactions involving

objects can be insured.

Name of the insurer or indemnifying agency

Policy and cover details Renewal dates Further valuation notes Claim details made against the policy


What is the Condition Checks module?


Record details

The Catalog includes a tab of current condition information for each object

Every time the condition of an object is updated, the change is recorded.

The condition check history is stored in the Condition Checks module and is displayed at the bottom of the Condition tab in the Catalog module.

Object’s condition status, e.g. good, fair

Date it was checked Person who checked the object Condition details Handling instructions


What are the Display and Storage tabs?

The Display and Storage tab record environmental characteristics for object display and storage.

Environmental information includes: Maximum/minimum relative humidity levels

with notes Maximum/minimum illumination levels with

notes Maximum/minimum temperature with notes General display/storage instructions


What is the Conservation module?


Record details

Allows objects in the collection to be scheduled for repair or restoration

Attaches to the Catalog via the Objects Conserved field in the Objects tab in the Conservation module

Details of the request including person making the request, request date and reason for the request

Authorization details including person authorizing the request, date authorized or rejected, proposal’s status (approved, disapproved or pending) and any reason for disapproving the conservation work

A list of the tasks to be performed Link to one or more objects selected for

conservation


Unit Four Objectives

What is the Loans module How to record a loan What is the Movements module How to record a movement What is the Events module How to record event details



What is the Loans module?

Purpose Associated records

Loan types

Records information about all incoming and outgoing loans

Typically a loan is associated with a movement.

It is important to record an outgoing Movement record for each outgoing loan and attach it to the Loan record.

Outgoing loans: Loans from the institution to a third party Involves objects already registered in the Catalog

Incoming loans: Loans from a third party to the institution Involves objects generally not already Cataloged by

the institution Objects involved in the loan must exist in the Catalog

module. This is usually a minimal record.


What is the Movements module?


Record details

Allows information to be recorded about actual movements of objects into and out of an institution

Attaches to the Catalog via the Objects to be Moved field on the Information(1) tab

Also attaches to the Loans module via the Associated Loan field on the Information(2) tab

Movement number Shipment method Source/Destination Contract/Agreement number Movement supervisor Objects to be moved Special handling instructions


What is the Events module?


Record details

General purpose scheduling facility for objects and tasks

The Events module can be used for recording:

Attaches to the Catalog via the Objects Associated with Event field in the Objects tab in the Events module

Details of the event such as its name, organizer etc.

Dates and preparation instructions for the event

List of venues the event will visit and date for each venue

Objects involved in the event Task to be performed, by whom and by when

Exhibitions Individual displays

within exhibitions Projects such the

imaging of objects for creation of a CD-ROM

Activities that may not involve objects such as the scheduling of staff for an external audit.

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