acquisitions in adlib: from paper -based to database · 2020. 1. 9. · acquired with the aid of...
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Acquisitions in Adlib: From Paper-Based to Database
Jo ThomsonCollections Information Officer
National Museums Scotland
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Horse and groom, tomb of Li Wenzhong, Ming royal and official tombs at the new capital city
Nanjing, Ming Dynasty (1368 - 1644 AD), Zhongshan, Nanjing, Jiangsu Province, China,
1981, from the Ann Paludan Photographic Archive of Chinese Sculpture
©Estate of Ann Paludan
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Objectives
• Paper-based procedure wasn’t particularly well adhered to – make non-compliance visible
• Keep track of budget allocations• Keep a central record of failed acquisitions• Make process data auditable / usable
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Why a new dataset? – Workflows were out of reach
'Hot Flow', panel of dyed sycamore veneer, predominantly red in colour and partially cut and abraded: England, Leicestershire, by Peter Chatwin and Pamela Martin, 2000
Acquired with the aid of the Barfil Trust
©Peter Chatwin and Pamela Martin
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How it happened
• Scoping meeting• Identified units of information to be recorded• Field structure designed• Dave Forster got to work• Regular Skype meetings• Testing of various iterations• Problem solving!• Implementation
White earthenware tile stencilled and painted in enamel colours with a cat: English, Newton Abbot, by Candy and Co. Ltd, decorated at Hastings by
Kenneth Townsend, 1966
© Candy and Co. Ltd / Estate of Kenneth Townsend
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Challenges
• Conditions• Costs – estimates, final costs, currency conversions• Using the same fields for acquisition source, etc. to pull
data into Collect• Generating paperwork with embedded templates
Gorgonacea and Parantipathes hirondelle, SAMS Deep-sea benthos collection, R. V. Challenger Cruise 20/87, 29th October 1987
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NeXT computer, by NeXT Inc., USA, 1989
What next?
• Refinements for compliancy – completeness of records was poor!
• Improvements worked for first part of process – further refinements required post-authorisation. We still have more to do!
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The Cramond Lioness, sandstone sculpture of a Roman lioness devouring human prey, from Cramond, Edinburgh, Midlothian
What would we do differently?