Museum Archives Database Survey
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MUSEUM ARCHIVES DATABASE SURVEY Conducted and compiled by Elizabeth Ehrnst and Eumie Imm-Stroukoff, Georgia O’Keeffe Museum Research Center
ARLIS-L = Art Libraries Society of North America listserv SAA-L = Society of American Archivists listserv SAAMUS-L = Society of American Archivists Museum Archives Section listserv N/A = Did not answer this question
Q4: Library Catalog collection level records
Institution
Listserv
Q1: Archives DB
Q2: CMS
Q2b: CMS conjunction
Q3: Archives DB finding Q3a: Finding aids aids other
Institution 1 Institution 2 Institution 3 Institution 4 Institution 5 Institution 6 Institution 7 Institution 8 Institution 9
SAA-L or SAAMUS-L SAA-L or SAAMUS-L SAA-L or SAAMUS-L ARLIS-L ARLIS-L ARLIS-L SAA-L or SAAMUS-L SAA-L or SAAMUS-L ARLIS-L
no TMS PastPerfect no no no no no no
no no no yes - KEmu no no no no no
no no no no yes yes yes no no
no no no by hand - Word no by hand - Word no by hand - Word no
no no no yes yes yes no yes yes
considering AT
Institution 10 Institution 11 Institution 12 Institution 13
SAA-L or SAAMUS-L SAA-L or SAAMUS-L ARLIS-L SAA-L or SAAMUS-L
no no no MS Access - homegrown Archivist Toolkit MS Access - homegrown Caudra STAR MS Access - homegrown no Filemaker Pro homegrown no N/A no Filemaker Pro homegrown N/A no Filemaker Pro homegrown Archivist Toolkit N/A no MS Access - homegrown Inmagic no MS Access - homegrown N/A N/A no Minaret Archivist Toolkit N/A no MS Access - homegrown no no
no PastPerfect N/A TMS
no no N/A yes - TMS
no yes N/A no
by hand no N/A by hand - WordPerfect
yes no N/A yes
considering AT
yes N/A no
no N/A by hand
no N/A no
have library module in PastPerfect
no no N/A by hand by hand by hand by hand - Word no by hand - Word N/A no by hand - Word no N/A by hand - Word N/A no by hand
N/A yes yes no yes yes yes yes yes N/A no no no N/A no yes no N/A
Institution 14 SAA-L or SAAMUS-L Institution 15 ARLIS-L Institution 16 SAA-L or SAAMUS-L Institution 17 Institution 18 Institution 19 Institution 20 Institution 21 Institution 22 Institution 23 Institution 24 Institution 25 Institution 26 Institution 27 Institution 28 Institution 29 Institution 30 Institution 31 Institution 32 Institution 33 Institution 34
SAA-L or SAAMUS-L SAA-L or SAAMUS-L ARLIS-L ARLIS-L SAA-L or SAAMUS-L ARLIS-L ARLIS-L SAA-L or SAAMUS-L ARLIS-L ARLIS-L ARLIS-L SAA-L or SAAMUS-L SAA-L or SAAMUS-L ARLIS-L ARLIS-L ARLIS-L SAA-L or SAAMUS-L SAA-L or SAAMUS-L
Museum Archives Database Survey
PastPerfect yes N/A N/A PastPerfect no N/A no N/A no no no no no N/A N/A no no no N/A no no PastPerfect PastPerfect
N/A yes no yes N/A N/A no no no no no no no no no yes N/A N/A N/A N/A no no no no yes - Willoughby iO yes N/A N/A no no no no no yes no yes 1
Notes
have museum, library and archives module
considering AT
have library module in PastPerfect
considered AT as alternative for future
considering AT or ARCHON
March 2009
Q1: Do you use an archival database to accession and describe your archival collections? If so, what is the name of the database? Archivist Toolkit 3
Archival Databases Used
Caudra STAR 1
FileMaker Pro 3
InMagic 1
MS Access 6
Minaret 1
None Used 13
Total Responses 28
Archival Databases Used Archivist Toolkit
3%
11%
Caudra STAR FileMaker Pro
11%
46%
InMagic
4%
MS Access
21%
Minaret None Used
4%
Q2: Do you use a museum collection management system (CMS) to accession and describe your archival collections?
Collection Management System (CMS) Used
None Used 19
PastPerfect 6
TMS 2
Total Responses 27
Collection Management System (CMS) Used 8% None Used
22%
PastPerfect 70%
Museum Archives Database Survey
TMS
2
March 2009
Q2b: Is CMS used in conjunction with an archival database?
CMS Used in Conjunction with Separate Archival Database
No 23
Yes 4
Total Responses 27
CMS Used in Conjunction with Separate Archival Database Yes
No 0
5
10
15
20
25
Q3: Do you use your archival database to create finding aids for each of your collections?
Finding Aids Generated from Archival Database
No 17
Yes 11
Total Responses 28
Finding Aids Generated from Archival Database Yes
No 0
2
4
Museum Archives Database Survey
6
8
10
12
14
16
18
3
20
March 2009
Q3b: If not, how do you create finding aids?
Finding Aids Generated by Another Method (other than Archival Database)
By hand 14
Not created 14
Total Responses 28
Finding Aids Generated by Another Method (other than Archival Database) Not created
By hand 0
2
4
6
8
10
12
14
16
18
20
Q4: Do you create collection level records for your archival collections in the library catalog?
Collection Level Records Created in Library Catalog
No 13
Yes 15
Total Responses 28
Collection Level Records Created in Library Catalog Yes
No 0
2
4
Museum Archives Database Survey
6
8
10
12
14
16
18
4
20
March 2009
ARLIS-L = Art Libraries Society of North America listserv SAA-L = Society of American Archivists listserv SAAMUS-L = Society of American Archivists Museum Archives Section listserv N/A = Did not answer this question
Q4: Library Catalog collection level records
Institution
Listserv
Q1: Archives DB
Q2: CMS
Q2b: CMS conjunction
Q3: Archives DB finding Q3a: Finding aids aids other
Institution 1 Institution 2 Institution 3 Institution 4 Institution 5 Institution 6 Institution 7 Institution 8 Institution 9
SAA-L or SAAMUS-L SAA-L or SAAMUS-L SAA-L or SAAMUS-L ARLIS-L ARLIS-L ARLIS-L SAA-L or SAAMUS-L SAA-L or SAAMUS-L ARLIS-L
no TMS PastPerfect no no no no no no
no no no yes - KEmu no no no no no
no no no no yes yes yes no no
no no no by hand - Word no by hand - Word no by hand - Word no
no no no yes yes yes no yes yes
considering AT
Institution 10 Institution 11 Institution 12 Institution 13
SAA-L or SAAMUS-L SAA-L or SAAMUS-L ARLIS-L SAA-L or SAAMUS-L
no no no MS Access - homegrown Archivist Toolkit MS Access - homegrown Caudra STAR MS Access - homegrown no Filemaker Pro homegrown no N/A no Filemaker Pro homegrown N/A no Filemaker Pro homegrown Archivist Toolkit N/A no MS Access - homegrown Inmagic no MS Access - homegrown N/A N/A no Minaret Archivist Toolkit N/A no MS Access - homegrown no no
no PastPerfect N/A TMS
no no N/A yes - TMS
no yes N/A no
by hand no N/A by hand - WordPerfect
yes no N/A yes
considering AT
yes N/A no
no N/A by hand
no N/A no
have library module in PastPerfect
no no N/A by hand by hand by hand by hand - Word no by hand - Word N/A no by hand - Word no N/A by hand - Word N/A no by hand
N/A yes yes no yes yes yes yes yes N/A no no no N/A no yes no N/A
Institution 14 SAA-L or SAAMUS-L Institution 15 ARLIS-L Institution 16 SAA-L or SAAMUS-L Institution 17 Institution 18 Institution 19 Institution 20 Institution 21 Institution 22 Institution 23 Institution 24 Institution 25 Institution 26 Institution 27 Institution 28 Institution 29 Institution 30 Institution 31 Institution 32 Institution 33 Institution 34
SAA-L or SAAMUS-L SAA-L or SAAMUS-L ARLIS-L ARLIS-L SAA-L or SAAMUS-L ARLIS-L ARLIS-L SAA-L or SAAMUS-L ARLIS-L ARLIS-L ARLIS-L SAA-L or SAAMUS-L SAA-L or SAAMUS-L ARLIS-L ARLIS-L ARLIS-L SAA-L or SAAMUS-L SAA-L or SAAMUS-L
Museum Archives Database Survey
PastPerfect yes N/A N/A PastPerfect no N/A no N/A no no no no no N/A N/A no no no N/A no no PastPerfect PastPerfect
N/A yes no yes N/A N/A no no no no no no no no no yes N/A N/A N/A N/A no no no no yes - Willoughby iO yes N/A N/A no no no no no yes no yes 1
Notes
have museum, library and archives module
considering AT
have library module in PastPerfect
considered AT as alternative for future
considering AT or ARCHON
March 2009
Q1: Do you use an archival database to accession and describe your archival collections? If so, what is the name of the database? Archivist Toolkit 3
Archival Databases Used
Caudra STAR 1
FileMaker Pro 3
InMagic 1
MS Access 6
Minaret 1
None Used 13
Total Responses 28
Archival Databases Used Archivist Toolkit
3%
11%
Caudra STAR FileMaker Pro
11%
46%
InMagic
4%
MS Access
21%
Minaret None Used
4%
Q2: Do you use a museum collection management system (CMS) to accession and describe your archival collections?
Collection Management System (CMS) Used
None Used 19
PastPerfect 6
TMS 2
Total Responses 27
Collection Management System (CMS) Used 8% None Used
22%
PastPerfect 70%
Museum Archives Database Survey
TMS
2
March 2009
Q2b: Is CMS used in conjunction with an archival database?
CMS Used in Conjunction with Separate Archival Database
No 23
Yes 4
Total Responses 27
CMS Used in Conjunction with Separate Archival Database Yes
No 0
5
10
15
20
25
Q3: Do you use your archival database to create finding aids for each of your collections?
Finding Aids Generated from Archival Database
No 17
Yes 11
Total Responses 28
Finding Aids Generated from Archival Database Yes
No 0
2
4
Museum Archives Database Survey
6
8
10
12
14
16
18
3
20
March 2009
Q3b: If not, how do you create finding aids?
Finding Aids Generated by Another Method (other than Archival Database)
By hand 14
Not created 14
Total Responses 28
Finding Aids Generated by Another Method (other than Archival Database) Not created
By hand 0
2
4
6
8
10
12
14
16
18
20
Q4: Do you create collection level records for your archival collections in the library catalog?
Collection Level Records Created in Library Catalog
No 13
Yes 15
Total Responses 28
Collection Level Records Created in Library Catalog Yes
No 0
2
4
Museum Archives Database Survey
6
8
10
12
14
16
18
4
20
March 2009
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