KE EMu for Cataloguers . Unit objectives: Introduction to KE EMu KE EMu terms and definitions What are the KE EMu modules What is Catalog.

KE EMu for Cataloguers

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Unit objectives: Introduction to KE EMu

KE EMu terms and definitions What are the KE EMu modules What is Catalog module What are the Catalog support modules What are the Collection Management

modules How the Catalog support modules and

Collection Management modules attach to the Catalogue

In this unit we will learn:

Catalog module

A Catalog record includes basic object information such as:

Unique identifier Object title and type Number of items or parts Brief physical description Category, discipline or department to which the object

belongs

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

Catalog support modules

The following diagram displays how the Catalog attaches to the Catalog support modules in a Cultural History institution.

Catalog support modules

The following diagram displays how the Catalog attaches to the Catalog support modules in a Natural History institution.

Collection management modules

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

Unit 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

In this unit we will learn:

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?

Purpose Attachment field in the Catalog

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 objectives: Registering object value, insurance, condition and conservation details

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

In this unit we will learn:

What is the Valuations module?

Purpose Attachment field in the Catalog

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?

Purpose Attachment field in the Catalog

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?

Purpose Attachment field in the Catalogue

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?

Purpose Attachment field in the Catalogue

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 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

In this unit we will learn:

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?

Purpose Attachment field in the Catalogue

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?

Purpose Attachment field in the Catalogue

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.