efmnhtransactions workflows
All Outgoing Loans will have a “Media Creation & Assignment Agreement” document that should be signed and returned either by email (as a pdf) or snail mail. A PDF of that signed document should be uploaded to a Multimedia record, and attached to a Rights record. The Rights record should overwrite the blank “Media Creation & Assignment Agreement” form attachment to the Transaction record in the “Right Details” (AccRightsDetailsRef_tab) field.
[[See Post Development Workflows for future data entry steps.] Used By: All
- Print loan forms (including MCAA erights irn 743)
- Signed Loan documents are returned.
- Create new rights record and attach the signed MCAA pdf to it.
- Detach the existing blank MCAA rights form from the transaction record
- Attach the signed MCAA rights record.
- If the signed MCAA requires non-standard rights & attribution,
- If after discussion with the loanee the signed MCAA has been modified then a new rights record should be created to document that and this is the record that should be attached to any resulting multimedia records.
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- Set up a Task to notify managers within 2 years to attach the new Rights record (signed MCAA) to returned Multimedia.
- If the signed MCAA has NOT been altered ie the creator accepts CC-BY-NC then the default multimedia rights attachment (erights irn 46) is all that is needed on any resulting multimedia records.
Used By: Insects
Locations: http://intranet.fieldmuseum.org/emu/node/6289 and \Filer01\se\Collections\Anthropology\Policies and Procedures\Collection_Area_Procedures Insect Collections Standards: \filer01\SE\Collections\Zoology\Insects\Insect Collection\INS_Trans\Specimen_Transaction_Manual In Use? Yes, but will need updating
Used By: Anthro
Location (URL): \Filer01\se\Collections\Anthropology\Registration\Loans In Use?: Yes, but will need updating
**Used by: Botany **
Process: Collections Managers create groups of catalogued and barcoded specimens for Botany Loans to use in the transactions record. Action center with start to do the same.
- Assign an Invoice # to the record (because the field is mandatory)
- Add the Other Institution’s # (if one exists) in the Other Institution # field (LoaOtherInstitutionNo)
- Fill in the other fields where appropriate (for use by is our Researcher, Due date is the date the loan is due back at the loaning institution, etc.)
- Record objects in the Objects (U) tab (in fact, this is what that tab was designed to record and nothing else.)
- Use Task tab to send a reminder email to researcher who borrowed the specimens/objects of the upcoming return due.
- Along with the events record, the Department field on the Security tab must also have Exhibitions. https://github.com/fieldmuseum/EMu-Documentation/discussions/688
Used by: Everyone with a loan to Exhibitions
Process:When are values required? Whenever something goes on exhibition but otherwise not needed.
- Who enters them? Exhibitions will liaise with the catalogue collection to create the actual valuation record and then attach the catalogue record to it.
- Suggested contacts for how to determine these:
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- Zoology - Alan Resetar (may have documentation)
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- Geology - Jim Holstein
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- Anthropology - Lauren Hancock
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- Exhibitions - Mary Cochran / Chris McGarrity
Anthropology/Geology method shown here:
**Number of Duplicates **(ObjNumberOfDuplicates)
- Where does Cryptogams record Duplicates?
MO - 1 NY - 1 BM - 1
- For Lichens: Botany/Wyatt currently makes separate records for duplicates & indicate repository.
- For other Botany areas, record # of duplicates all in 1 catalogue record, but don’t currently indicate where
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- In Transactions record/s, can attach each catalog record (representing a single duplicate), e.g.,
On the “Objects U” tab, enter data in a row for the Duplicate sent out to the other repository. (No catalogue record will actually be attached, but each row represents 1 duplicate)
On the “Objects”, the FMNH catalogue record for our own record will be attached with documentation that it is not loaned/sent out, but is a duplicate of what was sent out
In the catalogue record, the data for “how many” duplicates are “where” can be auto-built from that Transaction record
- Action -- wants to keep seeing # of duplicates remaining at the Field Museum This can be calculated from attached transaction (total # duplicates - # rows in the transaction)