1. KE EMu Collection Management Training Page 1 KE EMu Collection Management Training www.kesoftware.com

2. KE EMu Collection Management Training Page 2 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:

3. KE EMu Collection Management Training Page 3 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.

4. KE EMu Collection Management Training Page 4 What are the Catalog support modules? The following diagram displays how the Catalog links to the Catalog support modules for Cultural History institutions.

5. KE EMu Collection Management Training Page 5 What is the Catalog support modules? The following diagram displays how the Catalog links to the Catalog support modules for Natural History institutions.

6. KE EMu Collection Management Training Page 6 What is the collection management modules? The following diagram displays how the collection management modules link to the Catalog and to each other.

7. KE EMu Collection Management Training Page 7 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

8. KE EMu Collection Management Training Page 8 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.

9. KE EMu Collection Management Training Page 9 What is a hierarchical multi-discipline catalog ? KE EMu can support multiple disciplines within one Catalog.

10. KE EMu Collection Management Training Page 10 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

11. KE EMu Collection Management Training Page 11 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.

12. KE EMu Collection Management Training Page 12 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.

13. KE EMu Collection Management Training Page 13 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.

14. KE EMu Collection Management Training Page 14 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:

15. KE EMu Collection Management Training Page 15 What is the Locations module? PurposeAttachment 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

16. KE EMu Collection Management Training Page 16 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.

17. KE EMu Collection Management Training Page 17 What is the Internal Movements module? PurposeAttachment 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

18. KE EMu Collection Management Training Page 18 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

19. KE EMu Collection Management Training Page 19 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 At the end of this unit you will know:

20. KE EMu Collection Management Training Page 20 What is the Valuations module? PurposeAttachment 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

21. KE EMu Collection Management Training Page 21 What is the Insurance module? PurposeAttachment 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

22. KE EMu Collection Management Training Page 22 What is the Condition Checks module? PurposeAttachment field in the Catalog 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

23. KE EMu Collection Management Training Page 23 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

24. KE EMu Collection Management Training Page 24 What is the Conservation module? PurposeAttachment field in the Catalog 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

25. KE EMu Collection Management Training Page 25 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 At the end of this unit you will know:

26. KE EMu Collection Management Training Page 26 What is the Loans module? PurposeAssociated recordsLoan 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.

27. KE EMu Collection Management Training Page 27 What is the Movements module? PurposeAttachment field in the Catalog 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

28. KE EMu Collection Management Training Page 28 What is the Events module? PurposeAttachment field in the Catalog 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.