Dear Beau,

Until recently I was the only one with control over the contact database
in PastPerfect, though students did most of the basic data entry.  We do
not have a development department but in March I turned responsibility
for the development and membership aspect of PastPerfect over to our new
employee.

Currently both of us have full security clearance of the Contact
database in PastPerfect.  We both do data entry for our own areas.  We
have agreed that we can freely make address changes and add people to
new lists; however we cannot delete a contact unless both of us agree on
it.

The main way we separate collection related contacts from the
development or membership contacts is by the mailing lists we have them
on.   For collections donation I use the Gifts in Kind tab with the type
designation collections, this includes object entering both the
permanent and education collections. The person entering information for
development could the designation services, we have not had any
non-collection objects donated.  Mostly she uses the membership and
donations tab.

We have not run into any problems yet, but we have only had two
different people working contacts for a couple of months.

Kirsti Giles

-----Original Message-----
From: Museum discussion list [mailto:[log in to unmask]] On
Behalf Of George Harris
Sent: Monday, July 13, 2009 3:29 PM
To: [log in to unmask]
Subject: [MUSEUM-L] Collections/Development conflicts in PastPerfect

Hello again everyone,
I realized after I sent my first email that I didn't change the subject
line and some may not have realized what I was asking, so here is my
question one last time.  Thanks.
I have a question for registrars/collections managers who work at
museums
who's development department uses PastPerfect for contacts as well as
collections managment.  My question is how do you manage the contacts
for
collection donations vs. financial donations?  Also, who is incharge of
entering contact information or do you have it set up so that the
collections department and devemopment department each can add and edit
contacts?  Please excuse any cross postings with people on this list who
are also on the Registrar's list.

Thanks.

Beau Harris.

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