Last summer I designed and implemented a collections management database for a local history museum in North Georgia. I used Access because they already had a license for it with their Microsoft Office package and money was tight for this new museum. The museum had three distinct collections (art, archaeology, and antique hand tools). I created one database which allowed them to enter collection specific information (i.e. artist's name and tribal affiliation) as well as information common to all collections (i.e. donor name and accession number). All of the data entry screens had buttons that activated the donor information, the exhibit history, and the collections care history for that particular object. If they wanted to accession art, they would open the art page. This screen had an additional button leading to artist information which was in a separate table. I also created a database for contact management. This was much more than just a computerized rolodex system. One of the beauties of Access is that it is easily integrated into other Microsoft packages. I set up several queries that they could use with the MailMerge function in Word to do mass mailings. I also designed the database to allow them to pull up a list of people (volunteers, members, donors, etc.) who had indicated a particular interest in various areas of the museum. So if they needed help with a garden in the living history village, they could pull up a list of gardeners with the click of a button. This database also tracked annual membership. Lastly, I designed a database to use for facility reservations. It had fields for security, catering, a/v, housekeeping, etc. So all the information for any use of the facilities (whether by another department on campus or by someone renting the facility) was on the form. A hard-copy of the form could be used as an invoice and to alert other departments of their duties for the event. By keeping it in a database, the person taking the reservation could quickly check availability. Financial reporting on facility rental was also a breeze. It took me about a week to develop all three databases. As I mentioned, they already had the software, so it only cost them my time (which, as a graduate intern, was not much!). I highly recommend a customized database. I have found Access to be very user friendly, powerful, and flexible. This museum would simply never have purchased packages off-the-shelf to serve these functions. Also, many of the expensive ready-made collections management packages have functions that most places never use. My only concern with Access is speed. I am not sure at what point it bogs down. So of the off-the-shelf packages claim to be the fastest thing going. I couldn't say. Good luck in the search! Please feel free to contact me if you have questions about my experience with Access. Katie Anderson ---------- >From: [log in to unmask] >To: [log in to unmask] >Subject: Integrated Museum Software >Date: Fri, Aug 11, 2000, 12:03 PM > >We're developing a new museum complex with four individual museum facilities >on a 300 acre campus. We're looking for a "package" of integrated software >for museums that would allow us to input and generate reports on finances, >collections, donors, volunteers and membership. Is there such a thing out >there and if so, what has been your experience. Thanks, Nick Clark, E. D., >Museums At Prophetstown, Battle Ground, Indiana <www.prophetstown.org> > >========================================================= >Important Subscriber Information: > >The Museum-L FAQ file is located at >http://www.finalchapter.com/museum-l-faq/ . You may obtain detailed >information about the listserv commands by sending a one line e-mail >message to [log in to unmask] . The body of the message should >read "help" (without the quotes). > >If you decide to leave Museum-L, please send a one line e-mail message to >[log in to unmask] . The body of the message should read "Signoff >Museum-L" (without the quotes). ========================================================= Important Subscriber Information: The Museum-L FAQ file is located at http://www.finalchapter.com/museum-l-faq/ . You may obtain detailed information about the listserv commands by sending a one line e-mail message to [log in to unmask] . The body of the message should read "help" (without the quotes). If you decide to leave Museum-L, please send a one line e-mail message to [log in to unmask] . The body of the message should read "Signoff Museum-L" (without the quotes).