MUSEUM ARCHIVES DATABASE SURVEY

Conducted and compiled by Elizabeth Ehrnst and Eumie Imm-Stroukoff, Georgia O’Keeffe Museum Research Center

ARLIS-L = Art Libraries Society of North America listserv

SAA-L = Society of American Archivists listserv
SAAMUS-L = Society of American Archivists Museum Archives Section listserv
N/A = Did not answer this question

Q4: Library
Q3: Archives Catalog
Q2b: CMS DB finding Q3a: Finding aids collection
Institution Listserv Q1: Archives DB Q2: CMS conjunction aids other level records Notes
Institution 1 SAA-L or SAAMUS-L no no no no no no considering AT
Institution 2 SAA-L or SAAMUS-L no TMS no no no no
Institution 3 SAA-L or SAAMUS-L no PastPerfect no no no no
Institution 4 ARLIS-L MS Access - homegrown no yes - KEmu no by hand - Word yes
Institution 5 ARLIS-L Archivist Toolkit no no yes no yes
Institution 6 ARLIS-L MS Access - homegrown no no yes by hand - Word yes
Institution 7 SAA-L or SAAMUS-L Caudra STAR no no yes no no have museum, library and archives module
Institution 8 SAA-L or SAAMUS-L MS Access - homegrown no no no by hand - Word yes
Institution 9 ARLIS-L no no no no no yes
Filemaker Pro -
Institution 10 SAA-L or SAAMUS-L homegrown no no no by hand yes considering AT
Institution 11 SAA-L or SAAMUS-L no PastPerfect no yes no no
Institution 12 ARLIS-L N/A N/A N/A N/A N/A N/A
Institution 13 SAA-L or SAAMUS-L no TMS yes - TMS no by hand - WordPerfect yes considering AT
Filemaker Pro -
Institution 14 SAA-L or SAAMUS-L homegrown PastPerfect yes yes no no have library module in PastPerfect
Institution 15 ARLIS-L N/A N/A N/A N/A N/A N/A
Institution 16 SAA-L or SAAMUS-L no PastPerfect no no by hand no have library module in PastPerfect
Filemaker Pro -
Institution 17 SAA-L or SAAMUS-L homegrown N/A N/A yes no N/A
Institution 18 SAA-L or SAAMUS-L Archivist Toolkit no no yes no yes
Institution 19 ARLIS-L N/A N/A N/A N/A N/A yes
Institution 20 ARLIS-L no no no no by hand no
Institution 21 SAA-L or SAAMUS-L MS Access - homegrown no no no by hand yes considered AT as alternative for future
Institution 22 ARLIS-L Inmagic no no no by hand yes
Institution 23 ARLIS-L no no no no by hand - Word yes
Institution 24 SAA-L or SAAMUS-L MS Access - homegrown no no yes no yes considering AT or ARCHON
Institution 25 ARLIS-L N/A N/A N/A N/A by hand - Word yes
Institution 26 ARLIS-L N/A N/A N/A N/A N/A N/A
Institution 27 ARLIS-L no no no no no no
Institution 28 SAA-L or SAAMUS-L Minaret no no no by hand - Word no
Institution 29 SAA-L or SAAMUS-L Archivist Toolkit no yes - Willoughby iO yes no no
Institution 30 ARLIS-L N/A N/A N/A N/A N/A N/A
Institution 31 ARLIS-L no no no no by hand - Word no
Institution 32 ARLIS-L MS Access - homegrown no no no N/A yes
Institution 33 SAA-L or SAAMUS-L no PastPerfect no yes no no
Institution 34 SAA-L or SAAMUS-L no PastPerfect no yes by hand N/A
Museum Archives Database Survey 1 March 2009
Q1: Do you use an archival database to accession and describe your archival collections? If so, what is the name of the database?

Archivist Toolkit Caudra STAR FileMaker Pro InMagic MS Access Minaret None Used Total Responses
Archival Databases Used 3 1 3 1 6 1 13 28

Archival Databases Used

Archivist Toolkit
3%
11% Caudra STAR
FileMaker Pro
46% 11%
InMagic
4%
MS Access
21% Minaret
None Used
4%

Q2: Do you use a museum collection management system (CMS) to accession and describe your archival collections?

None Used PastPerfect TMS Total Responses

Collection Management System (CMS) Used 19 6 2 27

Collection Management System (CMS) Used

8%

22% None Used

PastPerfect
TMS
70%

Museum Archives Database Survey 2 March 2009

Q2b: Is CMS used in conjunction with an archival database?

No Yes Total Responses

CMS Used in Conjunction with Separate Archival Database 23 4 27

CMS Used in Conjunction with Separate

Archival Database

Yes

No

0 5 10 15 20 25

Q3: Do you use your archival database to create finding aids for each of your collections?

No Yes Total Responses

Finding Aids Generated from Archival Database 17 11 28

Finding Aids Generated from Archival

Database

Yes

No

0 2 4 6 8 10 12 14 16 18 20

Museum Archives Database Survey 3 March 2009

Q3b: If not, how do you create finding aids?

By hand Not created Total Responses

Finding Aids Generated by Another Method (other than Archival Database) 14 14 28

Finding Aids Generated by Another Method

(other than Archival Database)

Not created

By hand

0 2 4 6 8 10 12 14 16 18 20

Q4: Do you create collection level records for your archival collections in the library catalog?

No Yes Total Responses

Collection Level Records Created in Library Catalog 13 15 28

Collection Level Records Created in Library

Catalog

Yes

No

0 2 4 6 8 10 12 14 16 18 20

Museum Archives Database Survey 4 March 2009