Applying Argus to
collections


Interface

The Argus interface accommodates a wide range of users, from those who only wish to browse the collection and retrieve information to expert administrators who apply the full range of features and design its data models. Through our Web Access Module we can also provide solutions for multimedia users who do not access the database directly but relate to it through kiosks, on-line exhibit programs, or remote research. Argus uses different visual tools and features to allow each of the user groups above to work with the system in a manner which is both visually intuitive and functional. All Level 1 access is accomplished with web technology (Intranet and Internet). This allows the client maximum freedom to control the user's visual environment, link additional tools such as helper applications, create links to web site information, and integrate authored material such as SGML-tagged brochures and catalogs. Argus meets all Windows interface criteria including drop-down menus and icons for frequently used features.

     Management features

Argus is a comprehensive application designed to manage museum, archive, or corporate collection records in all their variety and complexity. Argus can manage collections of any size, including the largest archival and natural science collections. It can control and track all aspects of collection management including accessions, loans, exhibitions, location tracking, researcher and public access, conservation management, condition and valuation reporting, inventory control, and much more. Argus is a metasystem that allows each client to mold the database to suit unique needs.

The primary tables in Argus are Activity, Object, Lexicon, Site, and Party. At the heart of the application design is a four-part architecture of tabs record types, associated tabs, SuperFields, and tasks.

     Record types

Record types can be created for each primary table: Lexicon, Activity, Object and Site. Record types identify the kind of record that is being managed as well as placement of SuperFields, and tab order. For instance, record types for the Object table are called collection types; once a collection type is defined for an individual object record, the SuperFields and tabs that are assigned to that collection type populate the record.

     Tabs and SuperFields

Tabs are divisions within each window where broad categories of information are entered for each record. On the object window, there are tabs for location, condition, activities, image, description, and so on; each tab contains groups of fields specific to the kind of information being recorded. Some or all the tabs in a given window may appear, depending on the record type selected. SuperFields are user defined, created, named, and controlled.

These fields vary according to record type and can be used on a number of different tables. There is no limit to the number of SuperFields any given window, record type, or individual record can accommodate. When a record type is created, the client assigns tabs and SuperFields appropriate to that record type. This allows each kind of record to have its own specific SuperFields and window criteria. An object record within the collection type "Photograph" may automatically excuse the sites tab and include SuperFields on the description tab for Photographer, Printer, Medium, Edition, Inscription, Title, Subject and Notes.

On individual photograph records users could add other SuperFields as necessary (Series, Title, Signature, or Collector's Marks, for example). For a collection type such "decorative art," SuperFields may include Manufacturer, Period/Style, Materials, Purpose, and Designer. With this flexibility in the basic structure, it is easy to see how clients can use record types and SuperFields to manage very specific kinds of information. SuperFields in other windows can extend definitions, accommodate Artists' biographical data, and record information unique to the collection without any custom programming.

     Tasks

When new Objects or Activities are created, checklists of associated tasks may be kept for each record. This will allow daily management of all checklists, authorizations, legal documentation and other procedures. Tasks are defined by the client, who also determines what record type each task is associated with, and whether the task is essential. Due dates, status, and personnel assigned to given tasks can all be tracked. A Wizard can also identify outstanding tasks and mark them as completed.

Support for multiple collections - Unusual collections benefit from the flexibility of the Argus design. If an organization has a large collection of unique material, collection types for all those items may be created and supported with SuperFields that are specifically designed for those collections.

Location - Retaining a detailed location history, along with unlimited notes about object movement, is an essential function for proper inventory control. In Argus, all object records accommodate a complete history of location information, not just a limited number of old locations. Along with the location itself, Argus can record the date of placement, who moved the item or found it during inventory, why the object was moved, and lengthy additional notes. A location can be defined as the normal permanent location for an item or as any number of display, exhibit or other temporary location types.

Related records - Argus has a specific tab for recording related object information. Argus can accommodate part/whole relationships as well as intellectual relationships between objects. For example, if a dress, a pair of shoes and a veil were donated by different individuals over a range of years, their associated relationship as a wedding costume may be indicated by relating the records, thereby facilitating public access and exhibit planning. Likewise, in the activities window, related activities can be tracked using the related tab. Proposed accession and accession activity records for an object can be related to the proposed deaccession activity record for easy reference. Or the many activities associated with a single exhibition (incoming and outgoing loans, objects sent out for framing or conservation, gallery installation and so on) may be interrelated quite simply, with appropriate notes.

Condition and conservation - Argus has a detailed condition tab that, like the location tab, allows for unlimited entries to produce a full condition history. The user can record the overall condition, the date, the recorder, a full description, and any associated notes (unlimited in length).

Valuations - Argus tracks all the values of an object from the time of acquisition. This process is accomplished using the valuation tab. Some of the specific data fields for each entry include: the appraiser's name, motive for the appraisal, date, associated documents on file, description, and high and low value. Like all term-controlled (or coded) fields in Argus, all of the terms to be used in each of the fields are user-determined. Users create their own parameters for motive, associated documents, and procedures, allowing the customization of information for searching and reporting

Lexicon structure - Whenever controlled vocabulary benefits from being organized hierarchically, lexical structures are used. From its beginnings, the Argus product line has made use of the Lexicon as a hierarchical controlled vocabulary tool. In lexical structures, each term (word or grouping of words) is organized within a tree, where there are broader categories above the term and narrower categories below. Additional terms may reside at the same organizational level as other Lexicon terms. These terms at the same level are synonyms. In Argus, searching on a term will find all the terms below the search starting point and include those "narrower terms" in the search results.

With a multiple-hierarchy structure, any term may have more than one broader term. This increases the searching power and allows multiple academic organizational schemes to coexist without redundant data. Homonyms are also supported in the Argus data model. With the use of differentiators in the data model it is possible to prompt data entry validation and search each separately.

Pre-structured vocabulary - The Argus Lexicon has been redesigned to support commercially available lexicons. With the Argus Lexicon, multiple vocabularies may coexist in the same lexicon, thereby increasing the power of searching and cutting down on the need for external applications to facilitate cataloging. At present, Argus can incorporate many of the academically accepted Lexicons, including: Art & Architecture Thesaurus · Getty Thesaurus of Geographic Names · Union List of Artist Names · Museum Nomenclature and Revised Museum Nomenclature (Chenhall) · Linnaeus Taxonomic Nomenclature.

As new vocabularies emerge, Questor researches the technical and licensing issues surrounding integration of the new vocabulary into the Argus Lexicon. Many relevant vocabularies are not hierarchical when distributed, but may be organized hierarchically by the client once they are in Argus.

     Authority control

In Argus, an institution may choose to "force" compliance to a given vocabulary or taxonomic authority at the time of cataloging. This feature is supported by assigning specific Lexicon authority to specific SuperFields within a given collection. It is possible to ensure that all of the terms in the "materials/techniques" field for paintings come from the AAT, while the same field in another collection type draws on different authority. When organizing the Lexicon, users can choose an authority and view its associated terms in the context of the entire Lexicon. This allows users to see at a glance which terms in the Lexicon are from different authorities.

If cataloging has been controlled strictly by an authority, a search may still be very broad. By not limiting a search to a given authority, the entire Lexicon is accessed. One does not need to know the exact term, nor is there a need to revert to external sources to determine the exact term.

Local Terms - Virtually all pre-structured vocabularies fall short when it comes to cataloging materials. This is especially true if the collection being catalogued has a considerable amount of unique material requiring "local" terms for cataloging accuracy. Local terms are terms which are significant to the collection or item being cataloged but are too specific to have been entered in a commercially available vocabulary. An example is the subject of a photograph of a historical structure: a subject authority may list the town where the structure is situated, perhaps even the district, but it would probably not have streets or single structures on those streets. The structure's name can be added to the lexicon as a term under the local authority in Argus. This new local term may be associated with a broader term that places it within the standard authority, while indicating that the term is part of the local authority. Questor has long advocated the use of local terminology while honoring the role of standardized vocabularies. Argus allows the addition of new terms both vertically and horizontally to any vocabulary term; that is, you may add broader terms, synonyms, "see alsos", and narrower terms.

Lexicon term types - As with Objects and Activities, the Lexicon preserves record types. Lexicon types may include categories such as artist, culture, material, style, period, historical event, and object. Each of these has its own set of SuperFields for recording data unique to that kind of Lexicon term. Information about cultures, architectural details, artistic techniques, and artistic schools can be recorded to facilitate proper usage and maintain complete information.

Data can be saved for objects of which the museum has parts or depictions, but does not own an example. These objects may be referenced for exhibitions and education. Linking images with Lexicon terms to illustrate distinctions between similar things makes Argus a more powerful educational tool.

The most common use of Lexicon term types is entering and maintaining biographical data for artists, cultures or manufacturers. This allows Argus to support full biographical data.

Publication, ownership, and provenance histories - Argus can record complete bibliographies for each item, and include publication histories of each artist or other individuals. The links between publications and objects may be made at very specific levels. Each field can be annotated to associate it with a publication or bibliographic entry; thus, one can refer to the source for data such as label copy or attributions. Ownership histories of an object as well as provenance information are also recordable in the Argus data structure. Each ownership reference can contain full data and is fully searchable and reportable.

     Activities

The Activity Window is dedicated to the entry and management of transactions or events. Each activity type is determined by its function (for example, accession or loan).

Activity types - Primary types of activities tracked by Argus users include: Accessions (Acquisitions) · Deaccessions · Loans In · Loans Out · Exhibitions · Preaccessions · Transportation · Insurance management

The following list of Activity features gives details of process management for selected transactions.

Pre-accessions -  Argus supports preaccessioning, including automatic transfer of information from preaccession records to actual accession records. It can automatically renumber objects if preaccession objects are approved for accession. The user is prompted for the proper object numbering sequence when activities are created in this manner.

De-accessions -  The deaccession process is fully supported. This includes recording committee notes, and linking a credit line from a deaccession to a new accession made using proceeds from a sale. The record of an object's proposed deaccession is retained even if the object is not actually deaccessioned.

Incoming loans - Incoming loans are tracked with full information on lenders, carriers, curators, and other related personnel. Appraisals, insurance, tasks, and shipping information are all recorded and searchable. Complete costs can be recorded and assigned to accounts. Reports for loan agreements, release forms, and receipts can be generated directly from the loan record.

Outgoing loans - Outgoing loans can be recorded as single transactions or as complex transactions with multiple venues, each with different shipping requirements. Full information on lenders, carriers, curators and other related personnel, as well as appraisals, insurance, and required actions are recorded, searchable and reportable. Complete costs can be recorded and assigned to accounts and all required forms can be produced. If items return from a loan, the Update Locations wizard can change locations from offsite to in-house in a single batch.

Insurance - An institution can create an insurance activity for tracking risk management. Loans can track the insurance status of individual items. Unlimited valuations, high and low ranges, appraisers and appraisal motive are all recorded on an object by object basis, as well as for groups of loaned, accessioned or deaccessioned objects.

Transportation -  Shipper's information and shipping instructions (for individual objects or a group) can be recorded so that not all items need be shipped the same way, nor all travel to the same venue, to be listed on a single transportation record. Bills of lading and other reports are produced as needed.

Processing -  Any activity may be managed at different levels. For example, an exhibition may be managed as a proposed exhibition until such time as it is approved by the management of an institution. At the time of approval, Argus can finalize the proposed exhibition, archive the record, create the new approved exhibition record, transfer all pertinent data, and number the new record. The pertinent data may include specific fields being tracked for exhibitions, the exhibition contacts with each individual's and/or institution's role identified, and the generation of a list of required tasks identified for the management of an approved exhibition. In addition, objects linked to the proposed exhibition would be linked to the approved exhibition where appropriate with object-specific actions identified.

Wizards -  Wizards can be used to update locations, create new records, and generate a "To Do" list for tasks.

     Using Activities

Accessions, de-accessions, loans (both incoming and outgoing), exhibitions, and transportation are all considered activities in Argus. Information about each one of these activities constitutes an individual activity record. This functionality is important because an outgoing loan or exhibition may involve several additional incoming loans, shipping activities, or outgoing loans (to conservators, photographers, and so on), before the actual loan or exhibition takes place. Because most activities involve more than one object, and because activities can be interrelated, it is not practical to record activity information in the object records.

Activity records, like Object and Lexicon records, use record types. This allows the client to determine a field structure and data model for each kind of activity. Within a general category of activity, such as accessions, the client may create different SuperFields to handle the nuances of gifts, purchases and bequests. Tasks can track the actions to be completed for any activity, just as they can for objects. They specify the due date, the person assigned to the task, and completion date. All tasks are predefined by the institution and may be searched and reported in groups or individually, allowing a client to customize reports. All activities can have tasks (including staff designated to complete them) preassigned. When a new outgoing loan is created, for example, a list of tasks and staff assignments is automatically set up.

The client can configure the system to assign tasks to staff members each time an activity record is created, or on a record-by-record basis. Automatic assignment of tasks can be overridden on an individual record or updated to reflect staff changes. Argus offers a wizard, called "List Things to Do," which monitors multiple tasks. This tickler list of pending tasks can display tasks for any individual, activity, or object.

     Rights & Reproductions

For each photographic request, the Argus user can create a Rights & Reproductions record that addresses all standard rights and reproduction matters. Each order is given a specific tracking number and all pertinent information is recorded on the seven tabs.

Argus groups orders for photographic materials and other reproduction requests in the Rights & Reproductions window. The requesting individual (or agency with contact individual) is noted, as are all contacts associated with the request. These are linked to the work order along with the specific objects. The laboratory name, work order, and dates are noted if the reproduction request is filled by an outside laboratory.

Critical information, such as the reason for the reproduction request and its proposed use, are tracked on the Request tab. The user may track how many copies or duplications are being requested, what form they are to take (transparency, color print, format size of materials) and what rights have been extended for those reproductions. The purchase order number (if applicable) and date ordered are recorded on the Administration tab.

With both a Charges tab and a Payment tab, all fees pertinent to the transaction are recorded. Associated fees, taxes and other financial details are defined by the client. Handling fees, taxes and tax exempt status are all recorded, with associated fees being calculated automatically. Payment of fees is tracked with amounts due identified for billing. Using PowerBuilder, or other third party report writers, work orders, bills, invoices and agreement forms may be generated from the record with all necessary information merged into the forms. Questor provides standard forms for use with this feature.

other stuff: digital imaging, web access module,
& compliance with data standards