Donors, Lenders, Institutions, Shippers

Every donor and lender to the museum will require an Individual constituent record. For couples and partnerships create an individual record for each and use the spouse/partner relationship to link them. Each individual would then be linked to an object with the appropriate role (i.e. donor, lender, funder).

Exceptions:

• Historic conventions of correspondence and formal titles often obscures the name of a wife. In cases where the wife’s name is known, an individual record should be created. Often, a name is not identifiable from our records, and the couple may remain as one individual listing. Add an alternate name to list the couple as needed.

  • For example, A.M. Adler, with alternate name “Mr. and Mrs. A.M. Adler”

• Staff of personal collections. When collectors have an assistant or collection manager to correspond with., their contact information should be listed under their employer’s record.

Museums, galleries, libraries, and other businesses we engage with for collection and exhibition activities should have a single Institution record.

Notes:

• List contact information for staff as needed within their employer’s Institution record.

• Add any previous names of an institution under alternate names. You can use the Alternate name remarks to elaborate dates an institution used a name

Trusts or Foundations formally established to represent artist’s estates should be entered as an Institution record. Follow the same guidelines for listing contact information of employees, or individuals communicating on behalf of an estate, etc. within the institution’s record.

Use the Represents/Represented by relationships between these institutions and artists whose estate they represent.

Exception:

• In the case of art professionals that may administer more than one artist’s estate, they may require their own Individual record and/or an Institution representing their personal business.

Shippers, craters, and other Arts Business will need Institution records.

Notes:

• Again, individual employees most often do not need their own record, and their contact information should be listed under the employer.

• Business that have multiple monikers, or regional hubs, should have a single Institution record, with designations in alternate names and addresses.