Product Features

GENERAL FEATURES

• Affordable, integrated collection management software
• Catalog up to one million catalog records
• Catalog archives, art, archaeology, geology, historic objects, library materials, music collections, natural history, oral histories, and photographs
• Handles accessions, cataloging, loans in, loans out, exhibits, condition reporting, and repatriation
• Research and Reports for full access to your data
• To do list on main menu and catalog screens
• Authority files, programmable function keys, default data screens, and fill-from-last
• Lexicon including computerized version of Chenhall's Revised Nomenclature
• Integrated campaign and contacts management
• Membership, donations, fund-raising, and pledge tracking
• Rich Text word processor for creating letters
• Spell check
• Update history including date, time and user is saved for each catalog record
• Verified authority files - checks for valid entry in field
• Optional features available including: Multimedia/Imaging, Barcode Printing, Network operation, Scatter/Gather, and Virtual Exhibit html web creator.

TEMPORARY CUSTODY

• Helps track items as they enter your organization
• Accession or Return some or all items
• Create and Print Temporary Custody Form
• Automatically convert Temporary Custody Receipt into Accession or Incoming Loan
• System allows up to four different donors to be listed for each receipt
• Automatically generates Thank You Letter

ACCESSIONS

• Automatically creates Thank You Letter and Deed of Gift forms
• Allows up to four donors for each accession
• Link all four donors to contacts screen
• Link catalog records to accession screen
• Tracks accession activities including dates: received, accessioned, inventoried, photographed, deed of gift sent, thank you letter sent, deed of gift returned, reviewed for deaccession, offered to other institution, deacessioned

DEACCESSIONS

• Maintains special Deaccession file for catalog records removed from collection
• Tracks deaccession date, disposal date, disposal method, and reason for deaccession

ALL CATALOGS (Objects/Archives/Library/Photos)

• Four separate catalogs for Objects, Archives, Library, and Photos
• Multiple screens with specific fields for each type object
• Appraisal history for each item
• Detailed location information including: building, room, wall, cabinet, shelf, drawer and container
• Location history maintained for each item
• Related objects
• Additional tabs for data Access and finding aids: People/Classification/Subjects/Search Terms
• Custom fields include, character, date only, numeric, and unlimited entry
• Find by any field and find nearest record if exact match is not found
• Query command allows research from catalog screens
• History button displays log of data change dates and user name that made changes
• Separate default data screens for each user
• Over 100 Authority Files for major fields
• View Dublin Core elements in XML from catalog screens
• Web link to Getty Art & Architecture Thesaurus or Library of Congress from catalog screens
• "To do" list for each catalog including a "Flag for review" option, so that certain records can be marked for further inspection by a supervisor
• Attach up to 999 images per catalog record (optional feature)
• Attach audio, video, Excel, PDF, documents and web links to catalog records (optional feature)

OBJECTS CATALOG

• Catalog Screen View for Archaeology
• Catalog Screen View for Art
• Catalog Screen View for Geology
• Catalog Screen View for History
• Catalog Screen View for Natural History
• Dimensions with auto conversion from in/oz to cm/gr, or ft/lbs
• Sub-screen for inscription details
• Sub-screen for Artist/Creator
• Sub-screen for Site Information

ARCHIVES CATALOG

• Fields conform to international standard ISAD(G)
• Multi-Level Linking for large document collects
• Catalog Screen View for Maps
• Catalog Screen View for Oral History
• Catalog Screen View for Music Collections
• Fully searchable container list for each record

PHOTOS CATALOG

• Fields Include: Photographer, Place, Studio, Processing Method, Film Size, Film Type, Negative Location and Negative Number
• Sub-screen for Photographer
• Sub-screen for Studio
• Sub-screen for Event Information

LIBRARY CATALOG

• Fields Include: Call Number, Title, Author, Subject Series, Edition, Publisher, LCCN, ISBN, and Added Entries
• Sub-screen for Author
• Sub-screen for Event Information

REPATRIATION

For items that are subject to repatriation, there is a repatriation type value field and a detailed repatriation screen. This screen has fields for repatriation type, date of notice in federal register, claimants, handling requirements, disposition, authorized by, authorized date, and notes

EXHIBITS

• Track in house and traveling exhibits
• Catalog records placed on exhibit are flagged on catalog screen
• Jump from catalog record to exhibit screen
• Exhibit history is maintained for each item that has been on exhibit
• Record Shipping & Insurance information for traveling exhibits
• Fields Include: Exhibit name, start date, end date, curator, installer, advisory board, purpose, location, transportation, staff required, security, fire prevention, humidity, temperature, light level, expected and actual visitor traffic, expected and actual cost.
• Traveling exhibit additional fields include: ship date, arrival date, ship from, ship to, transportation paid by, form of transportation, crate types, number of crates, crate List, primary carrier, additional carriers, handlers, and insured by
• Attach up to 20 images of each exhibit (optional feature)

LOANS IN

• Tracks Incoming Short and Long-Term Loans
• All items on loan are flagged in the catalog
• Jump from catalog record to loan screen
• Loan Agreement Forms are generated from the Loan Screen
• Sub-screen for detailed Shipping Information

LOANS OUT

• Tracks outgoing loans
• All items on loan are flagged in the catalog
• Jump from catalog record to loan screen
• Loan history is maintained for each item that has been loaned out
• Outgoing Loan Forms are generated from the Loan Screen
• Sub-screen for detailed Shipping Information

CONTACTS/MEMBERSHIP

• Database for all contacts including, donors, members, volunteers, docents and prospective donors
• Biography information screen with extended data including, birthday, nick names, education, publications, relations, marital status, sex, birthplace, employer, occupation, interests, affiliations, titles and honors
• Memberships can include multiple individuals or organizations
• Dues payment history is maintained
• Donation history is maintained
• Mail-merge functions for bulk mailing
• Over 100 system and user defined mailing lists
• Rich-Text full function word processor for creating multiple-page mail merge letters
• Send E-mail to Individuals or Lists
• Volunteer information can be maintained including: status, available days and hours, emergency contact, skills and work preferences
• Attach image of individual (optional feature)

FUNDRAISING

• Campaign tracking with up to ten fund-raising activities for each campaign
• Donations and new memberships can be credited to a solicitor and linked to a campaign
• Programs and Events attended list
• Track pledges including scheduling payments and sending reminder letters

RESEARCH

• Ability to save queries
• Option to remove selected records from search results before printing or viewing
• Separate catalog queries now run directly from catalog screens

UTILITIES

• Backup to Hard Drive, Floppy, CD, DVD, or other Removable Drive
• Restore quickly and reliably
• Import from FoxPro, D-Base, ASCII, MS-Excel
• Export to FoxPro, D-Base, ASCII, MS-Excel, and XML
• Global Update

SECURITY

• Password Protection System that restricts selected users form sensitive data
• Total flexibility to allow restriction on a case-by-case basis

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Copyright 2010: PastPerfect Software, Inc.