MEETING: efmnhtransactions Working Group - 13 January 2025

[rondlg]

Agenda

Addresses with loans

• Institution vs individuals
• What field should the address be pulled from the invoice?
• • Incoming
• • Outgoing
• Institution
• • Individual

Workflows

• Document the workflows for standard invoices (those sent to or from an Institution)
• • Researcher
• • Student
• • Collaboration
• Document the workflows for nonstandard, but not uncommon invoices (e.g. where no institution is involved)
• • Researcher
• • Student
• • Collaboration

Any other issues?

Open item for any other issues
[Elana] It would be great if we could link Event records to Transaction records for accessions/ study collection. There have been a few instances where I wished this was possible and I’m sure more will come up. When there’s a lot of field notebooks or slides and we want to be able to link all of the MM records for them to the accession record as a whole since we don’t know the individual catalog record(s) it goes with or it’s just related to the collection as a whole, but not necessarily a specific object. And Collection Events doesn’t allow for linking Groups of multimedia records.

Response: Are all the issues outlined here covered in the structural changes document for eft transactions?

[rondlg]

Decisions:

In all cases of Outgoing and Incoming loans, regardless of Institution or individual.
We will be using the Contact Person field [TraContactPerson_tab] to record information about the person in charge of the loan and to whom the loan is sent from the parties Address Tab, Postal fields.

Student names belong in the For Use By field in all cases.

[fmjjones]

When a person involved in Transactions or Accessions changes address, a new address record is created and associated with that person's party record on the Association tab. address workflow Any Loan, or accession linked to the person's party record during the time the old address was current will need to have the new Address record linked to the affected efmnhtransaction records.