Movement and shipping logistics

The Movement and shipping logistics data source is used to plan incoming, outgoing, internal, and external movements of objects from single stage movements (from a storage location to a conservation studio, for instance) to multi-stage movements (from storage location to truck, to flight, to truck, and so on). It was introduced with the Standard Model and it implements the Spectrum 5.0 object entry / object exit procedures.

Note: While it is not possible currently to schedule the movement of containers (documented in Locations and containers), this functionality will be available in a future release.

In prior Model Applications, the scheduled movement of an object is documented in its Catalogue record in the Future movements fields on the Location|Future movements panel. This panel is renamed Location|Audits in the Standard Model and the Future movements fields have been removed; instead, a Movement and shipping logistics panel links to Movement and shipping logistics records that document the scheduled movement of the object. A Movement and shipping logistics record can document a movement in far more detail than the Future movements fields. And, as with records in other activity data sources in the Standard Model, Movement and shipping logistics records include the Status (current_status (sS)) field. Managing the Status of a collections management activity as it progresses through an approval's process from pending to completed (or cancelled or rejected) is key to managing the workflow of that activity. Every change to a record's status is automatically documented on the Status history panel, ensuring that a complete history, including who authorized a status change and when, is available.

A Movement and shipping logistics record can also manage more complex movements of one or multiple objects simultaneously. A second status comes into play here: managed on the Object list panel, the Status (object.status (TS)) of each object in the move can be managed independently if required (perhaps the movement of one object is not approved while the others are). When an object's Status progresses to completed, its Current location (current_location.name (2A)) in the Catalogue can update automatically, along with its Movement history (see Change location on completion below).

Two types of scheduled movement are documented and managed in the Movement and shipping logistics data source1:

Simple: A Simple movement is where an object moves from one location to another without any intermediate stages. You document a Simple movement by creating a record in the Movement and shipping logistics data source. You will find details about how to document a scheduled movement below.
Staged: When a movement involves more than one stage, each stage is documented in a Movement and shipping logistics record with a Movement type of Staged; these records include a Stages panel that lists the stage(s) immediately prior to and following the current stage. The Create a staged shipment / movement task in the Catalogue guides you through the process of creating Staged records; it creates a Movement and shipping logistics record for each stage, links each one to the prior and following stage, and links them all to the Catalogue record for each affected object. Details about using the task can be found here.
Subsequently you manage the movement workflow in the Movement and shipping logistics data source. Search for and edit your Staged movement records. Below you will find details about the key panels and fields in a Movement and shipping logistics record.
Tip: It is possible to create Staged records manually, to link them to each other and to the Catalogue record for each object in the move, but the Task is a far more efficient method. If you choose the manual approach, the description below will guide you through creating Staged records.

When a record is created in the Movement and shipping logistics data source, the following panels are available:

As the purpose of many fields is self-explanatory and their use is straightforward, we only highlight those that are of particular note. Not all fields are relevant for all types of movement (Courier and shipping details are unlikely to be relevant for an internal movement, for example), in which case, they can be ignored; but, for the most part, if a field is described below, it is worth completing.

The workflow of Collections records broadly follows the order of panels in Record details View. When creating a Movement and shipping logistics record, start with the Logistics details panel:

Logistics details

This panel holds core details about the movement, including key dates, personnel involved and the status of the movement.

Field group

Details

General

Document the type of movement, movement method, reason for the movement, who requested the movement and expected and actual dates:

Record type / record_type (Df)

Mandatory drop list. Identify the type of movement. What distinguishes movement types is the origin and end points of the object(s) in the move:

	Starts inside the institution	Starts outside the institution
Ends inside the institution	Internal	Incoming
Ends outside the institution	Outgoing	External

Incoming	Used for objects entering the institution's physical premises, including acquisitions and loans from other institutions. Important details we can record include the origin of the object(s), recipients, reason for the movement, packing details, condition, and any requirements associated with the arrival of the object(s).
Outgoing	Used for objects that are leaving the institution's physical premises, and can include loans to other institutions, transfer of disposed or deaccessioned objects, or objects being sent for conservation work. Important details we can record include the destination (where and who), purpose of the move, and any conditions / requirements associated with the movement. With an Outgoing movement the object passes in to someone else's care temporarily or permanently. Compare to External.
Internal	Used for relocation of objects within the institution itself, and can include moving objects between storage areas, galleries, or for internal conservation work, for example.
External	Used for the movement of object(s) occurring outside of the institution for purposes other than loans, such as a travelling exhibition, research, or educational programs. With an External movement the object remains in the care of the institution. Compare to Outgoing.

Movement type / movement_type (rt)

Drop list of values identifying the type of movement:

Staged

When a movement involves more than one stage, each stage is documented in a Movement and shipping logistics record with a Movement type of Staged; these records include a Stages panel that lists the stage(s) immediately prior to and following the current stage.

Tip: While you can manually create a Movement and shipping logistics record for each stage and link them, the recommended method for documenting a staged movement for one or more objects is to use the Create a staged shipment / movement task in the Catalogue: the task guides you through the process, creates and links all required Movement and shipping logistics records. Details here.

Simple

Select Simple when an object moves from one location to another without any intermediate stages.

Mission

Mission functionality using Axiell Move will be supported in a future release.

Reference number / reference_number (RN)

A reference number for the movement request. If you do not provide a reference number, a number is automatically assigned when the record is saved.

Reference number is replicated in Job number on the Movement details panel.

Requested by / requested_by (BA)

A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Start typing the name of the person who requested the movement and select it from the drop list, or click the Link icon to display the Find data for the field box; search for the relevant person or create a record in Persons and institutions and link to it (if authorized to do so).

Details about working with the Find data for the field box can be found here.

Request date / request_date (rD)

The date on which the request was made.

Type a date or click the Calendar icon to select a date (details about date fields and how to use the Calendar can be found here).

Expected and Actual dates and times

Date and time fields.

When creating a Movement and shipping logistics record, specify an Expected start date, Expected start time, Expected end date and Expected end time.

When the movement has occurred, enter the Actual start and end dates and times. Any Actual dates and times entered here are copied to the corresponding fields on the Movement to location panel (and vice versa).

IMPORTANT:The Actual end date MUST be recorded before changing Status (current_status (sS)) to completed.

Movement method / method (E1)

hand carry
external courier
trolley / cart
air freight
forklift

Start typing the term for a method and select it from the drop list, or click the Link icon to display the Find data for the field box; search for the relevant term or create a record in the Thesaurus and link to it (if authorized to do so).

Movement reason / movement_reason (5K)

audit
cleaning
conservation
exhibition
loan
sale

Use the Reason (free text) field to provide details.

Reason (free text) / reason_text (Re)

Text field (will expand to hold a significant amount of information). Provide details about the reason for the move.

Description / description (BE)

Text field (will expand to hold a significant amount of information). Provide a summary of what is being moved and where.

Object / container counts

Document the number of objects expected, sent and received, as well as the number of containers the objects are transported in. Number sent and Number received are updated as the movement progresses from planning through to delivery:

Number expected / number_of_objects.expected (EC)

Enter the number of objects that are expected to arrive at the Planned delivery location (destination_location.name (DL)) named on the Movement details panel.

Number sent / number_of_objects.sent (EL)

When the move commences, enter the number of objects that are actually sent.

Number received / number_of_objects.received (ET)

Enter the number of objects that arrive at the Actual delivery location (delivered_to.name (DT)) named on the Movement details panel.

Number of containers / number_of_packages (F1)

Enter the number of containers expected.

Administration

Coordinator / coordinator (AA)

A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Start typing the name of a person who is coordinating the movement and select it from the drop list, or click the Link icon to display the Find data for the field box; search for the relevant person or create a record in Persons and institutions and link to it (if authorized to do so).

Details about working with the Find data for the field box can be found here.

Authoriser / authoriser (aa)

A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Start typing the name of a person who authorized the movement and select it from the drop list, or click the Link icon to display the Find data for the field box; search for the relevant person or create a record in Persons and institutions and link to it (if authorized to do so).

Details about working with the Find data for the field box can be found here.

Authorisation date / authorisation.date (ad)

The date on which authorization was given.

Type a date or click the Calendar icon to select a date (details about date fields and how to use the Calendar can be found here).

Expected return method / expected_return.method (rm)

A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to the Thesaurus. Identify the method by which the object or objects are expected to be returned (as for Movement method above).

Expected return, Expected return date and Return instructions are used when details are available but a return movement record has not yet been created (perhaps because the return is some time away or it is unconfirmed). Use these fields to ensure that these details are not lost in the meantime.

Expected return date / expected_return.date (rd)

The date on which the object is expected to be returned.

Return instructions / return_instructions (RI)

Text field (will expand to hold a significant amount of information). Provide any instructions and / or other details about the expected return.

Requirements

Requirements / requirements (E5)

Text field (will expand to hold a significant amount of information). Provide details about requirements that staff moving the items should be aware of, including general movement and handling requirements, specific internal processes to follow, and any additional documentation or paperwork needed for the move.

Packing notes

Packing notes / packing_notes (E7)

Text field (will expand to hold a significant amount of information). Provide details about how the objects are packed.

Notes

Notes / movement_notes (OP)

Text field (will expand to hold a significant amount of information). Provide any relevant information that does not have a place in the other notes fields (such as Requirements (requirements (E5)), Description (description (BE)), Reason (free text) (reason_text (Re)).

Current status

Manage the current status of this movement, including who set the status and when (Status date / Status time); any additional information can be added to Status note (current_status.note (sN)):

Managing the Status of a collections management activity as it progresses through an approval's process from pending to completed (or cancelled or rejected) is key to managing the workflow of that activity. Every change to a record's status is automatically documented on the Status history panel, ensuring that a complete history, including who authorized a status change and when, is available.

Status / current_status (sS)

Drop list of values. Track and manage the current status (approval) of the movement from pending through to completed:

pending
pending approval
approved
downloaded2
open
suspended
completed
rejected
cancelled

On successful completion of the move, and BEFOFRE setting Status to completed, it is important to update details on the Movement details panel. At the very least:

It is necessary to enter the Actual end date (date.end (DE)) BEFORE you can set Status to completed.
It is recommended to update Actual delivery location (delivered_to.name (DT)); it must be updated if it is different from Planned delivery location (destination_location.name (DL)).

When you set Status (current_status (sS)) to completed and save the record, the Current location of each object listed on the Object list panel will be updated automatically to the location specified in Actual delivery location (or Planned delivery location if Actual delivery location is empty) if these two conditions are met:

The Change location on completion checkbox is checked.
The Status (object.status (TS)) of the object, which is found on the Object list pane, is also set to completed. If the object's Status is not completed, its Current location will not be updated.

Tip: It is possible to manage and track the status of each object individually or to cascade the Status for the Movement and shipping logistics record to all affected objects: see Cascade status.

Status by / current_status.name (sB)

A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Document who set the status. Start typing the name of a person who set the status and select it from the drop list, or click the Link icon to display the Find data for the field box; search for the relevant person or create a record in Persons and institutions and link to it (if authorized to do so).

Details about working with the Find data for the field box can be found here.

Cascade status / current_status.cascade (sC)

Select the Cascade status checkbox to copy the Movement and shipping logistics record's current status (current_status (sS)) to the Status (object.status (TS)) field of all objects listed in the Object list table on the Object list panel.

Note: The object.status (TS) field is updated when the Movement and shipping logistics record is saved.

Alternatively, manage the status of each object individually on the Object list panel.

Change location on completion / change_location_on_complete (zu)

Checkbox (selected by default). When selected and the record is saved, the Current location of each object listed on the Object list panel will be updated automatically to the location specified in Actual delivery location (or Planned delivery location if Actual delivery location is empty) if these two conditions are met:

Status (current_status (sS)) of the current record The record currently displayed in Record details View or highlighted (with a solid background) in Result set View or Gallery View for instance. is set to completed.
Status (object.status (TS)) of the object (found on the Object list pane) is set to completed. If the object's Status is not completed, its Current location will not be updated.

Record summary

Record summary / record_summary (Z0

An auto-generated summary of the record's data taken from one or more key fields. More details here.

Recipient details

The Recipient details panel holds contact and address details for the recipient of the object(s), that is, where the movement ends. The movement might begin inside your institution or it might be external (Record type = Outgoing or External). As with the Origin details panel, it might also be completed by an institution that comprises multiple museums where the movement of an object is between its own museums and is considered to be Internal:

Field	Details
Recipient / recipient (eC)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Start typing the name of the institution or person who will receive the object(s) and select it from the drop list, or click the Link icon to display the Find data for the field box; search for the relevant person or create a record in Persons and institutions and link to it (if authorized to do so). While Recipient is typically an institution, it could be a person (a private collector receiving objects back after the museum exhibited them, for example).
Contact / recipient.contact (Em)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Start typing the name of the recipient and select it from the drop list, or click the Link icon to display the Find data for the field box; search for the relevant person or create a record in Persons and institutions and link to it (if authorized to do so). If Recipient is a person, Contact will most likely be a PA / administrator, but it is possible that Recipient and Contact are the same person. If so, be sure to complete both fields even though the information is the same as the data in the fields can be used in different contexts (in reporting, for instance, and in searches).

Field

Details

Recipient / recipient (eC)

A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Start typing the name of the institution or person who will receive the object(s) and select it from the drop list, or click the Link icon to display the Find data for the field box; search for the relevant person or create a record in Persons and institutions and link to it (if authorized to do so).

While Recipient is typically an institution, it could be a person (a private collector receiving objects back after the museum exhibited them, for example).

Contact / recipient.contact (Em)

A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Start typing the name of the recipient and select it from the drop list, or click the Link icon to display the Find data for the field box; search for the relevant person or create a record in Persons and institutions and link to it (if authorized to do so).

If Recipient is a person, Contact will most likely be a PA / administrator, but it is possible that Recipient and Contact are the same person. If so, be sure to complete both fields even though the information is the same as the data in the fields can be used in different contexts (in reporting, for instance, and in searches).

The majority of fields on this panel are Linked fields A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref).; some are auto-completed when a selection is made in Contact (origin.contact (Cn)) with values from the contact's Persons and institutions record.

Details about working with the Find data for the field box can be found here.

Movement details

Field group	Details
Movement to location		A number of fields in the General section of the Logistics details panel are replicated here and data entered in one panel will automatically appear in the other.
	Job number / reference_number (RN)	Reference number on the Logistics details panel is automatically copied to Job number (note that if you do not provide a reference number, a number is automatically assigned when the record is saved). Job number is useful when auditing object locations. When the Current location of each object in the movement is updated, Job number is copied to the Movement to location fields in each object's Catalogue record; in time, when an object's Current location changes again, Job number becomes part of the Movement history record documenting the prior movement. As all objects relocated at the same time share the same Job number, it is a simple matter to search by Job number to locate all objects involved in the one movement.
	Actual start / end date and time	When creating a Movement and shipping logistics record, we can specify an Expected start date, Expected start time, Expected end date and Expected end time on the Logistics details panel. On that panel or this one we enter the Actual start and end dates and times when the movement has occurred. IMPORTANT:The Actual end date MUST be recorded before changing Status (current_status (sS)) to completed.
	Movement method / method (E1)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to the Thesaurus. Identify the method by which the object or objects are moved, e.g.: hand carry external courier trolley / cart air freight forklift Start typing the term for a method and select it from the drop list, or click the Link icon to display the Find data for the field box; search for the relevant term or create a record in the Thesaurus and link to it (if authorized to do so).
	Movement reason / movement_reason (5K)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to the Thesaurus. Identify the reason for the movement, e.g.: audit cleaning conservation exhibition loan sale Use the Reason (free text) field to provide details.
	Authoriser / authoriser (aa)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Start typing the name of a person who authorized the movement and select it from the drop list, or click the Link icon to display the Find data for the field box; search for the relevant person or create a record in Persons and institutions and link to it (if authorized to do so). Details about working with the Find data for the field box can be found here.
	Authorisation date / authorisation.date (ad)	The date on which authorization was given. Type a date or click the Calendar icon to select a date (details about date fields and how to use the Calendar can be found here).
	Coordinator / coordinator (AA)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Persons and institutions. Start typing the name of a person who is coordinating the movement and select it from the drop list, or click the Link icon to display the Find data for the field box; search for the relevant person or create a record in Persons and institutions and link to it (if authorized to do so). Details about working with the Find data for the field box can be found here.
	Movement notes / movement_notes (OP)	Text field (will expand to hold a significant amount of information). Provide any relevant information that does not have a place in the other notes fields (such as Requirements (requirements (E5)), Description (description (BE)), Reason (free text) (reason_text (Re)).
Destination location	Planned delivery location / destination_location.name (DL)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Locations and containers. Start keying the name of a planned delivery location or click the Link icon to display the Find data for the field box; search for and select the relevant location to link to it. Context, Barcode and Type are merged-in fields and will be auto-populated with values from the linked record. When you set Status (current_status (sS)) to completed and save the Movement and shipping logistics record, the Current location of each object listed on the Object list panel will be updated automatically to the location specified in Actual delivery location (or Planned delivery location if Actual delivery location is empty) if the Change location on completion checkbox on the Logistics details is selected.
	Actual delivery location / delivered_to.name (DT)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to Locations and containers. When the delivery has happened, start keying the name of the actual delivery location or click the Link icon to display the Find data for the field box; search for and select the relevant location to link to it. Context, Barcode and Type are merged-in fields and will be auto-populated with values from the linked record. When you set Status (current_status (sS)) to completed and save the Movement and shipping logistics record, the Current location of each object listed on the Object list panel will be updated automatically to the location specified in Actual delivery location (or Planned delivery location if Actual delivery location is empty) if the Change location on completion checkbox on the Logistics details is selected. Note: Actual delivery location must be updated if it is different from Planned delivery location.
	Location reason / location.reason (2O)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to the Thesaurus. Identify the reason why this location was chosen (fragile, oversized, and so on). Use the Location notes field to provide details.
	Location notes / location.notes (DD)	Text field (will expand to hold a significant amount of information). Provide any notes about the relationship of the object(s) to the location that do not have a place in the other notes fields.

Object list

On this panel we document all objects to be moved, and manage the status of each object's participation in the movement. If you used the Create a staged shipment / movement task in the Catalogue, this panel will list and link to all objects to be moved:

Field group	Details
Uncatalogued content	Uncatalogued content / miscellaneous_transport_content (TQ)	Text field (will expand to hold a significant amount of information). Describe objects participating in the move that have not been catalogued; this might include potential acquisitions that were rejected and are being returned; objects that were not considered worth cataloguing or which simply have not yet been catalogued for some reason.
Summary	Total number of objects / number_of_objects.total (EO	The total number of object records added to the Object list (essentially the number of occurrences If a field in the current record can have more than one value, we add an occurrence of the field for each value (e.g. a book can have multiple authors so we add an occurrence of the author.name (au) field for each author). An occurrence can be a member of a group of fields, and adding an occurrence of the field adds all members of the group at once. of Object number in the Object list). Updated automatically on record save.
Object list		Repeatable group of fields used to list the Catalogue record of all objects included in the movement.
	Object number / object.object_number (IN)	A Linked field A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to the Catalogue. Enter an object number if known or click the Link icon to display the Find data for the field box and search for the relevant object. Details about working with the Find data for the field box can be found here.
	Status / object.status (TS)	Drop list of values. Track and manage the current status (approval) of the object's participation in the movement: pending pending approval approved open suspended completed rejected cancelled See Status (current_status (sS)) above for the interaction of the status of the movement itself and the status of object(s) in the move. When you set Status (current_status (sS)) to completed and save the record, the Current location of each object listed on the Object list panel will be updated automatically to the location specified in Actual delivery location (or Planned delivery location if Actual delivery location is empty) if these two conditions are met: The Change location on completion checkbox is checked. The Status (object.status (TS)) of the object, which is found on the Object list pane, is also set to completed. If the object's Status is not completed, its Current location will not be updated. Tip: It is possible to manage and track the status of each object individually or to cascade the Status for the Movement and shipping logistics record to all affected objects: see Cascade status.

When Movement type = Staged, the Stages panel will display

Stages

Tip: When working with records that are organized as a hierarchy it is useful to work with Hierarchy browser alongside Record details View as it presents the complete hierarchy of records.

When the Create a staged shipment / movement task in the Catalogue is used, a Movement and shipping logistics record is created for each stage, and each one is automatically linked to the prior and following stage on the Stages panel.

Note: When the Task is used, only one prior and one following record are listed even if there are more stages. The Previous movement(s) and Next movement(s) fields are in fact repeatable and you could choose to list the record for every stage prior to and following the current stage.

If you choose to create Movement and shipping logistics records manually for each stage, use the Previous movement(s) and Next movement(s) Linked fields A type of field used to link one record to another. A Linked field is a drop list of values (records that the field can link to). When a link is made, the field stores a reference to the linked record (a linkref). to link to the Movement and shipping logistics record for each prior and following stage by entering the reference number for a stage if known, or click the Link icon to display the Find data for the field box and search for the relevant stage.

Details about working with the Find data for the field box can be found here.

Use the Occurrence drop list in the Record details View toolbar to add a row above or below a stage if you choose to list more than one previous or next stage:

Movement and shipping logistics records include the Digital references, Expenses and income, Actions and Free fields panels.