Movements module

The Movements module is used to schedule and / or record the movement of objects:

• in and out of an institution;
• within an institution, for example when shifting objects between off-site storage facilities.

Note: An internal movement is one in which a collection item is moved within an institution (an on-site movement).

An incoming movement may be:

• An incoming loan for an exhibition.
• A donation to the institution.

An outgoing movement may be:

• An object being sent for external conservation work.
• An outgoing loan.
• The return of an object after its acceptance into the collection has been rejected.
• Shipping an object to off-site storage.

In most cases the movement is recorded when the objects are actually leaving or entering the institution; however, a future movement of a valuable object may be recorded in order to allow customs and insurance details to be recorded in advance.

Details recorded include the purpose of the movement, authorisation, location to / from which an object is being moved, date of the movement, courier, consignment details, customs broker, insurance policy, any special handling or packing instructions, associated costs and confirmation of receipt.

External Movements documents, including packing slips and receipts on arrival / request to dispatch, can be generated from within EMu.

A Movements record can also attach to a record in the Loans module via the Associated Loan: (Request Details) field on the Information 3 tab.

A Movements record includes:

• A Movement number
• Shipping method
• Source / Destination
• Contract / Agreement number
• Movement supervisor
• Objects to be moved
• Special handling instructions

Tab	Description
Information 1	Holds movement details, including: Movement number Movement direction: Incoming, Outgoing, Internal Source and destination Movement supervisor If the movement is internal (the Internal radio button is selected under Movement Direction), entering a date in Date Moved: (Movement Details) will pop up the following message: Selecting Yes will update the location of all attached objects: The Locations tab in the Catalogue module will be updated for every affected object. A record will be generated automatically in the Internal Movements module for every relocated object.
Information 2	Records details about the transporter and customs broker.
Information 3	Records details about who requested the movement and when, and who authorised the movement.
Dates	Holds details about movement dates: Scheduled dates of movement Actual dates of movement Rescheduling arrangements
Handling	Used to record special handling instructions.
Objects	Lists all objects associated with the movement, with accompanying notes.
Finance	Records costs associated with the event, e.g. transportation, and also links to an insurance record if required.
Tasks	See Tasks tab for details.
Notes	See Notes tab for details.
Multimedia	See Multimedia tab for details.
Security	See Security tab for details.
Audit	See Audit tab for details.
Admin	See Admin tab for details.

The following flowchart describes how to record an external movement:

When an object has been transferred to an external destination, receipt of its arrival is recorded in a Movements record.

Similarly, when an incoming movement is recorded prior to an object's actual arrival, the arrival date is completed in the Movements record when the object is received by the institution.

To register the arrival of a moved object:

1. Search the Movements module for the required record.
2. Select the Dates tab.
3. In the Arrival Date: (Arrival Details) field enter the arrival date of the object.
4. In the Date Processed: (Arrival Details) field enter the date that the object arrival was processed.
5. In the Received By: (Arrival Details) field attach the Parties record of the person who received the object.
6. In the Acknowledgement Date: (Arrival Details) field enter the date that the arrival of the object was acknowledged.
7. Save the record.

A report can be created to serve as a dispatch report to accompany objects moved to an external destination. This report provides details about the objects moved together with their transportation details.

The following is an example of a dispatch report:

EMu generates a daily report listing all movements that are due to commence, and all movements which are overdue. The output of these reports is automatically emailed to the registration staff who are nominated in the People to be Notified: (Scheduled Details) field in the Movements module.

The following is an example of a notification email: