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The issue with spreadsheets for record keeping is that it might seems easy to link workand spreadsheets together, the more multifaceted the work gets, the more demanding it is to
manage as well as update all those work- and spreadsheets. Another disadvantage of using a
spreadsheet software such as Excel is that only one person at a time can manipulate the data
within those spreadsheets. Using a relational database such as Microsoft Access also allows to
set specific user-level security access which can protect sensitive data as well as prevent users
from unintentionally or intentionally changing tables, queries, forms, etc.
Objectives of the Database Environment
At this point we identified some of the existing problems that the Art Museum faces with
their way of record keeping. Now we need to define the objectives which describe the specific,
tangible product that this project will deliver. According to Management Hub (2014),
objectives of database management in an organization should be share-ability, availability,
evolve-ability as well as integrity (para. 1). Some of the other objectives specific to this project
identification of the artiest to the correlation artwork, location of the artwork within the museum,
as well as classification. This database will allow the museum to generate reports that will
provide the requested information. At this point the new solution will not interface with other
systems within the company and does not have to share data with other systems.
Scope and Boundaries
Because this museum is a non-profit organization with no existing database yet, the
government has agreed to pay for hardware and software that is required to provide the museum
with a usable computerized collection management system that addresses all the listed
objectives, as long as this program is completed prior to January 1st, 2015.
Data Specifications
The entities that are required to ensure that database will function are:
Artist:
o Artist_ID
o Artist_First_Name
o Artist_Last_Name
o Artist_DOB
Artwork:
o Artwork_ID
o Artwork_Name
o Artist_ID
Location:
o Location_ID
o Artwork_ID
o Location_Name
This database design will provide the art museum with easily retrievable information on how
many art works are currently on display for specific artists, as well as where they are located
within the gallery.
References
Baron, R. B. (1988). The SWAP Project - Building A Museum Database from the Bottom
Up. Retrieved from http://www.studiolo.org/MusComp/SWAP/SWAP.htm#Outline
Management Hub. (2014). Retrieved from http://www.management-hub.com/databasemanagement-objectives.html
Solutions for Corporate and Small Museum Collections . (2014). Retrieved from
http://www.artsystems.com/solutions/instcoll.htm#small
Teach ICT. (2012). Computerised Vs paper-based databases. Retrieved from http://www.teachict.com/ks3/year7/data_handling/miniweb/pg3.htm