Now that PastPerfect is configured for your organization, it is time to start entering your data. This is the recommended procedure:
If your data is already in a computer, it can probably be converted into PastPerfect. There is no need to reenter this data. You may be able to convert the data yourself, or we can convert the data for you. We charge very reasonable rates for conversion services and can give you a free quote before we start the work.
Some of the data formats that we have converted include: Access, ARGUS, ASCII, dBase, DonorPerfect, Excel, FileMaker Pro, FoxPro, GiftMaker Pro, Heritage Sentinel, Inmagic DB/TextWorks, iO, MARC, MCMS, Mimsy, Minaret, Paradigm, Paradox, Q&A, Raiser's Edge, Re:discovery, SNAP! for Windows, Superbase, and Winnebago Spectrum.
For more information about our conversion services, please visit our website at www.museumsoftware.com and click on Products & Services | Data Conversion & Support.
We recommend that you start your data entry with the names and addresses of your frequent collections donors. This information should be entered into the Contacts file. The Contacts file can act as the Source field's authority file for accessions. When you add an accession record you can select the donor from the Contacts file, instead of typing the donor's name. If there are additional donors for the accession, you may access their information from Contacts when you enter their names in the accession record. For more information on entering data in the Contacts file, please consult Chapter 20 - Contacts.
The PastPerfect Accession file contains information about the acquisition of an item or items by your organization, including the source's name and address. Each record represents a single donation, which is defined as one or more items donated at the same time by the same donor. Each catalog record in Objects, Photos, Archives, or Library can be associated with one accession record. Multiple catalog records may be associated with a single accession record. This relation frees you from having to enter the acquisition information on each and every catalog record. It is entered just once in the Accession screen. For details on entering your accession records, see Chapter 5 - The Accession Process.
Finally, it is time to start the process of entering your catalog records. PastPerfect has four separate catalogs that provide specific descriptive fields for items in your collection. Chapters 6-9 provide step-by-step instructions for entering your records.
If you have items in your collection that were loaned to you from other organizations or individuals, you can set up incoming loans to record information about the loans. Read Chapter 11 - Incoming Loans for details. For items that you have lent to other institutions, we provide a file for outgoing loan information. Please read Chapter 12 - Outgoing Loans for details.
PastPerfect provides a special section for tracking exhibits. One record can be created for each active exhibit. When cataloged items are listed on an exhibit, a special flag is placed on the catalog record. PastPerfect will also help you print item exhibit labels and keep a history file of past exhibits. Please see Chapter 13 - Exhibits.
PastPerfect will also help you with development. The Contacts section allows you to create mailing lists and produce labels, letters and emails to solicit donations and members. Fundraising campaigns can be defined and pledges monitored. Members can be entered along with their dues amounts and paid dates. Volunteer availability, preferences and hours can also be tracked. Before entering names and addresses you should define your membership types, funds for donations, in-kind gift types, as well as volunteer projects in the Main Menu | Setup | Contacts section. This is also where you will compose your mail merge letters, define your organization's fiscal year and set up emails. Details on setting this up are in Chapters 20-24.