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Frequently Asked Questions (FAQ)

What is the Condition-Reporting.com (CRC) system? It is a condition reporting system designed for museums, galleries, conservators, organizations or those who regularly performs object/artifact condition reporting. Since it is cloud based, reports may be created from anywhere. Once entered, the information is immediately available at any location - not just where it was entered. Our approach is to provide functionality in a simple, inexpensive, and straightforward fashion. This approach allows it to look and operate the same - whether on a PC or Mac, an Android tablet or smartphone, or an IPad or IPhone. What you experience with our demonstration site is an actual live CRC system, configured for demonstration purposes.

How would this system be useful to my organization?

    • Do you loan or borrow artifacts, create traveling exhibitions, survey collections?

    • Do you need to access or provide condition reports that are created in many locations, and viewed in different ones?

    • Do you need to receive automatic email notifications when new reports are entered or changes occur?

If so, then the CRC may be right for you.

How is the CRC system implemented? The system operates as a traditional website, however it is implemented entirely using only Google Apps. The forms themselves are Google Forms, while report results are saved in Google Sheets - web based spreadsheets. All you need to operate is a free Google account, and no other hardware or software.

What artifact/object classes does the CRC system provide? The CRC system supports forms and reports for any class of object. CRC provides a standard library of entry forms and reports to choose from, based largely on Basic Condition Reporting: A Handbook published by the Southeastern Registrars Association (SERA), and The New Museum Registration Methods published by AAM:

    • Paintings and Frames

    • Ceramics and Glass

    • Photographs

    • Works on Paper

    • Textiles

    • Sculpture

  • Generic

Since there is no standards for condition reporting forms, you may find that CRC's standard library forms are too detailed, or not detailed enough, for your needs. Since you will have your own copy of these Google Forms, you have the ability to quickly tailor or enhance them, create additional forms you may need, or have CRC do this for you.

How is my CRC system installed? To create your system, CRC copies and configures the standard library of Forms and documents (similar to what you see in our Demo) into a new Google account created just for you. CRC then works with you to ensure it is installed and functioning properly, and securely. That account is then turned over to you - you change the password, and it is ready to use immediately! It is yours - to use, add to, modify, or brand as you wish without any further cost or obligation.

How secure is my system and report data, and who can access it? The system security, sharing, and access is controlled through Google’s access and sharing mechanisms, available to all of your Google Forms and Sheets. You can restrict or offer access - to your forms and/or data - to individuals, groups, or restrict it to yourself. Your entire system, both forms and data, are automatically backed up by Google, so you can always restore older versions should you have the need. See Google Drive Tour and documentation for further details.

How many people can be using the system at the same time? The CRC system is a true multi-user system, and not like sharing an Excel spreadsheet. It can be simultaneously used by any number of people, both reporting and reviewing results.

Can I export my data to Excel? What about importing current data I may have? Your submitted condition reports are stored in the Cloud, on your Google Drive, in a Google Sheet - a Cloud based spreadsheet much like Excel. You can export this data into your own Excel spreadsheet whenever you wish, as this functionality is built into Google Apps. If you already have condition reporting data in Excel spreadsheets, these can be uploaded and automatically transformed into Google Apps data sheets, and used by the CRC system, providing they contain the necessary fields. CRC is happy to work with you on data migrations, either to or from the CRC Condition Reporting System.

Can I modify or enhance the system myself? Absolutely. All of the pages, menus, forms, and reports are implemented using only free Google services. There is no additional programming. This means that once you have your copy of the system in your Google Account…it is yours. You can use it as delivered, modify or brand the forms or pages, create your own new Forms, and link or embed any of them into another website. You have complete flexibility over the fields on your Forms, required versus optional, data validation, field types (text, drop-down, check-box, etc.). See Google Forms and documentation for further details.

Can the system be integrated with an existing website? Each piece of the system has a unique URL. This allows you to easily integrate or embed any or all of the elements into an existing website - as links, buttons, or frames. This applies whether they are the CRC supplied elements, or new/custom versions you have created.

How can I handle images or other associated documentation? CRC has chosen a simple, free, and non-technical solution for managing images and documentation associated with reports. Create or use an existing web-based photo/document sharing account, one that can be shared by you and your reporters. If you don’t already have one, there are many free services available, such as Picasa, Google+, Dropbox, or Flicker. Upload and share the images or documents, then add that sharing information, such as a link(s) in the ‘images location’ field on the condition report Form. This method allows you take full advantage of the editing, cropping, annotation, and image enhancement capabilities of your photo sharing system (or systems). If you store your images on hard copy, DVD, or other physical media, you can use this ‘images location’ field to describe their physical storage location.

Can the system provide automatic email notifications and reports? Condition reporting Forms all include an ‘email notify’ field. If you use this feature, results will be emailed as an HTML formatted report - one over whose format you have full control. When a Form is submitted, the report will be automatically generated and sent by email. You can also elect to receive immediate or daily digest notifications only - e.g. notifications-only without the full content of the reports - and return to view or send a report manually at your convenience.