[Nhcoll-l] Catalogue number requests - paleontology

Fri Apr 28 12:00:50 EDT 2017

We follow policy that ALL specimens must first come to the museum for cataloguing prior to being loaned out.  Even if that means a researcher collecting something in the badlands, stopping by the museum for number, and then continuing on to their home institution from there.  We can take field notes enter them into our database and provide a catalogue number in about 5 minutes.  The problem for us, and maybe for others, is when researchers collect and borrow matrix that they want to wash and sort at their home institution.  In those situations we have little choice but to take their spreadsheets of the micro specimens and append our catalogue number to each specimen so that our assigned catalogue number is what is used in the publication.  We have found success in managing it this way and have not had a problem with specimens not finding their way back to us once the paper is published.

Brandon Strilisky, MA
Head of Collections Management
T: 403-820-6211 | F: 403-823-7131

Royal Tyrrell Museum
Box 7500, Drumheller, Alberta T0J 0Y0 Canada
www.tyrrellmuseum.com<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.tyrrellmuseum.com_&d=DwIGaQ&c=-dg2m7zWuuDZ0MUcV7Sdqw&r=CLFZJ3fvGSmDp7xK1dNZfh6uGV_h-8NVlo3fXNoRNzI&m=Q46CqjufUV0HpcY1VONMrQqjCgptb0copki6DuL-9eM&s=qCVpyg0kmCJBx-z8ZO87JTMudMT7ZBTf4Fm-AjC0d7E&e= >

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From: nhcoll-l-bounces at mailman.yale.edu [mailto:nhcoll-l-bounces at mailman.yale.edu] On Behalf Of Shelton, Sally Y.
Sent: Friday, April 28, 2017 9:36 AM
To: Prondzinski, Mary Beth; DjanChekar, Nathalie; nhcoll-l at mailman.yale.edu
Subject: Re: [Nhcoll-l] Catalogue number requests - paleontology

I agree with Mary Beth 2000%. We are dealing with a situation in which the specimens were formally published using institution A’s numbers, but were never actually delivered there, and wound up in institutions B, C, and D. It has been very difficult to resolve. Insist on receiving the specimens and accessioning, cataloguing, and numbering them yourself before you allow the numbers to be used in publication. You can always lend them back to the researcher once you process them into your collections, but the use of your numbers should mean that they are legally yours, not the researcher’s.

Sally Y. Shelton, Associate Director
Museum of Geology and Paleontology Research Laboratory
South Dakota School of Mines and Technology
501 E. St. Joseph
Rapid City, SD   57701
Sally.Shelton at sdsmt.edu<mailto:Sally.Shelton at sdsmt.edu>
605.394.2487

From: nhcoll-l-bounces at mailman.yale.edu<mailto:nhcoll-l-bounces at mailman.yale.edu> [mailto:nhcoll-l-bounces at mailman.yale.edu] On Behalf Of Prondzinski, Mary Beth
Sent: 28 April, 2017 9:28 AM
To: DjanChekar, Nathalie <nathaliedjanchekar at therooms.ca<mailto:nathaliedjanchekar at therooms.ca>>; nhcoll-l at mailman.yale.edu<mailto:nhcoll-l at mailman.yale.edu>
Subject: Re: [Nhcoll-l] Catalogue number requests - paleontology

As Collections Manager here at the University of Alabama, I don’t like this practice myself.  Too many times our accommodating the collector has resulted in specimen(s) that have never been received, or worse, the donor reneges on his/her promise to deposit the specimen(s) in our institution.  I think it is a bad practice assigning numbers to phantom specimens, especially the way people move around these days (!)  It makes it nearly impossible to keep track of the specimens’ whereabouts.

Mary Beth

Mary B. Prondzinski
Collections Manager, Natural History Museum
The University of Alabama<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.ua.edu_&d=DwMGaQ&c=-dg2m7zWuuDZ0MUcV7Sdqw&r=CLFZJ3fvGSmDp7xK1dNZfh6uGV_h-8NVlo3fXNoRNzI&m=aUAoDXz4dp6PnIbrQZPEQIRBWeNpNEJ9LDy5CTbV6yU&s=3CV7O624o_VxgkkoAcM2m0vGhSJc66PHVFkMl0ZxKrA&e=>
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From: nhcoll-l-bounces at mailman.yale.edu<mailto:nhcoll-l-bounces at mailman.yale.edu> [mailto:nhcoll-l-bounces at mailman.yale.edu] On Behalf Of DjanChekar, Nathalie
Sent: Friday, April 28, 2017 10:06 AM
To: nhcoll-l at mailman.yale.edu<mailto:nhcoll-l at mailman.yale.edu>
Subject: [Nhcoll-l] Catalogue number requests - paleontology

Good day,

I would like to know how other institutions handle a researcher’s request for catalogue numbers for the purpose of  publication when the request comes prior to the specimens physically entering the museum.

As a rule, we don’t issue catalogue numbers until an incoming lot has arrived on the premises and can be assessed and fully accessioned. This is sometimes difficult to apply, particularly in paleontology. Regularly, paleontologists require catalogue numbers for publication, but need to hang on to their material for ongoing research. Permits and regulations often dictate that specimens be deposited in the region where they were collected. Sending the material back and forth, when the researchers live away, can be costly and presents risks and delay. However, issuing catalogue numbers prior to the specimens’ arrival creates an external backlog that is challenging to manage. I’m curious to hear about the experience of others with this issue.

I thank you and look forward to your comments and feedback.

Nathalie

Nathalie Djan-Chékar  -  Natural History Collections Manager
(709) 757-8082 (W) | nathaliedjanchekar at therooms.ca<mailto:nathaliedjanchekar at therooms.ca>

Provincial Museum Division
The Rooms Corporation of Newfoundland and Labrador

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