[Nhcoll-l] Rehousing specimens and retaining labels

Dean A. Hendrickson deanhend at austin.utexas.edu
Fri Jun 4 12:21:23 EDT 2021


More on the topic of shelving system compression to save extremely limited
space in:

Cohen, A., Hendrickson, D., & Casarez, M. (2019). *An Alternative Shelving
Arrangement for Natural History Collection Objects to Optimize Space and
Task Efficiency*. https://doi.org/10.14351/0831-4985-33.1.55 or
http://dx.doi.org/10.26153/tsw/13255


* <http://www.fishesoftexas.org/>fishesoftexas.org
<http://fishesoftexas.org/>*

*Dean A. Hendrickson, Ph.D. *(he/him/his), *Curator of Ichthyology
<https://biodiversity.utexas.edu/collections/ichthyology>,* Integrative
Biology <https://biodiversity.utexas.edu/resources/collections>, Biodiversity
Center <https://biodiversity.utexas.edu/resources/collections>, University
of Texas <https://www.utexas.edu/>, 2900 Innovation Blvd., Austin, Texas
78758-4445 USA. +1-512-471-9774; Orcid
<http://orcid.org/0000-0001-7835-0295>/ Bionomia
<https://bionomia.net/0000-0001-7835-0295> / lab
<https://sites.cns.utexas.edu/hendricksonlab> / collection
<https://biodiversity.utexas.edu/collections/ichthyology>




On Fri, Jun 4, 2021 at 7:26 AM Callomon,Paul <prc44 at drexel.edu> wrote:

> For one method for compressing alcohol collections and dramatically
> reducing inspection times, see:
>
>
>
>
> https://www.researchgate.net/publication/337950870_An_improved_design_for_the_storage_of_fluid-preserved_specimens_in_small_to_medium-sized_containers
>
>
>
>
>
> Paul Callomon
>
> Collection Manager, Malacology and General Invertebrates
> ------------------------------
>
> *Academy of Natural Sciences of Drexel University*
>
> 1900 Benjamin Franklin Parkway, Philadelphia PA 19103-1195, USA
> *prc44 at drexel.edu <prc44 at drexel.edu> Tel 215-405-5096 - Fax 215-299-1170*
>
>
>
>
>
>
>
> *From:* Nhcoll-l <nhcoll-l-bounces at mailman.yale.edu> *On Behalf Of *Rob
> Robins
> *Sent:* Friday, June 4, 2021 8:10 AM
> *To:* Sergio Montagud <sergio.montagud at gmail.com>;
> nhcoll-l at mailman.yale.edu
> *Subject:* Re: [Nhcoll-l] Rehousing specimens and retaining labels
>
>
>
> *External.*
>
> Hi Folks,
>
> Not to get too philosophical here, but I feel strongly that everyone
> working in museums must work to save space/use the space they have more
> efficiently.
>
>
>
> Space limitations are an existential threat to museum collections. We've
> all seen what administrative bodies tend to do when space runs out/costs
> become too high (really different sides of the same coin). Crises ensue and
> sometimes the collections are thrown out or transferred. The costs are huge
> and the outcomes wholly antithetical to the point of having said
> collections in the first place. This is to say nothing to the very real
> harm done to morale of the collections community.
>
>
>
> The last 60 years have seen huge advances in ways of increasing access to
> large collections of items while simultaneously using a smaller footprint
> to store them. These advances are seen at work not just at for profit
> commercial enterprises but in the largest libraries.
>
>
>
> I applaud those researching the options and applying these solutions to
> museum collections.
>
>
>
> Best wishes,
>
>
> Rob
>
>
>
> P.S. Dirk makes an excellent point about monitoring fluid collections for
> evaporation, especially the smallest containers. This is of course easily
> done in a jar-sized arranged collection -- one only need visit the block of
> shelves that contain all the smallest containers, rather than wander the
> entire collection hoping to encounter small containers by chance in a
> phylogenetic system; an onerous, costly, and inefficient procedure
> predestined to skip a number of the containers one intended to survey.
>
>
> ------------------------------
>
> *From:* Nhcoll-l <nhcoll-l-bounces at mailman.yale.edu> on behalf of Sergio
> Montagud <sergio.montagud at gmail.com>
> *Sent:* Friday, June 4, 2021 7:47 AM
> *To:* nhcoll-l at mailman.yale.edu <nhcoll-l at mailman.yale.edu>
> *Subject:* Re: [Nhcoll-l] Rehousing specimens and retaining labels
>
>
>
> *[External Email]*
>
> What an interesting information, Erik.
> Thanks to share
>
> Sergio
>
>
>
> *From: *Nhcoll-l <nhcoll-l-bounces at mailman.yale.edu> on behalf of Erik
> Åhlander <Erik.Ahlander at nrm.se>
> *Date: *Friday, 4 June 2021 at 11:55
> *To: *Simon Moore <couteaufin at btinternet.com>, Nicole Seiden <
> nseiden at fau.edu>
> *Cc: *NHCOLL-new <nhcoll-l at mailman.yale.edu>
> *Subject: *Re: [Nhcoll-l] Rehousing specimens and retaining labels
>
>
>
> Dear Nicki,
>
>
>
> As you already have been informed. Never ever discard the original label!
> Also the physical connection to the specimen is important. We have done the
> opposite: moved specimen to lager jars to be able to take care of the
> labels. If you have to save space: discard the specimens and keep the
> labels (OK, I am joking – maybe). I am presently regaining information lost
> in the 1790s through fragments of original labels. A picture of a label is
> not enough. The kind of ink and paper is important. We have plans for the
> future to test if chemical analysis of the labels can help understanding
> the origin of certain important specimens.
>
>
>
> Best wishes,
>
>
>
>
>
> Erik Åhlander
>
> vertebrate zoology and museum history
>
>
>
> ZOO
>
> Swedish Museum of Natural History
>
> PO Box 50007
>
> SE-10405 Stockholm
>
> Sweden
>
> +46 0 8 5195 4118
>
> +46 0 70 225 2716
>
> erik.ahlander at nrm.se
>
>
>
>
>
>
>
> *Från:* Nhcoll-l <nhcoll-l-bounces at mailman.yale.edu> *För *Simon Moore
> *Skickat:* den 3 juni 2021 16:19
> *Till:* Nicole Seiden <nseiden at fau.edu>
> *Kopia:* NHCOLL-new <nhcoll-l at mailman.yale.edu>
> *Ämne:* Re: [Nhcoll-l] Rehousing specimens and retaining labels
>
>
>
> Hi Nicole,
>
>
>
> Yes a trade card binder should be good. Ensure that there is a
> cross-ref’ing number somewhere even if it’s the original acquisition number.
>
>
>
> As to repairing the flaky ones, I used to back them onto Japanese tissue
> with a little neutral PVA. A bit terrifying at first but I took time to
> practice using bits of flaky browned paper, really hones the skills and the
> labels were easy after that!
>
>
>
> With all good wishes, Simon
>
> Simon Moore MIScT, RSci, FLS, ACR
> Conservator of Natural Sciences and Cutlery Historian,
>
> www.natural-history-conservation.com
> <https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.proofpoint.com%2Fv2%2Furl%3Fu%3Dhttps-3A__url11.mailanyone.net_v1_-3Fm-3D1looBv-2D0003rP-2D3c-26i-3D57e1b682-26c-3DKo5NzR4MGaTbzNqd1vO0tYS6QQbeb7kRXz0fa-2Dbj-5F315acSOjW7-2DI6S9JVWGkxyv67OBKahXXYxIUA-2DZl-5FYcqy2RYwOOlCM5ivIrWCsuKFzqm1ln7hLETnw7WtBFzUx2EjV8T-5FFKl3OPEySX2CGiTpfF5t4-2DzhQdmbQbsQ4MpIghGFu77WiM0h9Jn5ItYenxPf2ofQWGTfcwK4vldoVNkdz8jbMgSgf50-5FZTrmxyTS-2DAVkhtLvmvLxuXQr-5FDVUgV%26d%3DDwMFaQ%26c%3DsJ6xIWYx-zLMB3EPkvcnVg%26r%3DMCIx6IevDpZN7oPx8SAIb6_HvqHJFo2if2SZHHR4kiQ%26m%3DDo8wK8QLw2Hv_hyYRly2_UlwHqk7xyz6R1nK00Y81Xg%26s%3DCTYif7IcXopzbGAB4J_oDZtyaDyiuwegzsnx9zYugrc%26e%3D&data=04%7C01%7Cprc44%40drexel.edu%7C585e7512844043ac55de08d927526048%7C3664e6fa47bd45a696708c4f080f8ca6%7C0%7C1%7C637584057028917618%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=YTbKaQ0IgNMjC4eNFjN%2Foxq6Vg0dGnbjdJH8ePz5%2FgM%3D&reserved=0>
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>
>
>
> On 3 Jun 2021, at 14:56, Nicole Seiden <nseiden at fau.edu> wrote:
>
> Hello everyone,
>
> Thank you very kindly for your responses and input!
> I do intend to digitize the labels before any final movement of them
> however, we are also planning to convert our database from Access to
> Specify in the next year or two. Until we switch into Specify, our photos
> will be stored on a separate hard drive and won't be attached to the
> individual records right away. I'm not keen on discarding the labels
> entirely, as I agree with the notion that digital data remains vulnerable
> to several sources (e.g., hackers, server failure, human error, etc.), and
> the curators here are able to recognize the handwriting of previous
> curators and collectors, as others have noted.
>
> Simon - Organizing the labels into stamp albums is a clever idea! We may
> do something similar - maybe something like a trading card binder.
> Eric - I'm partial to jar-size labels too! I'm hoping to make this my next
> project after organizing the jars by size.
>
> Lennart - Storing them in alcohol would take up additional space, and if
> you store multiple labels in a single jar of alcohol, retrieving and
> returning individual labels becomes a challenge and risks damaging the
> labels. My vote is to store them in a dry envelope or filing system like
> Simon suggested.
> Has anyone laminated their old/redundant/archived labels? Some of our
> labels are in poor condition and laminating them may make handling them
> less hazardous.
>
> Cheers,
> Nicki
>
> Nicki L. Seiden, M.Sc.
> She/Her/Hers
> Research Collection Manager
> Harbor Branch Oceanographic Institute
> nseiden at fau.edu
> From: William Poly <wpoly at calacademy.org>
> Sent: Thursday, June 3, 2021 6:44 AM
> To: Simon Moore <couteaufin at btinternet.com>
> Cc: Nicole Seiden <nseiden at fau.edu>; NHCOLL-new <nhcoll-l at mailman.yale.edu
> >
> Subject: Re: [Nhcoll-l] Rehousing specimens and retaining labels
>
>                                 EXTERNAL EMAIL : Exercise caution when
> responding, opening links, or opening attachments.
>
>
> And multiple backups of all digital data would be useful.  As others
> noted, the original labels contain useful info and should be saved.
>
>
> On Thu, Jun 3, 2021 at 4:06 AM Simon Moore <couteaufin at btinternet.com>
> wrote:
> At the Natural History Museum in London we mounted all old / redundant
> labels into stamp albums with Mylar strips. This was to preserve
> handwritings of former curators and conservators, also some historic
> labels.  I was unsure about relying entirely on digital data system to keep
> this vital resource but that in the days when data systems could be hacked
> and injected with erasure viruses. However, it left an impression with me
> which is why I’m still rather sceptical about trusting all of my vital data
> to the computer!
>
> With all good wishes, Simon
>
> Simon Moore MIScT, RSci, FLS, ACR
> Conservator of Natural Sciences and Cutlery Historian,
>
>
> https://url11.mailanyone.net/v1/?m=1looBv-0003rP-3c&i=57e1b682&c=2g0UcZsZOXS5EbuXXtggyJJU0ql7St2DYJtu0-D1Z4Foz45JolTMuIXEdcMALff-Yh0fw2D9b9oWmSyP4Nr05sGFLyamrbeOFjHavuNPeNc-yXjKF99lGQ0zzIS_KsuVJibsIlxR7LM-PsBWKeELly9TQ9PLlJP6TsGhI9mtob446Q9_0JoNlhD7YYhZf84wsnHL9Ji0f2rP4E4kihPFkQfuEO4gBifTiwRZIii5t8n2iXDVSEOtpKpQZw8-Xt8nlTfPvTOjbRT6KUNlK3bu5NWc8K2AQgpWTXq1lNUnbjYDq3U5PHMcoJj-2Gs62SIeUYCxHtpnUTKGIhxvaZH96CFWSG2ZwrxcVZjbztwU6gua2bFhlgpcrVsdXCSIHM4TPiR8gY59hch4GQbofA8WTKN9wBbF7s6AB5KQRb4HGw2UfUXm8qprHiQsbSnMOK2r2Sdcj_VLLpWB_1ewWo_aTxJWJTeq5S3u2WUI7HxfklyyzrUaTQESLK7pBTJdQCu2OD9Jw78ACR5V-GZUjsINVKYUWlzk2EZ9EJx-cD7TLsQ26vPtBYaDj8_XaLUABPEX
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>
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>
> > On 2 Jun 2021, at 18:03, Nicole Seiden <nseiden at fau.edu> wrote:
> >
> > Hello everyone,
> >
> > We are about to begin a major reorganization project here at Harbor
> Branch to conserve on space and allow for future growth. One part to this
> project includes rehousing wet specimens into smaller size-appropriate
> jars, with our smallest jar being 20mL scintillation vials, then barcoding
> and organizing the jars by size. I’ve run into a dilemma with this however,
> and I wanted to ask the community for suggestions.
> >
> > Specimens housed in 20mL vials are currently stored in larger 8 oz jars
> so the handwritten collection label and printed label (2”x 3”) are housed
> with the specimen. By removing the 8 oz jars though, we can save a
> substantial amount of space. For example – we can house more than 5,500
> scintillation jars in a single column of shelves, as opposed to ~900 8 oz
> jars per column. The problem with the small scintillation jars is that the
> collection labels are too large to store inside of them. While these jars
> will be barcoded with catalog numbers and unique location, I’m
> still uncomfortable with removing the internal specimen labels.
> >
> > One idea is to house these labels in a near-by folder and after this
> project is completed, printing off new jar-size appropriate labels,
> possibly with reduced information. The original handwritten labels will
> likely have to stay in this folder long-term though.
> >
> > I’m curious if anyone else has tackled this dilemma, or might have ideas
> on how they would address it if it were their own collection?
> >
> > Forever curious,
> > Nicki
> >
> >
> >
> > Nicki L. Seiden, M.Sc.
> > She/Her/Hers
> > Research Collection Manager
> > Harbor Branch Oceanographic Institute
> > nseiden at fau.edu
> > _______________________________________________
> > Nhcoll-l mailing list
> > Nhcoll-l at mailman.yale.edu
> >
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> >
> > _______________________________________________
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