[Nhcoll-l] Rehousing specimens and retaining labels

Sat Jun 5 11:59:21 EDT 2021

A further explanation about John's point 3. Collection Storage Arrays--if the collection is arranged by jar size, we will be able to make the collections more accessible to the community, to people who do not necessary need a background in systematics to understand the collection. Isn't the principal purpose of a collection to have the information available for everybody? I personally feel that if we don't implement and create new alternatives based on the society's needs, we will perpetuate those old established practices that we are still trying to get rid of. We are aware of the collection's potential to play a greater role in our society, but I feel that making this arrangement by jar size, we will be able to transform collections in different aspects. I feel that if more people understand collections and know what is happening "behind scenes", we will have more diverse voices who can speak up for collections.
How could we transform natural history collections in a community-centered and participatory space? For example, the physical space of a collection could have artistic interventions done by the community e.g., drawings, stickers, photos, quotes/notes can be place between the compactors, walls and shelves as a way to create a sense of welcoming and belonging spaces for both museum professionals and visitors. I speak from my experience because I don't have any background in Biology so my first experience getting into a scientific collection was very frustrating and overwhelming for me, because I wasn't even capable to understand the phylogenetic arrangement, I was thinking that maybe I shouldn't continue there but then John and his articles made me realize that I don't need to know about fish in order to care and management a collection.

Rob and UF Ichthyology staff said in their improving collection grant that "this new arrangement will provide an opportunity to transform how the public interfaces with the collection as well as improve its scientific value". Also, it will better help to collections staff to explain how the museum uses the collection, how they include a wider community and how the collection impacts instead of touting the size of the collection as Trevor Jones, Rainey Tisdale and Elizabeth Wood point out in their book titled Active Collections.

Also,  the new collection storage leads to advocate for better collection hiring practices, an interdisciplinary staff means more support, better knowledge, major improvements, broader support, and solutions from different perspectives. Collection staff do the best they can with the resources given, but how are collection managers going to continue facing those huge challenges?

Everything is connected here and change leads to another aspects. Therefore, it will be a good starting point for the field.

Thanks,

Laura Rincón
Museum Studies Master's student
University of Florida

________________________________
From: Nhcoll-l <nhcoll-l-bounces at mailman.yale.edu> on behalf of John E Simmons <simmons.johne at gmail.com>
Sent: Friday, June 4, 2021 3:53 PM
To: Dean A. Hendrickson <deanhend at austin.utexas.edu>
Cc: nhcoll-l at mailman.yale.edu <nhcoll-l at mailman.yale.edu>; Sergio Montagud <sergio.montagud at gmail.com>
Subject: Re: [Nhcoll-l] Rehousing specimens and retaining labels

[External Email]
This has been a very interesting discussion, and the broader topic of space and the ordering of collection storage arrays is increasingly problematic. A few comments followed by a proposal:

1. Saving labels. It is important to distinguish between labels that carry original information (particularly hand-written labels) and those designed to be replaced (for example, those produced by a thermal printer). As Simon, Erik, Dirk, and others have pointed out, the preservation of handwriting, ink, label style, and label substrate (paper, plastic, etc.) can all be critical factors in elucidating the history of specimens in a collection. The links that Laura provided will take you to a 1992 article by Karla Kishinami on saving labels that provides additional suggestions for how this can be done, in addition to those provided by Simon and others in today's discussion. Digitizing old labels is a good practice, but digitization will not tell you everything you need to know (such as the paper type) and there is no way to permanently store digital information.

2. Smaller Jars/More Specimens per Jar--proceed with caution if you take this approach. There is no research done on the necessary minimum ratio of fluid volume to specimen volume, but anecdotal observations indicates that it can affect long-term usefulness of specimens. The only data I am aware of comes from an unpublished Smithsonian report from 1995 in which it was determined, based on examination of specimens, that the minimum ratio of fluid to specimens should be 7:3. Cramming too many specimens in a jar not only affects the chemistry of the fluid (which constantly interacts with the specimens) but also means more handling and hence more damage to specimens when you need to get one out of the jar.

3. Collection Storage Arrays--Dean and Rob point have made excellent points about collection arrangements. Many collections can no longer afford the luxury of so-called phylogenetic arrangements of specimens. It is a poor use of space, and increasingly frequent name changes and phylogenetic re-arrangements mean a lot of time must be spent re-arranging jars. In any case, the so-called phylogenetic arrangement of a collection is not at all phylogenetic--I have yet to see shelving or cabinets arranged in branching sequences. Instead, it is a throwback to the old scala natura so beloved by Agassiz and his fellow Darwin deniers. It is time to give arrangement by jar size a new look. This system was used half a century or more ago and found to be difficult to use when location data was kept in awkward card files, but we have computers for that sort of thing now. The collection should not be arranged for browsing, it should arranged for efficiency of storage and retrieval and to provide the best storage environment to prolong the useful life of specimens. We dan do better than the way we use collection space now.

4. Storage Furniture--shelving and cabinets used in storage are based on designs that are centuries old and must be re-thought. One serious disadvantage to dense arrangements by jar size are that it is usually very difficult or impossible to monitor individual jars without having to pick up and move the jars in front that block your view. We need to re-think the design of storage furniture and on-shelf arrangements to overcome those problems, for example, as Paul has pointed out in the article he provided a link for.

5. Do More With Less--Personally, I dislike the phrase "do more with less" but this is a reality we all must face. Collection care staff growth is not keeping up with collection growth. Collection storage space is not keeping up with collection growth, either, nor or budgets. So its time to re-evaluate the tools we have and how we do things, with an emphasis on the use of preventive conservation (take a look at "Application of preventive conservation to solve the coming crisis in collections management" in Collection Forum, which you can download from https://spnhc.org/resources/27-1-2/<https://urldefense.proofpoint.com/v2/url?u=https-3A__spnhc.org_resources_27-2D1-2D2_&d=DwMFaQ&c=sJ6xIWYx-zLMB3EPkvcnVg&r=8djCWB4unh3Px5QvGUlpJOtCnGaZgRk5s6mc30mGuWU&m=xx7FYAHUlRXTWcDzrwy-icHmhn1x5SjS8q8IkiCXtz8&s=NqUv5jsjHz5PL9-YVEN3f7xHRepY21lYAt6_kmkfxlw&e=>). We need to be more creative about monitoring, stable storage environments, collection storage array order, tracking individual specimen use, and many other aspects of collection management.

PROPOSAL: I am going to propose a workshop or symposium on the topic of future sustainable collections care practices for the 2022 SPNHC meeting in Edinburgh. If anyone is interested in participating, particularly via a presentation or poster on the topic, please let me know. This is a subject that needs some serious thought and discussion.

Thanks,
John

John E. Simmons
Writer and Museum Consultant
Museologica
and
Associate Curator of Collections
Earth and Mineral Science Museum & Art Gallery
Penn State University
and
Investigador Asociado, Departamento de Ornitologia
Museo de Historia Natural, Universidad Nacional Mayor de San Marcos, Lima

On Fri, Jun 4, 2021 at 12:27 PM Dean A. Hendrickson <deanhend at austin.utexas.edu<mailto:deanhend at austin.utexas.edu>> wrote:
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<https://urldefense.proofpoint.com/v2/url?u=https-3A__doi.org_10.14351_0831-2D4985-2D33.1.55&d=DwMFaQ&c=sJ6xIWYx-zLMB3EPkvcnVg&r=8djCWB4unh3Px5QvGUlpJOtCnGaZgRk5s6mc30mGuWU&m=xx7FYAHUlRXTWcDzrwy-icHmhn1x5SjS8q8IkiCXtz8&s=GtXJm7MXhQEWBx3ofTF2trlS-aUHJytVpF9z8bbxhws&e=> or http://dx.doi.org/10.26153/tsw/13255<https://urldefense.proofpoint.com/v2/url?u=http-3A__dx.doi.org_10.26153_tsw_13255&d=DwMFaQ&c=sJ6xIWYx-zLMB3EPkvcnVg&r=8djCWB4unh3Px5QvGUlpJOtCnGaZgRk5s6mc30mGuWU&m=xx7FYAHUlRXTWcDzrwy-icHmhn1x5SjS8q8IkiCXtz8&s=xnz7ZiBA6BR4P-XNShyqAkofMf664Gfwj8qY2PtPjKo&e=>

[http://www.fishesoftexas.org/static/images/fishesoftexas_logo.gif]<https://urldefense.proofpoint.com/v2/url?u=http-3A__www.fishesoftexas.org_&d=DwMFaQ&c=sJ6xIWYx-zLMB3EPkvcnVg&r=8djCWB4unh3Px5QvGUlpJOtCnGaZgRk5s6mc30mGuWU&m=xx7FYAHUlRXTWcDzrwy-icHmhn1x5SjS8q8IkiCXtz8&s=LRFDXS2EGs-N8PZaXZQeEBmsaN9nyoyuDd3_W7zKVX0&e=>
fishesoftexas.org<https://urldefense.proofpoint.com/v2/url?u=http-3A__fishesoftexas.org_&d=DwMFaQ&c=sJ6xIWYx-zLMB3EPkvcnVg&r=8djCWB4unh3Px5QvGUlpJOtCnGaZgRk5s6mc30mGuWU&m=xx7FYAHUlRXTWcDzrwy-icHmhn1x5SjS8q8IkiCXtz8&s=U0m4_EwITTzRnR6Pty3OFr4W4zyvIgDSgEZ07UO2w0w&e=>

Dean A. Hendrickson, Ph.D. (he/him/his), Curator of Ichthyology<https://urldefense.proofpoint.com/v2/url?u=https-3A__biodiversity.utexas.edu_collections_ichthyology&d=DwMFaQ&c=sJ6xIWYx-zLMB3EPkvcnVg&r=8djCWB4unh3Px5QvGUlpJOtCnGaZgRk5s6mc30mGuWU&m=xx7FYAHUlRXTWcDzrwy-icHmhn1x5SjS8q8IkiCXtz8&s=fj7jpQ69_xsEq3VtUcTh-5e3YbI3ia2jjU67CDNzW8g&e=>, Integrative Biology<https://urldefense.proofpoint.com/v2/url?u=https-3A__biodiversity.utexas.edu_resources_collections&d=DwMFaQ&c=sJ6xIWYx-zLMB3EPkvcnVg&r=8djCWB4unh3Px5QvGUlpJOtCnGaZgRk5s6mc30mGuWU&m=xx7FYAHUlRXTWcDzrwy-icHmhn1x5SjS8q8IkiCXtz8&s=rc8XMjyZiUmbfn5Yu9_yI7bN0xDPtJOKjMewcHZDC0M&e=>, Biodiversity Center<https://urldefense.proofpoint.com/v2/url?u=https-3A__biodiversity.utexas.edu_resources_collections&d=DwMFaQ&c=sJ6xIWYx-zLMB3EPkvcnVg&r=8djCWB4unh3Px5QvGUlpJOtCnGaZgRk5s6mc30mGuWU&m=xx7FYAHUlRXTWcDzrwy-icHmhn1x5SjS8q8IkiCXtz8&s=rc8XMjyZiUmbfn5Yu9_yI7bN0xDPtJOKjMewcHZDC0M&e=>, University of Texas<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.utexas.edu_&d=DwMFaQ&c=sJ6xIWYx-zLMB3EPkvcnVg&r=8djCWB4unh3Px5QvGUlpJOtCnGaZgRk5s6mc30mGuWU&m=xx7FYAHUlRXTWcDzrwy-icHmhn1x5SjS8q8IkiCXtz8&s=aK0uBXibgfC7GGNFfL2t7EppIKk5kwOKhAS5EslGk2o&e=>, 2900 Innovation Blvd., Austin, Texas 78758-4445 USA. +1-512-471-9774; Orcid<https://urldefense.proofpoint.com/v2/url?u=http-3A__orcid.org_0000-2D0001-2D7835-2D0295&d=DwMFaQ&c=sJ6xIWYx-zLMB3EPkvcnVg&r=8djCWB4unh3Px5QvGUlpJOtCnGaZgRk5s6mc30mGuWU&m=xx7FYAHUlRXTWcDzrwy-icHmhn1x5SjS8q8IkiCXtz8&s=-_rZDAaNdIZMdQWZRTnXqWQjs6A2iKKRViDmxWFR_4g&e=>[http://orcid.org/sites/default/files/images/orcid_16x16.png]/ Bionomia<https://urldefense.proofpoint.com/v2/url?u=https-3A__bionomia.net_0000-2D0001-2D7835-2D0295&d=DwMFaQ&c=sJ6xIWYx-zLMB3EPkvcnVg&r=8djCWB4unh3Px5QvGUlpJOtCnGaZgRk5s6mc30mGuWU&m=xx7FYAHUlRXTWcDzrwy-icHmhn1x5SjS8q8IkiCXtz8&s=vL2S8l0HqMdrxY-8ijNbIDH2ixbd6aUn2PxPTyKMC_M&e=> / lab<https://urldefense.proofpoint.com/v2/url?u=https-3A__sites.cns.utexas.edu_hendricksonlab&d=DwMFaQ&c=sJ6xIWYx-zLMB3EPkvcnVg&r=8djCWB4unh3Px5QvGUlpJOtCnGaZgRk5s6mc30mGuWU&m=xx7FYAHUlRXTWcDzrwy-icHmhn1x5SjS8q8IkiCXtz8&s=d-38haUfzlt2gSan5UpE72uM0_NqDGZap-jqvW76EOE&e=> / collection<https://urldefense.proofpoint.com/v2/url?u=https-3A__biodiversity.utexas.edu_collections_ichthyology&d=DwMFaQ&c=sJ6xIWYx-zLMB3EPkvcnVg&r=8djCWB4unh3Px5QvGUlpJOtCnGaZgRk5s6mc30mGuWU&m=xx7FYAHUlRXTWcDzrwy-icHmhn1x5SjS8q8IkiCXtz8&s=fj7jpQ69_xsEq3VtUcTh-5e3YbI3ia2jjU67CDNzW8g&e=>

[https://ssl.gstatic.com/ui/v1/icons/mail/images/cleardot.gif]

On Fri, Jun 4, 2021 at 7:26 AM Callomon,Paul <prc44 at drexel.edu<mailto: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<https://urldefense.proofpoint.com/v2/url?u=https-3A__www.researchgate.net_publication_337950870-5FAn-5Fimproved-5Fdesign-5Ffor-5Fthe-5Fstorage-5Fof-5Ffluid-2Dpreserved-5Fspecimens-5Fin-5Fsmall-5Fto-5Fmedium-2Dsized-5Fcontainers&d=DwMFaQ&c=sJ6xIWYx-zLMB3EPkvcnVg&r=8djCWB4unh3Px5QvGUlpJOtCnGaZgRk5s6mc30mGuWU&m=xx7FYAHUlRXTWcDzrwy-icHmhn1x5SjS8q8IkiCXtz8&s=DzotS4CGy0_AscI0JZrJpU8WQ3E41uro_hxIoDCnHhc&e=>

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<mailto:prc44 at drexel.edu> Tel 215-405-5096 - Fax 215-299-1170

From: Nhcoll-l <nhcoll-l-bounces at mailman.yale.edu<mailto: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<mailto:sergio.montagud at gmail.com>>; nhcoll-l at mailman.yale.edu<mailto: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<mailto:nhcoll-l-bounces at mailman.yale.edu>> on behalf of Sergio Montagud <sergio.montagud at gmail.com<mailto:sergio.montagud at gmail.com>>
Sent: Friday, June 4, 2021 7:47 AM
To: nhcoll-l at mailman.yale.edu<mailto:nhcoll-l at mailman.yale.edu> <nhcoll-l at mailman.yale.edu<mailto: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<mailto:nhcoll-l-bounces at mailman.yale.edu>> on behalf of Erik Åhlander <Erik.Ahlander at nrm.se<mailto:Erik.Ahlander at nrm.se>>
Date: Friday, 4 June 2021 at 11:55
To: Simon Moore <couteaufin at btinternet.com<mailto:couteaufin at btinternet.com>>, Nicole Seiden <nseiden at fau.edu<mailto:nseiden at fau.edu>>
Cc: NHCOLL-new <nhcoll-l at mailman.yale.edu<mailto: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<mailto:erik.ahlander at nrm.se>

Från: Nhcoll-l <nhcoll-l-bounces at mailman.yale.edu<mailto:nhcoll-l-bounces at mailman.yale.edu>> För Simon Moore
Skickat: den 3 juni 2021 16:19
Till: Nicole Seiden <nseiden at fau.edu<mailto:nseiden at fau.edu>>
Kopia: NHCOLL-new <nhcoll-l at mailman.yale.edu<mailto: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://urldefense.proofpoint.com/v2/url?u=https-3A__nam10.safelinks.protection.outlook.com_-3Furl-3Dhttps-253A-252F-252Furldefense.proofpoint.com-252Fv2-252Furl-253Fu-253Dhttps-2D3A-5F-5Furl11.mailanyone.net-5Fv1-5F-2D3Fm-2D3D1looBv-2D2D0003rP-2D2D3c-2D26i-2D3D57e1b682-2D26c-2D3DKo5NzR4MGaTbzNqd1vO0tYS6QQbeb7kRXz0fa-2D2Dbj-2D5F315acSOjW7-2D2DI6S9JVWGkxyv67OBKahXXYxIUA-2D2DZl-2D5FYcqy2RYwOOlCM5ivIrWCsuKFzqm1ln7hLETnw7WtBFzUx2EjV8T-2D5FFKl3OPEySX2CGiTpfF5t4-2D2DzhQdmbQbsQ4MpIghGFu77WiM0h9Jn5ItYenxPf2ofQWGTfcwK4vldoVNkdz8jbMgSgf50-2D5FZTrmxyTS-2D2DAVkhtLvmvLxuXQr-2D5FDVUgV-2526d-253DDwMFaQ-2526c-253DsJ6xIWYx-2DzLMB3EPkvcnVg-2526r-253DMCIx6IevDpZN7oPx8SAIb6-5FHvqHJFo2if2SZHHR4kiQ-2526m-253DDo8wK8QLw2Hv-5FhyYRly2-5FUlwHqk7xyz6R1nK00Y81Xg-2526s-253DCTYif7IcXopzbGAB4J-5FoDZtyaDyiuwegzsnx9zYugrc-2526e-253D-26data-3D04-257C01-257Cprc44-2540drexel.edu-257C585e7512844043ac55de08d927526048-257C3664e6fa47bd45a696708c4f080f8ca6-257C0-257C1-257C637584057028917618-257CUnknown-257CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0-253D-257C1000-26sdata-3DYTbKaQ0IgNMjC4eNFjN-252Foxq6Vg0dGnbjdJH8ePz5-252FgM-253D-26reserved-3D0&d=DwMFaQ&c=sJ6xIWYx-zLMB3EPkvcnVg&r=8djCWB4unh3Px5QvGUlpJOtCnGaZgRk5s6mc30mGuWU&m=xx7FYAHUlRXTWcDzrwy-icHmhn1x5SjS8q8IkiCXtz8&s=mYEJljQVW0ebeZ766mk1Kx6HV6JizRqiVrnHtJuXrvM&e=>

[cid:a6d64848-e059-42b3-8a42-4f2748c51f8f][cid:f8df81c0-6a7b-46e1-98ad-3f1da074b0c7]

On 3 Jun 2021, at 14:56, Nicole Seiden <nseiden at fau.edu<mailto: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<mailto:nseiden at fau.edu>
From: William Poly <wpoly at calacademy.org<mailto:wpoly at calacademy.org>>
Sent: Thursday, June 3, 2021 6:44 AM
To: Simon Moore <couteaufin at btinternet.com<mailto:couteaufin at btinternet.com>>
Cc: Nicole Seiden <nseiden at fau.edu<mailto:nseiden at fau.edu>>; NHCOLL-new <nhcoll-l at mailman.yale.edu<mailto: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<mailto: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,

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> On 2 Jun 2021, at 18:03, Nicole Seiden <nseiden at fau.edu<mailto: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<mailto:nseiden at fau.edu>
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