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<p class="MsoNormal"><span style="color:#1F497D">I appreciate the input from everyone. It seems to me that the entry first, catalogue number second principle is relatively straightforward to apply in some natural history disciplines, while others require greater
flexibility. Maybe the importance of well-documented vouchers is not equally engrained across disciplines, maybe publication schedules are different as well.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Bill, the procedural insight you offer below is very useful. We recently put in place a procedure similar to the one you describe, i.e. documentation and transfer of title, then accession (after which the specimens
can be tracked with a loan as suggested by others), however I often find it difficult to get all the data to create complete records. The researchers are often preoccupied by their publication and the journal-imposed requirement for catalogue numbers. I like
the idea of sending out an Excel file, which structures the museum’s request for data, right off the bat. It also means that when the specimens finally make their way to the museum, the work involved is more akin to a loan return than a partially processed
accession.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Again, thank you all for your insight,<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D">Nathalie<o:p></o:p></span></p>
<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span lang="EN-CA" style="color:#1F497D">Nathalie Djan-Chékar</span></b><span lang="EN-CA" style="color:#1F497D"> - Natural History Collections Manager<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-CA" style="color:#1F497D">(709) 757-8082 (W) |
<a href="mailto:nathaliedjanchekar@therooms.ca">nathaliedjanchekar@therooms.ca</a><o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-CA" style="color:#1F497D"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-CA" style="color:#1F497D">Provincial Museum Division<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-CA" style="color:#1F497D">The Rooms Corporation of Newfoundland and Labrador<o:p></o:p></span></p>
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<p class="MsoNormal"><span style="color:#1F497D"><o:p> </o:p></span></p>
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<p class="MsoNormal"><b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif";color:windowtext">From:</span></b><span style="font-size:10.0pt;font-family:"Tahoma","sans-serif";color:windowtext"> William Simpson [mailto:wsimpson@fieldmuseum.org]
<br>
<b>Sent:</b> May-04-17 1:01 PM<br>
<b>To:</b> DjanChekar, Nathalie<br>
<b>Cc:</b> Adrienne Stroup; Rusty Russell<br>
<b>Subject:</b> Re: [Nhcoll-l] Catalogue number requests - paleontology<o:p></o:p></span></p>
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<p class="MsoNormal"><o:p> </o:p></p>
<p>Hi Nathalie,<o:p></o:p></p>
<p>This issue often comes up with outside researchers who are not affiliated with a museum and who want to donate collections they're building through fieldwork. First, we have them document the gift, indicating that they have full title, and thus can transfer
title to us. Then I accession the collection.<o:p></o:p></p>
<p>Next, I send an Excel file with all the fields I want data for. The researcher send this back to me, with data on each specific specimen they have, and then I assign numbers and send the file back to them. We used to "issue" blocks of numbers to researchers.
They would use some, but often not all the numbers. Over time, this has resulted in over 9,000 blank records in our database.
<o:p></o:p></p>
<p>So if they are willing to send me the data first, then I am willing to give them numbers, but only for specific specimens they have in hand. Then, these specimens are considered to be on loan to the researcher.<o:p></o:p></p>
<p>Best,<o:p></o:p></p>
<p>Bill<o:p></o:p></p>
<p class="MsoNormal"><o:p> </o:p></p>
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<p class="MsoNormal">On 4/28/17 10:05 AM, DjanChekar, Nathalie wrote:<o:p></o:p></p>
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<blockquote style="margin-top:5.0pt;margin-bottom:5.0pt">
<p class="MsoNormal">Good day, <o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">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.
<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">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.<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">I thank you and look forward to your comments and feedback.<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal">Nathalie<o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
<p class="MsoNormal"><b><span lang="EN-CA">Nathalie Djan-Chékar</span></b><span lang="EN-CA"> - Natural History Collections Manager</span><o:p></o:p></p>
<p class="MsoNormal"><span lang="EN-CA">(709) 757-8082 (W) | <a href="mailto:nathaliedjanchekar@therooms.ca">
nathaliedjanchekar@therooms.ca</a></span><o:p></o:p></p>
<p class="MsoNormal"><span lang="EN-CA"> </span><o:p></o:p></p>
<p class="MsoNormal"><span lang="EN-CA">Provincial Museum Division</span><o:p></o:p></p>
<p class="MsoNormal"><span lang="EN-CA">The Rooms Corporation of Newfoundland and Labrador</span><o:p></o:p></p>
<p class="MsoNormal"> <o:p></o:p></p>
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</span><b><span style="font-size:12.0pt;font-family:"Times New Roman","serif";color:#006F09">WILLIAM F. SIMPSON</span></b><span style="font-size:12.0pt;font-family:"Times New Roman","serif""><br>
Head of Geological Collections, Gantz Family Collections Center<br>
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