<div dir="ltr">Hi Sarah,<div><br></div><div>Our system at UMZM is similar to those described so far. </div><div><br></div><div>I just wanted to add that our compliance has been improved a lot by having many magnetic baskets (like <a href="https://smile.amazon.com/Magnetic-Container-Organizer-Refrigerator-Whiteboard/dp/B07KJQXTN8">this</a>) containing pens and yellow loan slips (attached) scattered around the collections -- the baskets are easy to move to where you need them, and are a good visual reminder that loan slips exist and should be used. We have a matching yellow sign by each door outlining the in-house loan protocol as simply as possible, which boils down to (1) don't move specimens out of place without prior approval (basic training with me), (2) leave a completed loan slip in place of each specimen, (3) immediately email me the info on the loan slips (people often just send a picture of the slips, which I encourage), and (4) contact me to return the loan (don't refile it yourself). I enter the loan slip info as I receive it into an in-house loan spreadsheet, and I use that for tracking, reporting, following up etc. We deal mostly with dry birds and mammals, for context.</div><div><br></div><div>Angela</div></div><br><div class="gmail_quote"><div dir="ltr" class="gmail_attr">On Fri, Jan 28, 2022 at 11:17 AM Dirk Neumann <<a href="mailto:neumann@snsb.de">neumann@snsb.de</a>> wrote:<br></div><blockquote class="gmail_quote" style="margin:0px 0px 0px 0.8ex;border-left:1px solid rgb(204,204,204);padding-left:1ex">
<div>
<div>Hi Sarah,</div>
<div><br>
</div>
<div>we developed a standardised Excel-sheet
for consumptive tissue sampling that also collect extraction and
DNA data, or consumption of DNA samples, respectively. These
support workflows for picking samples directly i.e., via simple
print-outs with key data such as tube number, tube position on
extraction plate, etc. that are conveyed from of the long Excel
table with formulas to a second tab, which is supported by
additional fields for required database updates to be done.</div>
<div><br>
</div>
<div>Import schemes for our database are
matching to respective field on the first tab containing all data,
and thus, by running different import schemes over the same excel
sheet, we can easily update database entries after tubes have been
picked, DNA has been extracted, and DNA aliquots to be added to
tissue tube entries after extraction.</div>
<div><br>
</div>
<div>This made life a lot easier. Similar
systems might be useful for other sorts of destructive sampling as
well.</div>
<div><br>
</div>
<div>For removal of jars, we started to add
placeholder cards to shelves similar to those John suggested,
however, we didn't standardise them so far, which resulted in that
sort of "individualism" John mentioned and that you definitely
want to avoid.</div>
<div><br>
</div>
<div>Our bottleneck to record how many
specimens were used is the returning of jars, when we record
number of jars and included individuals, which are used for our
annual report.</div>
<div><br>
</div>
<div>Hope this helps</div>
<div>Dirk<br>
</div>
<div><br>
</div>
<div><br>
</div>
<div><br>
</div>
<div><br>
</div>
<div>Am 28.01.2022 um 18:05 schrieb Sarah K.
Huber:<br>
</div>
<blockquote type="cite">
<div>
<p class="MsoNormal">I would be curious how different
collections track in-house usage of specimens. I have tried
many different protocols for doing this in our collection, and
none have been completely successful. I would also be curious,
given your protocol, how compliant users are. (We do not have
our specimens bar-coded, so this is not an option for tracking
at this time.)
<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">I do record when specimens get re-shelved,
but without knowing when they left the collection, I am unable
to determine the amount of time (months, years, decades) that
they were used. Therefore, my annual reporting statistics
don’t necessarily reflect actual specimen usage. <u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal">Thanks,<u></u><u></u></p>
<p class="MsoNormal">Sarah<u></u><u></u></p>
<p class="MsoNormal"><u></u> <u></u></p>
<p class="MsoNormal"><span style="font-family:Tahoma,sans-serif;color:black;background:white">Sarah
K. Huber, Ph.D.</span><span style="font-size:10pt;font-family:Tahoma,sans-serif;color:black;background:white"><br>
Curatorial Associate, VIMS Nunnally Ichthyology Collection<br>
Office 804.684.7104 | Collection 804.684.7285<br>
<a href="mailto:skhuber@vims.edu" target="_blank"><span style="color:blue">skhuber@vims.edu</span></a> |
<a href="https://nam11.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.vims.edu%2Fresearch%2Ffacilities%2Ffishcollection%2Findex.php&data=04%7C01%7Cskhuber%40vims.edu%7C1063bb0e1daf4ab0024f08d897b1267f%7C8cbcddd9588d4e3b9c1e2367dbdf1740%7C0%7C0%7C637426134417674979%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=OEa%2F3y6PHz5lBFNRFMSFFSdxbyTq%2BBGC5PculkLg7nc%3D&reserved=0" target="_blank">
<span style="color:blue">http://www.vims.edu/research/facilities/fishcollection/index.php</span></a></span><span style="font-size:10pt;font-family:Tahoma,sans-serif;color:black"><br>
<span style="background:white">PO Box 1346 | 1370 Greate
Rd., Gloucester Pt., VA 23062</span><u></u><u></u></span></p>
<p class="MsoNormal"><u></u> <u></u></p>
</div>
<br>
<fieldset></fieldset>
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</blockquote>
<p><br>
</p>
<div>-- <br>
<p><img src="cid:17ea1ee404984e4b5141" alt="" width="152" height="59"></p>
<p><br>
Dirk Neumann<br>
<br>
Tel: 089 / 8107-111<br>
Fax: 089 / 8107-300<br>
neumann(a)<a href="http://snsb.de" target="_blank">snsb.de</a><br>
<br>
Postanschrift:<br>
<br>
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Zoologische Staatssammlung München<br>
Dirk Neumann, Sektion Ichthyologie / DNA-Storage<br>
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<br>
Besuchen Sie unsere Sammlung:<br>
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<br>
---------<br>
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<br>
Tel: +49-89-8107-111<br>
Fax: +49-89-8107-300<br>
neumann(a)<a href="http://snsb.de" target="_blank">snsb.de</a><br>
<br>
postal address:<br>
<br>
Bavarian Natural History Collections<br>
The Bavarian State Collection of Zoology<br>
Dirk Neumann, Section Ichthyology / DNA-Storage<br>
Muenchhausenstr. 21<br>
81247 Munich (Germany)<br>
<br>
Visit our section at:<br>
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