[NHCOLL-L:2085] RE: Ideas for a new ledger system?

[Thomas E. Labedz]

Robin and  others,
    Yesterday I sent a message off-list to Chris explaining a little about
what I've done with the vertebrate collections here at Nebraska.   I am very
leery of having all my eggs in one electronic basket, even with multiple
backups.  Early in my electronic career I was the victim of a software error
in the backup procedures for a database I was using on my bird banding data.
The result was that the backup system itself had failed, data were not
recoverable, and I had to re-enter all the data.
    At Nebraska I do almost everything with specimen data electronically,
including generating the tags, labels, etc., and I insist on a paper copy of
the electronic catalog just in case.  The mammals, birds, and fish have
catalog cards (two copies) with one set numerical and the other sorted
systematically.  That is our catalog.  The herps historically have a ledger
catalog and we've kept that.  The difference is that now all these items,
cards and ledgers, are generated from the electronic database onto archive
papers and then filed.  The electronically generated herp catalog is bound in
2000 specimen lots.  The pages kept loose leaf until binding.  I still have my
doubt about the longevity or archive quality of the toners going on these
pages and cards but it has been a compromise I've had to accept.
    I still have rag paper, rapidiographs, quill pens, and ink bottles around.

        Thomas E. Labedz,  Collections Manager
    Division of Zoology and Division of Botany
    University of Nebraska State Museum
    W-436 Nebraska Hall
    Lincoln, NE  68588-0514
        402/472-8366   fax 402/472-8949
        tlabedz1 at unl.edu    www-museum.unl.edu

"Panza, Robin" wrote:

> >>>From: Christopher Conroy [mailto:ondatra at socrates.Berkeley.EDU]
>        At the Museum of Vertebrate Zoology we are designing a ledger
> for a printed version of our catalog. Until now, we have had a
> handwritten card file for accessions and catalogs. Since many of our
> accessions now come with a spreadsheet or database, or we organize
> accessions with spreadsheets, we are planning to catalog
> electronically and print out a hard copy. <<<
>
> This brings up a point that I'd like to hear discussed.  My boss says paper
> records are a thing of the past--that places that digitize their records
> then don't deal in paper copies at all.  I'd like to hear if that's the
> attitude at other museums, and the reasons why or why not.
>
> Personally, I know I'm very conservative and want an archival-paper backup
> of anything electronic, but how do others feel?  If we're backing up
> regularly, is there a reason to maintain card files or ledgers?
>
> Robin
>
> Robin K Panza
> Section of Birds, Carnegie Museum of Natural History
> 4400 Forbes Ave.
> Pittsburgh  PA  15213  USA
> phone:  412-622-3255
> fax:  412-622-8837
> panzar at carnegiemuseums.org