[Nhcoll-l] Databasing Specimens Collected from Other Specimens

Thu Feb 28 16:56:30 EST 2013

In addition to all the great suggestions given already, I should add to point out that if specimens were taken and separated physically out from original specimens before original specimens were catalogued and assigned with a unique collection number, a collector's number or a field number or a preparator's number series is often primarily used for inventory tracking and cross-referencing purposes until all associated specimens are eventually catalogued in respective collections. It is always important to capture those numbers in databases when new acquisitions are involved.

Mariko

Mariko Kageyama
Collections Manager, Vertebrate Zoology

University of Colorado Museum of Natural History
Boulder, CO 80309-0265
mariko.kageyama at colorado.edu

________________________________
 From: "Kennes, Lesley RBCM:EX" <LKENNES at royalbcmuseum.bc.ca>
To: "'nhcoll-l at mailman.yale.edu'" <nhcoll-l at mailman.yale.edu> 
Sent: Thursday, February 28, 2013 1:31 PM
Subject: Re: [Nhcoll-l] Databasing Specimens Collected from Other Specimens

We have fields for associated specimens that can include other specimens collected at the same time, e.g. mated pairs parent child, fetus, ecto-parasites etc.  These fields contain the catalogue number and collection  and relationship of the specimens as well as a remarks field that can cover notes concerning date ranges etc.

The main issue is that whatever procedure you follow you should be consistent and also make sure detailed notes on the event, specimens etc. are included so that years later some poor person has a hope of figuring out what happened.  (we have stuff that goes back over a hundred years and documentation can be sketchy)

I agree that in the case of a fungus that you do need to make sure that it is part of the original collection event and not a subsequent infestation.
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Lesley Kennes      Collection Manager, Birds and Mammals  |  Archives, Collections & Knowledge      

675 Belleville Street, Victoria, BC Canada V8W 9W2  
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From:nhcoll-l-bounces at mailman.yale.edu [mailto:nhcoll-l-bounces at mailman.yale.edu] On Behalf Of Bob Glotzhober
Sent: Thursday, February 28, 2013 9:12 AM
To: Gregory Schneider; Lewis-Gentry, Genevieve
Cc: nhcoll-l at mailman.yale.edu
Subject: Re: [Nhcoll-l] Databasing Specimens Collected from Other Specimens

Our database allows for multiple numbers associated with an object. In such a case, we could assign a new catalog number to the fungus found growing on the insect, but also add the original collection number for the insect. This cross-references the fungus to the insect. I would also go back to the original record for the insect, and annotate it with a cross-reference to the fungus collection number. That way both items are cross-referenced and someone working with either collection is made aware of the connection between the two objects.

Not that I consider this any more “correct” than any of the other answers supplied to this query – but it is another manner to handle to situation, which in my mind seems to work.
Bob Glotzhober

Robert C. Glotzhober
Senior Curator of Natural History
Ohio Historical Society
800 E. 17th Ave.
Columbus, Ohio 43211-2474
Ph. 614-298-2054
e-Mail: bglotzhober at ohiohistory.org 

From:nhcoll-l-bounces at mailman.yale.edu [mailto:nhcoll-l-bounces at mailman.yale.edu] On Behalf Of Gregory Schneider
Sent: Thursday, February 28, 2013 11:05 AM
To: Lewis-Gentry, Genevieve
Cc: Natural History Collections Listserv (nhcoll-l at mailman.yale.edu)
Subject: Re: [Nhcoll-l] Databasing Specimens Collected from Other Specimens

In my opinion, the collecting event is exactly the same.  It is analogous to finding a whole identifiable specimen (ie. a lizard) in the stomach contents of a previously catalogued snake.  I would catalogue the lizard separately with the same collecting data as the snake, and cross reference the new entry to the original.
On Thu, Feb 28, 2013 at 10:54 AM, Lewis-Gentry, Genevieve <glewis-g at oeb.harvard.edu> wrote:
Hello everyone,

We are running into an interesting collections issue for databasing in the Farlow Herbarium and we were wondering how other natural history collections are handling the issue.

Our example:
Insect specimens were collected, identified, and stored in an entomological collection. Later, the insects were checked for a type of fungus (Laboulbeniales) and when found they were removed and mounted on permanent slides in the fungal collections. What counts as the collecting information? The original collection information for locality etc? (Which is our thought.) Who is the collector? The person who collected the insect or the person who collected the fungus? There are collector numbers for both.

We assume things like this across other types of natural history collections. (Birds and mites are an example we thought could exist.) We are having it happen here between our herbarium and the entomological collections in the department as well as from loans from other entomology collections who are letting us keep and deposit the fungal material here.

We want to have the best data we can within our system capabilities as well as match how other collections are handling this type of issue.

Any thoughts, suggestions or help would be greatly appreciated. I am sure that we are not the only ones with cross collections issues like this.

Thank you so much and let me know if you want more information.
Genevieve

=================================================
Genevieve Lewis-Gentry, Curatorial Assistant
Farlow Herbarium, Harvard University Herbaria
22 Divinity Ave., Cambridge, MA 02138  U.S.A.
Phone: 617-495-2365  Fax: 617-495-9484
glewis-g at oeb.harvard.edu

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-- 
Greg Schneider
Division of Reptiles and Amphibians
Museum of Zoology
University of Michigan
Ann Arbor, Michigan 48109-1079
734 647 1927     734 763 4080 (FAX)
734 763 0740 (Biodiversity Research Center at Varsity Drive)
ges at umich.edu

www.ummz.lsa.umich.edu/rep_amph/index.html
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