[Nhcoll-l] mammal database queries

[Roberts, Karen]

Hello colleagues,

I've recently been having some issues with the way mammal specimen collection data is recorded in our database and I was wondering how others organise their collection data.

My issues revolve around being able to record different preparation types in a simple manner that enables easy retrieval of data relating to 1) how many individuals of that species we have 2) how many of a certain preparation type we have, and 3) what the location of the different prep types is. At the moment I can achieve all these, but not always in an easy way.

We use KE EMu and use a multiple record method of recording different prep types as only one location can be linked to each record (our institution uses a barcode based location system). Therefore, a skin, skull and fluid prep from one individual will need to be recorded three times - so that separate location data can be added - and linked to the main record, usually the skin is designated. Associated tissue samples are also linked to the main record, but they have completely different catalogue numbering so there isn't a straight forward way to search that brings up all records for one individual (same goes for older specimens where different parts of a single individual specimen were originally registered with different catalogue numbers). Many of these things I probably can't change but I'm hoping I can improve things a little and it's nice to know how others manage similar problems.


So my specific questions for the list are:

1. In the case of specimens with more than one preparation type, how do you record these - in one record or multiple?

2. How do you record locations for different parts of a single individual specimen (if you do at all)?

3. Do you have a generic preparation type classification that is supplemented by additional information? Eg. 'skull' as a prep type description but then another field that indicates whether it is a complete skull with mandibles or just a partial cranium.

4. For those that use KE Emu or similar systems, do you use the conceptual parent method of grouping multiple associated records? I wasn't keen on it, but I am starting to think it may be more practical.


Thank you all for your input and thoughts (happy to hear from non-mammal people too!).

Karen







Karen Roberts, PhD
Collection Manager, Vertebrates
Museum Victoria, GPO Box 666, Melbourne VIC 3001, Australia

e: karoberts at museum.vic.gov.au<mailto:karoberts at museum.vic.gov.au>
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