[Nhcoll-l] Nhcoll-l Digest, Vol 64, Issue 2
Luke Welton
lwelton80 at gmail.com
Wed Aug 2 12:16:09 EDT 2017
RE: Jar numbering
Emily,
One consideration to have when considering adding another level of data is
the additional down-stream work that will come up through changing
taxonomy. We've talked about doing something like this here at KU, and I
had similar conversations regarding the herp collection at BYU. In both
instances, all parties agreed that maintaining our current order was the
easiest long-term solution.
Here at KU our collection is organized first in four major categories -
Anura, Squamata (exclusive of snakes), Turtles, and Snakes. Within each of
these, material is organized alphabetically by (1) Family, (2) Genus, (3)
species, and then finally (4) by geographic provenance. Such a strategy
makes it quite easy to find what you're looking for with minimal
information.
It was our opinion that adding another level of "tracking" to this
organization was just more work than it was worth, but perhaps others have
had success and can show the benefits of such a strategy.
Best,
-Luke
On Wed, Aug 2, 2017 at 11:01 AM, <nhcoll-l-request at mailman.yale.edu> wrote:
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> Today's Topics:
>
> 1. Jar Numbering Systems (Emily M. Braker)
> 2. Re: Jar Numbering Systems (Monaghan, Nigel)
> 3. Re: Jar Numbering Systems (Andrew Stewart)
> 4. SPNHC Connection Articles Due for September Publication
> (Liath Appleton)
> 5. Re: Jar Numbering Systems (Dirk Neumann)
>
>
> ----------------------------------------------------------------------
>
> Message: 1
> Date: Tue, 1 Aug 2017 16:24:04 +0000
> From: "Emily M. Braker" <emily.braker at colorado.edu>
> Subject: [Nhcoll-l] Jar Numbering Systems
> To: "nhcoll-l at mailman.yale.edu" <nhcoll-l at mailman.yale.edu>
> Message-ID:
> <DM5PR03MB3146AEA716DD901E1CBB4EE9E0B30 at DM5PR03MB3146.
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> Content-Type: text/plain; charset="us-ascii"
>
> Hi All,
>
> We are planning to rehouse and inventory our Herpetology collection which
> will include implementing a container-level specimen tracking system. All
> catalog numbers in a jar will be linked to a unique container ID to
> increase findability, especially for large taxonomic series that span
> multiple jars within a given geographic region.
>
> I am interested to know what other collections have done regarding a jar
> numbering systems (sequential? sequential within taxon? other?). Or, if you
> use barcodes for tracking containers, have you encountered issues with
> scanning through glass? We will be adding thermal labels to each jar to
> replace our existing external jar tag that lists species and locality
> (county-level resolution). Along these lines, does anyone go so far as
> listing the catalog numbers of specimens stored within the same jar on
> their thermal labels? We are hoping to streamline the process of searching
> through multiple jars and hundreds of specimens to find the distinguished
> few that are requested to go on loan. I'd welcome any suggestions or advice.
>
> Thanks!
> Emily
>
> Emily Braker
> Vertebrate Collections Manager, Zoology Section
> University of Colorado Museum of Natural History
> 265 UCB, Bruce Curtis Building
> Boulder, CO 80309-0218
> Phone: 303-492-8466
>
>
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>
> Message: 2
> Date: Tue, 1 Aug 2017 16:43:37 +0000
> From: "Monaghan, Nigel" <nmonaghan at museum.ie>
> Subject: Re: [Nhcoll-l] Jar Numbering Systems
> To: "Emily M. Braker" <emily.braker at colorado.edu>,
> "nhcoll-l at mailman.yale.edu" <nhcoll-l at mailman.yale.edu>
> Message-ID:
> <D0AF8F05E745664B8C7F0FF1BA1C7AEBD5B57B5F at NMCB-MLBX-SRV01.
> internal.museum.ie>
>
> Content-Type: text/plain; charset="utf-8"
>
> Emily
>
> We spent the last 8 years doing an inventory level catalogue across our
> museum and didn?t have the resources for individual specimen entries in our
> database for our spirit collections or for our insect collections. We used
> a numbering system for ?containers? that in our collections may be a jar
> with multiple tubes, or a box with multiple insects. Numbers in a simple
> run of integers across all taxa (a jar may contain a mix of taxa) have a
> prefix referring to major collection category:
>
> NC:zool.jar.1 = Natural History Division, Container : zoology . glass jar
> . number 1
>
> If we refer to a single tube with its own museum register number, we use
> the above container code as a storage location, rather than as the unique
> identifier for the database record. It has allowed us to manage 26,000 jars
> and only when we get a loan request for a single specimen do we create a
> detailed database record for that specimen. We do not list strings of
> register numbers on the outside of our jars. Some jars have number lists in
> the alcohol. The main place for detailed lists is in the database.
>
> Nigel
>
>
> Mr Nigel T. Monaghan,
> Keeper,
> Natural History Division,
> National Museum of Ireland ? Natural History,
> Merrion Street,
> Dublin D02 F627,
> IRELAND
>
> +353-1-6486354 (phone)
> +353-1-6486380 (fax)
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>
>
> From: nhcoll-l-bounces at mailman.yale.edu [mailto:nhcoll-l-bounces@
> mailman.yale.edu] On Behalf Of Emily M. Braker
> Sent: 01 August 2017 17:24
> To: nhcoll-l at mailman.yale.edu
> Subject: [Nhcoll-l] Jar Numbering Systems
>
> Hi All,
>
> We are planning to rehouse and inventory our Herpetology collection which
> will include implementing a container-level specimen tracking system. All
> catalog numbers in a jar will be linked to a unique container ID to
> increase findability, especially for large taxonomic series that span
> multiple jars within a given geographic region.
>
> I am interested to know what other collections have done regarding a jar
> numbering systems (sequential? sequential within taxon? other?). Or, if you
> use barcodes for tracking containers, have you encountered issues with
> scanning through glass? We will be adding thermal labels to each jar to
> replace our existing external jar tag that lists species and locality
> (county-level resolution). Along these lines, does anyone go so far as
> listing the catalog numbers of specimens stored within the same jar on
> their thermal labels? We are hoping to streamline the process of searching
> through multiple jars and hundreds of specimens to find the distinguished
> few that are requested to go on loan. I?d welcome any suggestions or advice.
>
> Thanks!
> Emily
>
> Emily Braker
> Vertebrate Collections Manager, Zoology Section
> University of Colorado Museum of Natural History
> 265 UCB, Bruce Curtis Building
> Boulder, CO 80309-0218
> Phone: 303-492-8466
>
>
>
> Taispe?as nua - Dearbh?Poblachta: ?r?mach 1916
> New exhibition - Proclaiming a Republic: The 1916 Rising
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>
> Message: 3
> Date: Tue, 1 Aug 2017 20:15:20 +0000
> From: Andrew Stewart <AndrewS at tepapa.govt.nz>
> Subject: Re: [Nhcoll-l] Jar Numbering Systems
> To: "Emily M. Braker" <emily.braker at colorado.edu>,
> "nhcoll-l at mailman.yale.edu" <nhcoll-l at mailman.yale.edu>
> Message-ID:
> <SYXPR01MB057607A1D57F1D94A58CB2758DB30 at SYXPR01MB0576.
> ausprd01.prod.outlook.com>
>
> Content-Type: text/plain; charset="us-ascii"
>
> Hi Emily,
>
> Yes, we have implemented a jar numbering system; basically running the
> jars as 'mini drums'. This enables some space saving with multiple
> registrations in a jar, particularly useful when several specimens of the
> same species from the same location have different registration numbers due
> to tissue sampling. The printed label has the list of registration numbers
> on it, but each database record has the same jar number. The jars have a
> sticky number label attached to the lid, but this is not repeated on the
> jar label. Also we use the jar number to track the registration number down
> to the shelf it should be on.
>
> The database we are using is KE Emu and the jar number is stored in the
> Collection Management tab, vis: [J019177] Jar - [R-3D17-12GB] Tory Street
> - Spirit Collection Store, Area 1 - compactor 12, Drop G, shelf B. This
> means that the history of that container is also recorded - jar
> manufacturer, alcohol type, volume and concentration and who did the work,
> & when. Should a batch or style of jar show problems, they can be tracked
> and assessed to the size of the problem; is it a single faulty unit or is
> the whole batch defective.
>
> We have what would be an average to small-sized fishes collection (~55,000
> jars) and the jar numbers started at J00001. The collections have different
> number blocks assigned, fishes run through to J700000. We haven't had the
> money for scanners, but work from spread sheets which are then transferred
> to the database. Sounds clunky, but it works OK.
>
> The biggest thing to watch for is that researchers put the correct lid
> with its number back onto the correct jar with its specimens and
> registration label!
>
> Hope this is useful
>
> Cheers
> Andrew Stewart
>
> >><<<)o>
> Collection Manager: Science (Fishes)
> Museum of New Zealand
> 04 381 7314
> 027 7339363
> [cid:image004.jpg at 01D222CD.5BC54260]
>
>
>
> From: nhcoll-l-bounces at mailman.yale.edu [mailto:nhcoll-l-bounces@
> mailman.yale.edu] On Behalf Of Emily M. Braker
> Sent: Wednesday, 2 August 2017 4:24 AM
> To: nhcoll-l at mailman.yale.edu
> Subject: [Nhcoll-l] Jar Numbering Systems
>
> Hi All,
>
> We are planning to rehouse and inventory our Herpetology collection which
> will include implementing a container-level specimen tracking system. All
> catalog numbers in a jar will be linked to a unique container ID to
> increase findability, especially for large taxonomic series that span
> multiple jars within a given geographic region.
>
> I am interested to know what other collections have done regarding a jar
> numbering systems (sequential? sequential within taxon? other?). Or, if you
> use barcodes for tracking containers, have you encountered issues with
> scanning through glass? We will be adding thermal labels to each jar to
> replace our existing external jar tag that lists species and locality
> (county-level resolution). Along these lines, does anyone go so far as
> listing the catalog numbers of specimens stored within the same jar on
> their thermal labels? We are hoping to streamline the process of searching
> through multiple jars and hundreds of specimens to find the distinguished
> few that are requested to go on loan. I'd welcome any suggestions or advice.
>
> Thanks!
> Emily
>
> Emily Braker
> Vertebrate Collections Manager, Zoology Section
> University of Colorado Museum of Natural History
> 265 UCB, Bruce Curtis Building
> Boulder, CO 80309-0218
> Phone: 303-492-8466
>
>
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> ------------------------------
>
> Message: 4
> Date: Tue, 1 Aug 2017 15:15:49 -0500
> From: Liath Appleton <liathappleton at gmail.com>
> Subject: [Nhcoll-l] SPNHC Connection Articles Due for September
> Publication
> To: "nhcoll-l at mailman.yale.edu" <nhcoll-l at mailman.yale.edu>
> Message-ID:
> <CAEf=rq9+qwEr5iziTzfNL3dAaKiuH8eiYuUz62
> VPtN8x4+myQQ at mail.gmail.com>
> Content-Type: text/plain; charset="utf-8"
>
> It's that time again! All reports and article submissions for the fall
> SPNHC Connection newsletter are due Aug 1. Yes, that's today! I apologize
> for the late notice. Time got away from me this summer. Please contact
> Liath Appleton (*newsletter at spnhc.org <newsletter at spnhc.org>*) right away
> if you are planning on submitting an article. Thanks ---Liath
>
> Liath Appleton
> Associate Collections Manager
> Non-Vertebrate Paleontology Collections
> University of Texas - Jackson School of Geosciences
> SPNHC Connection Editor (newsletter at spnhc.org)
> SPNHC Web Manager (webmaster at spnhc.org)
> www.spnhc.org
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>
> Message: 5
> Date: Wed, 2 Aug 2017 10:03:17 +0200
> From: Dirk Neumann <dirk.neumann at zsm.mwn.de>
> Subject: Re: [Nhcoll-l] Jar Numbering Systems
> To: nhcoll-l at mailman.yale.edu
> Message-ID: <5816111b-f8d1-f1aa-33c5-77c46fc371ca at zsm.mwn.de>
> Content-Type: text/plain; charset="windows-1252"
>
> Dear Emily,
>
> this is surely a useful approach e.g. if you aim to individualise
> tissued specimens; we currently have > 20,000 individualised specimens
> in our jars.
>
> However, your database should be capable to manage your jar based
> specimen entries and associated individuals / individualised parts
> thereof (which usually are stored at different locations, e.g. tissues
> in - 25?C and DNAs in -80?C or other deep freezing units).
>
> It is not in all cases useful to apply tags to all specimens, especially
> if they are too small or delicate, because hard labels, thus as thermal
> ribbon based labels, potentially damage fins or scales. Also, such
> labels are very difficult to apply to specimens below 3 cm total length.
> We prefer paper based gill labels, one the one hand to avoid any
> (potential) deterioration issues of plastics in alcohol, on the other to
> limit potential damage to specimens (especially if specimens are
> crowding inside jars).
>
> The other option to individualise specimens would be to separate them
> into sufficient large, tight closing high-quality centrifuge tubes
> (minimum 50 ml total volume) , which should be sealed with parafilm and
> then be placed into glass jars, to create a controlled / closed
> micro-environment inside the jar (because PE-tubes are highly permeable
> for oxygen and other gases). Smaller voucher specimens should be stored
> in tissue tubes in frozen condition. If there are additional specimens
> from the same collection event for example stored in your main
> collection, you could link them relationally in your database to
> increase searchability.
>
> As Andrew already pointed out it is useful to have a full record of
> individual (tissue) numbers included in jars on the respective specimen
> labels for those jars.
>
> Hope this helps
> Dirk
>
>
>
> Am 01.08.2017 um 18:24 schrieb Emily M. Braker:
> >
> > Hi All,
> >
> > We are planning to rehouse and inventory our Herpetology collection
> > which will include implementing a container-level specimen tracking
> > system. All catalog numbers in a jar will be linked to a unique
> > container ID to increase findability, especially for large taxonomic
> > series that span multiple jars within a given geographic region.
> >
> > I am interested to know what other collections have done regarding a
> > jar numbering systems (sequential? sequential within taxon? other?).
> > Or, if you use barcodes for tracking containers, have you encountered
> > issues with scanning through glass? We will be adding thermal labels
> > to each jar to replace our existing external jar tag that lists
> > species and locality (county-level resolution). Along these lines,
> > does anyone go so far as listing the catalog numbers of specimens
> > stored within the same jar on their thermal labels? We are hoping to
> > streamline the process of searching through multiple jars and hundreds
> > of specimens to find the distinguished few that are requested to go on
> > loan. I?d welcome any suggestions or advice.
> >
> > Thanks!
> >
> > Emily
> >
> > Emily Braker
> >
> > Vertebrate Collections Manager, Zoology Section
> >
> > University of Colorado Museum of Natural History
> >
> > 265 UCB, Bruce Curtis Building
> >
> > Boulder, CO 80309-0218
> >
> > Phone: 303-492-8466
> >
> >
> >
> > _______________________________________________
> > Nhcoll-l mailing list
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> >
> > _______________________________________________
> > NHCOLL-L is brought to you by the Society for the Preservation of
> > Natural History Collections (SPNHC), an international society whose
> > mission is to improve the preservation, conservation and management of
> > natural history collections to ensure their continuing value to
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>
> --
> Dirk Neumann
>
> Tel: 089 / 8107-111
> Fax: 089 / 8107-300
> email: Dirk.Neumann(a)zsm.mwn.de
>
> Postanschrift:
>
> Staatliche Naturwissenschaftliche Sammlungen Bayerns
> Zoologische Staatssammlung M?nchen
> Dirk Neumann, Sektion Ichthyologie / DNA-Storage
> M?nchhausenstr. 21
> 81247 M?nchen
>
> Besuchen Sie unsere Sammlung:
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>
> ---------
>
> Dirk Neumann
>
> Tel: +49-89-8107-111
> Fax: +49-89-8107-300
> email: Dirk.Neumann(a)zsm.mwn.de
>
> postal address:
>
> Bavarian Natural History Collections
> The Bavarian State Collection of Zoology
> Dirk Neumann, Section Ichthyology / DNA-Storage
> Muenchhausenstr. 21
> 81247 Munich (Germany)
>
> Visit our section at:
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> Advertising on NH-COLL-L is inappropriate.
>
>
> End of Nhcoll-l Digest, Vol 64, Issue 2
> ***************************************
>
--
Luke J. Welton
Ph.D., M.A., B.S.
Herpetology Collections Manager
University of Kansas Biodiversity Institute
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https://urldefense.proofpoint.com/v2/url?u=http-3A__lwelton.weebly.com&d=DwIBaQ&c=cjytLXgP8ixuoHflwc-poQ&r=LpYc_Z_iN1KRw0hheb3x6-8MJUMu482qfHowpGYJqwc&m=MRIkeJjKqrTvEMP6Svlq3d34Lz_OJ1i74R_oD8TtGZE&s=Ij3h_bK3KL-WLV35-FEsZvQD6d5HEZGOHF16VkyX3PM&e=
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