[Nhcoll-l] Catalogue number requests - paleontology

Thu May 4 14:12:43 EDT 2017

I appreciate the input from everyone. It seems to me that the entry first, catalogue number second principle is relatively straightforward to apply in some natural history disciplines, while others require greater flexibility. Maybe the importance of well-documented vouchers is not equally engrained across disciplines, maybe publication schedules are different as well.

Bill, the procedural insight you offer below is very useful. We recently put in place a procedure similar to the one you describe, i.e. documentation and transfer of title, then accession (after which the specimens can be tracked with a loan as suggested by others), however I often find it difficult to get all the data to create complete records. The researchers are often preoccupied by their publication and the journal-imposed requirement for catalogue numbers. I like the idea of sending out an Excel file, which structures the museum’s request for data, right off the bat. It also means that when the specimens finally make their way to the museum, the work involved is more akin to a loan return than a partially processed accession.

Again, thank you all for your insight,
Nathalie

Nathalie Djan-Chékar  -  Natural History Collections Manager
(709) 757-8082 (W) | nathaliedjanchekar at therooms.ca<mailto:nathaliedjanchekar at therooms.ca>

Provincial Museum Division
The Rooms Corporation of Newfoundland and Labrador

From: William Simpson [mailto:wsimpson at fieldmuseum.org]
Sent: May-04-17 1:01 PM
To: DjanChekar, Nathalie
Cc: Adrienne Stroup; Rusty Russell
Subject: Re: [Nhcoll-l] Catalogue number requests - paleontology

Hi Nathalie,

This issue often comes up with outside researchers who are not affiliated with a museum and who want to donate collections they're building through fieldwork.  First, we have them document the gift, indicating that they have full title, and thus can transfer title to us.  Then I accession the collection.

Next, I send an Excel file with all the fields I want data for.  The researcher send this back to me, with data on each specific specimen they have, and then I assign numbers and send the file back to them.  We used to "issue" blocks of numbers to researchers.  They would use some, but often not all the numbers.  Over time, this has resulted in over 9,000 blank records in our database.

So if they are willing to send me the data first, then I am willing to give them numbers, but only for specific specimens they have in hand.  Then, these specimens are considered to be on loan to the researcher.

Best,

Bill

On 4/28/17 10:05 AM, DjanChekar, Nathalie wrote:
Good day,

I would like to know how other institutions handle a researcher’s request for catalogue numbers for the purpose of  publication when the request comes prior to the specimens physically entering the museum.

As a rule, we don’t issue catalogue numbers until an incoming lot has arrived on the premises and can be assessed and fully accessioned. This is sometimes difficult to apply, particularly in paleontology. Regularly, paleontologists require catalogue numbers for publication, but need to hang on to their material for ongoing research. Permits and regulations often dictate that specimens be deposited in the region where they were collected. Sending the material back and forth, when the researchers live away, can be costly and presents risks and delay. However, issuing catalogue numbers prior to the specimens’ arrival creates an external backlog that is challenging to manage. I’m curious to hear about the experience of others with this issue.

I thank you and look forward to your comments and feedback.

Nathalie

Nathalie Djan-Chékar  -  Natural History Collections Manager
(709) 757-8082 (W) | nathaliedjanchekar at therooms.ca<mailto:nathaliedjanchekar at therooms.ca>

Provincial Museum Division
The Rooms Corporation of Newfoundland and Labrador

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