[Nhcoll-l] Shelf depth for EtOH jar collections

John E Simmons simmons.johne at gmail.com
Wed Feb 15 13:51:38 EST 2023


I believe that one of Paul's messages inadvertently did not go to nhcoll-l,
so I have reposted it below, along with my response.

The reason that we did not include a tray option in *Best Practices in the
Preservation and Management of Fluid-Preserved Biological Collections *is
because the use of trays on shelving is so rarely allowed. As Andy pointed
out, trays impede the flow of water from overhead sprinkler systems.

It is important to keep in mind that international fire codes do not
address the storage of fluid-preserved specimens. Code regulations are
focussed on the storage of bulk alcohol (usually full-strength and in large
containers) and the storage of retail liquor (which is rarely more than 40%
ETOH). No matter what fire code your local official use, there will be
interpretations made to accommodate fluid-preserved specimens. The
interpretations vary widely. For example, when the fluid collection
facility was built at the University of Kansas, we were not allowed to
store alcohol below grade (below ground level) because alcohol vapors are
heavier than air and would accumulate below ground. However, below grade
storage has been allowed in other places in the US, using the same fire
code, interpreted by different officials. In the case of KU, we were
fortunate that one of the architects became very interested in the project
and helped us negotiate many of the objections made by our local fire
marshall (although not all--we were still forced to go with 100% air
make-up which was both overkill and a huge maintenance headache). So, the
fact that one place allows trays does not mean others will, and we could
find very few collections anywhere in the world that were allowed to use
them (there are collections using metal, wood, or cardboard trays that
have thus
far escaped close inspection by fire officials). It is not that we did not
like Paul's idea, it is that it is not practical in most places. But if you
can talk your local fire marshall into allowing it, the trays are very
useful.

*Here is Paul's earlier post:*

To John’s first point – a metal tray system solves all the problems of
shelf depth. You don’t reach in to pull up and look at containers behind
the first row, you pull the tray out instead. As long as you only have a
maximum of two rows of containers, you can eyeball everything instantly for
condition, fully addressing the point he makes about planning for
maintenance cycles.

Sadly, the recent Fluid-preserved Biological Collections book did not
mention these systems at all, despite our design and its advantages having
been published by SPNHC.



As for collection density, fire-rated space in existing buildings is
expensive to create and rarely possible to expand. Like it or not, to stay
in code you often have to find ways to fit more into an existing space. We
did that, in the form of a cheap and practicable upgrade to existing
shelving of any kind.



Paul Callomon

Collection Manager, Malacology and General Invertebrates
------------------------------

*Academy of Natural Sciences of Drexel University*

1900 Benjamin Franklin Parkway, Philadelphia PA 19103-1195, USA
*prc44 at drexel.edu <prc44 at drexel.edu> Tel 215-405-5096 - Fax 215-299-1170*


On Wed, Feb 15, 2023 at 1:33 PM Rob Robins <rhrobins at flmnh.ufl.edu> wrote:

> What we are doing at UF is a direct outgrowth of reading Adam, Dean and
> Melissa’s paper.
>
>
> Rob
>
>
>
> Robert H. Robins
>
> Collection Manager
>
> Division of Ichthyology
>
> [image: FLMNH Fishes logo email small]
>
> Florida Museum
>
> 1659 Museum Rd.
>
> Gainesville, FL 32611-7800
>
> Office: (352) 273-1957
>
> rhrobins at flmnh.ufl.edu
>
>
>
> The UF Fish Collection is moving:
>
> https://www.floridamuseum.ufl.edu/fish/
>
>
>
> Search the Collection:
>
> http://specifyportal.flmnh.ufl.edu/fishes/
>
>
>
> Search samples suitable for dna analysis:
>
> https://www.floridamuseum.ufl.edu/grr/holdings/
>
>
>
>
>
>
>
> *From:* Nhcoll-l <nhcoll-l-bounces at mailman.yale.edu> * On Behalf Of *Hendrickson
> Dean
> *Sent:* Wednesday, February 15, 2023 1:00 PM
> *To:* nhcoll-l at mailman.yale.edu
> *Subject:* Re: [Nhcoll-l] Shelf depth for EtOH jar collections
>
>
>
> *[External Email]*
>
> I presented a talk at SPNHC in 2022 that discussed the extreme space
> crunch that forced us to convert a now sizeable portion of our fish
> collection from the classical taxonomy-ordered shelving to a much more
> compact and (we find in many ways) more efficient shelving system based on
> jar-size- and catalog-number. We’re very happy with the results so far, and
> coincidentally our legacy, second-hand library shelving enabled a handy
> solution to John’s point 1 – it takes us mere seconds to reliably monitor
> our fluid levels across an entire shelf full of upside-down jars. We still
> consider this experimental, but now have 4-5 years with many hundreds of
> jars in the test and still no sign of leaks. Mind you, these are all
> recently acquired and processed specimens, so new lids, liners, etc. More
> details are in the powerpoint and video of the presentation archived as
> Cohen, A. E., Hendrickson, D. A., & Casarez, M. J. (2022). Testing An
> Alternative Shelving Arrangement to Optimize Space and Task Efficiency in a
> Fluid Fish Collection. https://hdl.handle.net/2152/117476
> <https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fhdl.handle.net%2F2152%2F117476&data=05%7C01%7Crhrobins%40flmnh.ufl.edu%7Caa2e12a9dcd64619060008db0f8289ab%7C0d4da0f84a314d76ace60a62331e1b84%7C0%7C0%7C638120826025697344%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=fmj%2FEEEYV6S14Us0GhVfa3uRLL5UokUfSmEWyhQ258s%3D&reserved=0>
> (the shelf-jiggling fluid level monitoring is demonstrated at the end of
> the presentation).
>
>
>
> Dean
>
> [image: Fishes of Texas]
> <https://nam10.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.fishesoftexas.org%2Fhome%2F&data=05%7C01%7Crhrobins%40flmnh.ufl.edu%7Caa2e12a9dcd64619060008db0f8289ab%7C0d4da0f84a314d76ace60a62331e1b84%7C0%7C0%7C638120826025697344%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=5CW0n9hiXVTgJZEmK%2B34kLWx0k153HMJXW%2B9%2FTThmpU%3D&reserved=0>*Dean
> A. Hendrickson*, Ph.D. (he/him/his)
>
> Curator of Ichthyology, Biodiversity Center
> <https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fbiodiversity.utexas.edu%2F&data=05%7C01%7Crhrobins%40flmnh.ufl.edu%7Caa2e12a9dcd64619060008db0f8289ab%7C0d4da0f84a314d76ace60a62331e1b84%7C0%7C0%7C638120826025697344%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=mHdxdQBn%2BR3gDfClaO5TrAHeX%2Fw8ov3sH2i8PTbKgpE%3D&reserved=0>
> , University of Texas
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> *From:* Nhcoll-l <nhcoll-l-bounces at mailman.yale.edu> *On Behalf Of *John
> E Simmons
> *Sent:* Wednesday, February 15, 2023 10:07 AM
> *To:* Dirk Neumann <d.neumann at leibniz-lib.de>
> *Cc:* nhcoll-l at mailman.yale.edu
> *Subject:* Re: [Nhcoll-l] Shelf depth for EtOH jar collections
>
>
>
> The advice offered so far on this thread is excellent, particularly the
> idea of abandoning systematic arrangements. There are two other points in
> support of the advice that has already been offered that should be
> mentioned:
>
>
>
> 1-Deeper shelves do allow storage of collections in dense arrangements
> (assuming the containers are appropriately sized) but dense storage is a
> negative, not a positive. Yes, it saves a bit of space, but what is
> sacrificed is the ability to monitor the condition of the containers and
> specimens. The ideal arrangement would be shelves with only one row of jars
> because with that arrangement specimens and fluid level and color could
> immediately be seen, enabling the correction of developing problems,
> particularly loss of fluid. However, shelving with just one row of jars is
> not practical, so the question becomes how many rows of jars is practical?
> With two or more rows the jars in front must be moved to see the jars in
> back, which takes additional time and also, each time a jar is picked up
> and moved, it increases the risk of either compromising the container seal
> or getting the containers out of order. With deep shelves, so that the
> containers are several rows deep, the time spent monitoring the collection
> (checking for problems) increases enormously. In my experience, the time
> (and therefore the cost) of monitoring collections is rarely considered
> when planning collection storage, which is foolish. A fluid collection
> needs to be inspected regularly to avoid problems.
>
>
>
> 2-Systematic arrangements are false in the sense that they are not
> phylogenetic arrangements (nobody has branching shelving). What systematic
> arrangements do is simply re-create the linear *scala naturae* of
> Aristotle, using scientific names. The arguments that this allows for
> better exploration of the collection, etc., are silly. And as Paul points
> out, containers should not be opened in the collection storage room to
> examine specimens. Systematic arrangements made sense when collections were
> smaller, space was available, and scientific names were more stable. In a
> world of rapidly changing systematic arrangements, we should make good use
> of electronic databases to both bear the current name of species and to
> serve as a finding aid for containers, and arrange storage to efficiently
> store specimens in a stable environment on storage furniture designed to
> accommodate efficient monitoring of specimens and containers.
>
>
>
> --John
>
>
> John E. Simmons
> Writer and Museum Consultant
>
> Museologica
> *and*
> Associate Curator of Collections
> Earth and Mineral Science Museum & Art Gallery
> Penn State University
> *and*
> Investigador Asociado, Departamento de Ornitologia
> Museo de Historia Natural, Universidad Nacional Mayor de San Marcos, Lima
>
>
>
>
>
> On Wed, Feb 15, 2023 at 2:15 AM Dirk Neumann <d.neumann at leibniz-lib.de>
> wrote:
>
> Hi Tonya,
>
>
>
> we recommend in our book
> <https://nam10.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.universityproducts.com%2Fbest-practices-in-the-preservation-and-management.html&data=05%7C01%7Crhrobins%40flmnh.ufl.edu%7Caa2e12a9dcd64619060008db0f8289ab%7C0d4da0f84a314d76ace60a62331e1b84%7C0%7C0%7C638120826025697344%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=bHW5hX8tSKq1qK9hjjB0GPaEPDzE2WTSeoHA7%2BndjDk%3D&reserved=0>
> (p. 94) to prefer 300 mm deep shelves. You can do deeper shelves (in Munich
> we had 450 mm), but this doesn't save space, as you cannot place more large
> jars on such such shelves.
>
>
>
> Usually, large glass cylinders are rarely deeper than 300 mm. If there are
> larger containers, it might be worth considering 1 isle with deeper shelves
> (e.g., 450 mm) for these jars, or to arrange all large jars on special
> heavy duty shelves, as for example in the tank room at the NHM in London.
>
>
>
> If you choose 440 mm deep shelves for the entire collection, you increase
> the required staff time for monitoring and maintenance, because usually the
> number of small jars is much higher, and there is a tendency that small
> jars are crowding on deeper shelves as the offer more space. Visual
> inspection of such densely packed shelves however needs more time. If staff
> time is a critical variable, 300 mm would be preferable.
>
>
>
> Another point worth considering: deep shelves usually require wider isles
> and operating areas. This may not be intuitive right from the start, but
> you need to reach deeper into the (crowded) shelf. If the isle is as narrow
> as it would be for a 300 mm deep shelf, the risk to knock other jars is
> higher.
>
>
>
> If available space in the new storage room is not the limiting factor, I
> would choose 300 mm deep shelves.
>
>
>
> Hope this helps
>
> Dirk
>
>
>
>
>
> Am 15.02.2023 um 04:26 schrieb Haff, Tonya (NCMI, Crace):
>
> Hi again everyone,
>
>
>
> We are getting down to the pointy bit of having to confirm the desired
> depth of shelving for our new ethanol vault storage. Right now our shelves
> are only about 300mm deep, which is really not deep enough for some larger
> containers. We have specified 440mm deep shelving for the new space, but
> before pushing ‘go’ I thought I would ask if any of you have thoughts or
> very strong opinions about optimal shelf depth for storing jars of various
> sizes and smaller drums.
>
>
>
> Thanks in advance for your input!
>
>
>
> Cheers,
>
>
>
> Tonya
>
>
>
> -------------------------------------------------
>
> Dr. Tonya M. Haff
>
> Collection Manager
>
> Australian National Wildlife Collection
>
> CSIRO
>
> +61(0)419569109
>
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> for membership information.
> Advertising on NH-COLL-L is inappropriate.
>
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> Advertising on NH-COLL-L is inappropriate.
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