[Nhcoll-l] [EXTERN] Re: Catalog numbers for split lots

Thu Jan 25 12:52:58 EST 2024

... perhaps worth adding to the excellent answers of the dear colleagues that it is worth saying how many specimens have been moved (especially, if these are type lots), e.g.

ABD 23456 (8 ex.) ex ABD 12345 (10 now 2); the new label of lot ABD 12345 would have the same information in the remarks ABD 23456 (8 ex.) ex ABD 12345 (10 now 2).

Type status should be added if required, e.g. ABD 23456 (8 ex., paratypes) ex ABD 12345 (10 now 2, non-types)

if the fish have been individualised in the jar (e.g. gill tags), the information on which fish-IDs/specimens have been moved should be documented/added as well.

In case that these inventory entries also appear in an hand-written catalogue, the catalogue entries should be updated as well; also worth adding is how made this change (date and name - in the database, this is usually recorded through the log files

Hope this a useful addition
Dirk

Am 25.01.2024 um 18:12 schrieb John E Simmons:
ACHTUNG/ATTENTION: Diese E-Mail stammt von einem externen Absender. / This e-mail comes from an external sender.

Angela,
I agree with Bill, it is very important to keep the catalog numbers linked.

I have split specimen lots many times due to new identifications (usually anuran larvae, which are usually cataloged by lot). My preference is to leave one group of specimens under the original catalog number and assign new catalog numbers to those that are separated out, being sure to note the linkage in the catalog records for both the original group and for any that are extracted and re-cataloged. There is no reason to re-catalog all of the specimens and, in my experience, that only leads to confusion if someone looks for the specimens under the original number.

I followed the same procedure as above when a specimen needed to be separated from the original lot because it was illustrated, prepared as a cleared and stained specimen, etc. Keep the original number with the lot, assign a new catalog record to the exception.

--John

John E. Simmons
Writer and Museum Consultant
Museologica
and
Investigador Asociado, Departamento de Ornitologia
Museo de Historia Natural, Universidad Nacional Mayor de San Marcos, Lima

On Thu, Jan 25, 2024 at 10:36 AM William Simpson <wsimpson at fieldmuseum.org<mailto:wsimpson at fieldmuseum.org>> wrote:

Hi Angela,

If you re-catalogue specimens out of an existing lot, just make sure you record the catalogue number of the original lot in a "Previous Catalogue Number" field or some such in the new catalogue records.

We've just separated several lots of Clepsydrops (a primitive synapsid) into over 700 individual catalogue records.  Trying to keep catalogue records confined to individuals is our goal with this.

Best,

Bill

William F. Simpson (he)
Head of Geological Collections
McCarter Collections Manager, Fossil Vertebrates
Gantz Family Collections Center

Field Museum of Natural History
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On 1/25/24 3:14 AM, Hannu Saarenmaa wrote:

Hi Angela & Co

I cannot comment on fish.  But this is a common case in botany.  It is about so-called multi-gatherings.  It happens that on one herbarium sheet several specimens may have been attached.  Which may belong to different species (!).  When we digitize these, what do we do?

My first advice is to split them apart and attach them to different sheets. But that is a bit risky and could lead to a loss of the gathering history.

What we do in practice is to attach on the herbarium sheet multiple identifiers (on QR codes).   None of the original identifiers will be repeated but all will be preserved.   In other words, each specimen can carry multiple identifiers.  This is not difficult, but normal in a situation when an old (unsorted) collection is being digitized.  I do not know if this would work for fish (in liquid jars).

So my advice is abandon all old identifiers and assign a new identifier for each newly digitized specimen.  But also do keep the old identifier.  Every specimen can carry multiple identifiers.

Thanks for a good question.  We meet this every day when digitizing an old herbarium.

Hannu,
CEO of Bioshare Digitization, www.bioshare.com<http://www.bioshare.com>

On 2024-01-25 00:21, Angela Hornsby wrote:
Hi everyone,

We have a fish lot that was originally IDed to genus and cataloged as such.  A researcher has followed up and IDed all individuals to species, splitting cleanly into new lots.  Is there a standard guiding which (if any) of these new lots should carry the original catalog number and which should receive a new one?  This catalog series is strictly integers, so I can't assign 123A, 123B, etc. without changing the series format and affecting other things (working in Arctos).

Thanks for your thoughts.

--
Angela Hornsby, Ph.D.
Zoological Collections Manager (MMNH / JFBM)
Bell Museum
University of Minnesota
https://www.bellmuseum.umn.edu/zoological-collections/

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Postanschrift: Adenauerallee 127, 53113 Bonn, Germany

Stiftung des öffentlichen Rechts;
Generaldirektion: Prof. Dr. Bernhard Misof (Generaldirektor), Adrian Grüter (Kaufm. Geschäftsführer)
Sitz der Stiftung: Adenauerallee 160 in Bonn
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