What’s Important Is Information… and We Have Specimens, Too!

Neftali Camacho and Darolyn StrileyNatural History Museum of Los Angeles County

We use databases on the Web to make collection data available

We process unsorted and uncurated collections. Simply determining which collections we are responsible for is not always clear. Accumulating, locating, and tracking a collection's associated paper documentation is often challenging.

We use databases to track information about collections and the lots contained in those collections. These databases can be viewed at http://collections.nhm.org. The contents are regularly updated and maintained as our working copy.

We use our website as our work flow management tool and as a communication tool between colleagues, researchers, and others.

Who uses the Web-based collection information?

Communication within our work group curators and collection managers museum departments education registrar's office administration

External communication other researchers the public students granting agencies

Traditional collection data

Field notebooks, ship logs, and ledgers containing collection information are stored in widely dispersed locations and curators' offices. Potential problems include limited accessibility and lost documentation.

Input

Our input page allows curators and collection managers to submit collection information directly from their desks to us in the format that is used on the website.

Lot database

We use this form to record data from field notes and specimen jars. We can also import directly from electronic files. Salmon-colored fields on the form are calculated from input data. The label content appears at the bottom of the page.

Advantages to Web access

Collection information at your fingertipsCentralized collection data and processing status Ongoing progress report of collection processingSanity check for long-term projectsWorkflow management toolOnline storage for images of specimens and labelsReduced hassle factor: choose what data to retrieveTime savings: no need to coordinate data transfers

Computer-generated labels are often more legible than hand-copied labels, and they are readily duplicated.

Complete label information commonly includes:specimen identificationcollection datelocality and habitat informationtype of fixative and preservative usedcollector, expedition, vessel, cruise nameaccession and catalog numbers

One major benefit is that all data are web accessible and directly transferable to separate databases maintained by each of the curatorial sections. All original input data are retrievable, as are the formatted output data. Collection managers and curators can choose from 3 file formats (tab delimited, comma separated, or Excel spreadsheet) and can import directly into existing databases.

This hand-copied label contains extensive information, but is inaccessible except to a researcher who opens the specimen jar.

Output

This label has been computer-generated with standardized content and appearance. The data are available online as well as in the jar with the specimen.