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Collection profiling

Learn about the CP system to evaluate and improve collection standards, prioritize needs, and tailor employee skills. Understand digitizing levels and challenges in managing collections effectively.

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Collection profiling

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  1. Collection profiling

  2. Background • Smithsonian system • WERE'S THE MANAGEMENT IN COLLECTIONS MANAGEMENT?Planning for Improved Care, Greater Use, and Growth of CollectionsBy Ronald J. McGinley (1993) • http://entomology.si.edu/USNMDipteraProfiles.html • Originally 10 levels, now 8 levels

  3. What is CP? • System to evaluate the curatorial standard of a (sub-)collection • Uses a scale to indicate the completeness of the curration • Divides the collection into manageable units (Drawers, shelves, boxes etc.) • Collection health index (CHI) of the collection can be calculated from (L3+L6-8)/all units

  4. Rationale (Why CP?) • Gives an overview of the collection • Lets you identify where you attention is needed • Lets you prioritize • What kind of skills that you need from your employees • Potentially make it easier to apply for money • Everybody likes numbers 42

  5. The levels • 1. Conservation problem.Specimens deteriorating. Danger of pest attack. Immediate attention needed. • 2. Specimens unidentified, inaccessible.Material properly prepared but not sorted to family [or other appropriate] level. • 3. Specimens unidentified, accessible.Specimens sorted to a level necessary to be efficiently accessible to research specialists for study.

  6. Level 2

  7. Level 3

  8. Update on the USNM method forProfiling Entomological Collections • http://entomology.si.edu/USNMCollectionsProfilingStandards.html

  9. The levels cont. • 4. Specimens identified to species or morphospecies but not integrated into collection. • 5. Specimens identified but curation incomplete.All specimens identified and integrated. However, some extra work is needed: header labels prepared, specimens transferred to good unit trays and good drawers, etc. • 6. Specimens identified and properly curated in accordance with our standards.

  10. Level 5

  11. Level 6

  12. The levels cont. • 7. Data captured. Species level inventory.Level 6 + species names entered in the database / checklist. • 8. Data captured. Specimen level inventory.Level 6 + label data entered in the database.

  13. Alternative system at NHM2 different scales: Curatorial Digitizing 4 levels Reflexes level 7 and 8 from the Smithsonian system • 6 levels • The same levels as the first 6 of the Smithsonian system • Why? • Differentiate between 2 fundamentally different types of activity • More in tune with the way we work • Poorly curated material might also be digitized • Is backward compatible with the original system

  14. Alternative to level 7-8 used by NHM • Nivå A: Ikke i database • Ingen av objektene i enheten er ført inn i database. • Nivå B: Registrert art i samlingene • Vitenskaplig navn på objektet er ført inn i database, slik at vi vet at objektet finnes i våre samlinger, men etikettinformasjon er ikke digitalisert. Dvs. dette er en lagerliste. • Nivå C: Delvis registrert • Enkelte av objektene i enheten er fullregistrerte men det er også objekter som er på nivå A eller B. • Nivå D: Alt er registrert • Både artsnavn og annen etikettinformasjon er ført inn i databasen.

  15. What is it to digitize? (from a collection management point of view) • Inventory with a list of taxon names, numbers and country? • All the label data? • Georeference? • A researchers needs will change with time, but a collection managers will always need to know what is in the collections

  16. What is the gold standard • CP forces you to define where you are going • For NHM this means Best practices manuals • Highlight changing standards through time • What was good enough in 1990 might not be good enough today • Shows the constant need to upgrade collection

  17. Challenges • Define suitable units • Agree upon the gold standard • Adjust the levels to every sub-collection • What to do with the botany boxes?

  18. ResultsEntomological department

  19. Collection profiling CHI (2011) = CHI (2008) = 0,29

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