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Catalog Numbers Collecting Events Most curators will be familiar with the idea of a catalog number, although it may take different forms depending on the historical practices of individual collections. For most collections, there is a single integer (123456) referring to either a specimen or a lot. Variations on this practice include decimals (1234.01), alphanumerics (1234a), and ranges (1234-1236). MUSE can be set up to handle any of these variants. Catalog number is the principal retrieval field for the MUSE data file called Primary. In addition, catalog numbers are used in loan records and in printing labels. In MUSE, collecting events are defined by the place and time that a collection is made. In many disciplines field numbers are the typical designations for this place and time information, but in other disciplines where this concept is not traditionally used, site name and date are used to link specimens associated with a unique collecting occurrence. Field Numbers Field number (or locality number, station number, collection number, site number, etc.) is a less universally recognized aspect of curation. In many taxonomic disciplines, for example, ichthyology, it is customary for a collector to assign a unique number (typically started with the collector's initials), to each 1 place and time where specimens are collected. For example, JMH 89-001 would be the first collection for Julian Humphries in the year 1989. Other collectors use a continuing series (JMH 2345) which they maintain throughout their careers. In some situations there will not be such a number associated with a collection. In marine sampling a field number will typically correspond to a tow or haul of a net and as such may be formed from a combination of ship, station and haul (SUNWARD-2345-1). Site Names In disciplines where the concept of a field number does not exist, MUSE provides Site Names for linking a collecting event with the specimens associated with that event. The Site Name method uses the concept of place names and dates to uniquely identify a collecting occurrence. In MUSE, each Site Name and Date combination identifies a single set of collecting origin information. See Chapter 6, Browsing and Editing Records and Appendix F: Creating Site Names for more information. If No Field Number Exists There will certainly be instances where this information has not been recorded in your catalog records. In such cases you have several choices. You may have access to field notebooks where the number is recorded. If there is no original collection number, you can make a number based on information about the collector and date, or based on catalog numbers. In the former case, a typical number might be JMH 1989JUL22. This obviously refers to a collection made by JMH on July 22, 1989. If JMH made two or more collections on that date, append b, c etc. The second scheme utilizes catalog numbers as the basis for field or station numbers. If the locality data for a lot are unique to that lot, that is, only a single species (or specimen for herpetology and others) was collected at one place and time, we have adopted the practice of prefixing a "Z" to the catalog number and 1Not to be confused with the tradition (in herpetology and other collections) of a collector assigning a different type of field number or collector's number to each specimen at the time of collection, also easily accommodated in MUSE. 3-2 3 Some MUSE Concepts
using that combination. For example catalog number 12345 would become Z12345. This is not as desirable as `field numbers based on initials, but is handy where little information exists about the original collector and/or date. This same plan can be extended for collections consisting of multiple lots (or specimens). In this case we prefix a "Q" to the range of catalog numbers in question. Thus if numbers 12345-12358 are from a single original collection, the field number for all of them could be either Q12345-358 or Q12345-12358. For most collections, all of these styles will be appropriate for some records. It is always more informative to include the collector's initials in the field number; however, any of the styles will work. The important point is to be sure that all the lots (specimens) collected at the same place and time get the same field number. Because MUSE stores the locality information once for each field number, the consistency for these data is enforced for all lots (specimens) with the same field number. If every catalog number was given a unique field number (such as with the "Z" style above), then not only would data entry take much longer, but disk storage requirements would be much higher as well. 3-3 3 Some MUSE Concepts
Page 1 and 2: Tutorial and Reference Manual Julia
Page 3 and 4: The MUSE Project Building 3, Resear
Page 5 and 6: iii About This User's Guide This ma
Page 7 and 8: List of Figures Figure 1 Partial da
Page 9 and 10: 7 Adding New Records to the Databas
Page 11 and 12: Hardware Required Installing MUSE M
Page 13 and 14: 5) Check CONFIG.SYS file 1-4 a) Typ
Page 15 and 16: Hierarchical Taxonomic Dictionary T
Page 17: 1The two groupings are "entities" i
Page 21 and 22: NOTE: If, at your site, data for tw
Page 23 and 24: Answering Prompts Configuration Exi
Page 25 and 26: Locality 1) To view Locality or Sit
Page 27 and 28: Move below the bottom margin of the
Page 29 and 30: IF THEN Generic and specific MUSE a
Page 31 and 32: Return to Primary Next Primary Reco
Page 33 and 34: In certain cases, a field may be se
Page 35 and 36: Proofing Locality Records Figure 3
Page 37 and 38: Figure 4 Deaccession Screen The dea
Page 39 and 40: . Figure 6 Print List Form a line i
Page 41 and 42: first retrieve the list with that n
Page 43 and 44: Editing a Loan form which appears,
Page 45 and 46: 2) For complete or partial returns,
Page 47 and 48: select "Fix Mistake" from the "Loan
Page 49 and 50: Name line TL|Tiny Labels/Laser * de
Page 51 and 52: Forms per Page in the "Attribute" c
Page 53 and 54: Optional Parameters form_x_gap# - S
Page 55 and 56: ox - Print graphic block or line Sy
Page 57 and 58: to be printed on the line or form;
Page 59 and 60: RREPORT.EXE (Part of Fixddf) HTDXPO
Page 61 and 62: -: To view other files while adding
Page 63 and 64: APPENDIX D: Sample FORMCAP File Sam
Page 65 and 66: small_step#3.5 (left_margin, 6.4) "
Page 67 and 68: (left_margin + 16.0, *) "Count" (le
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Figure 1 Jar Label/Dot Matrix Figur
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Figure 5 Multi-lot label for tank,
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APPENDIX E: Configuration Items Sys
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APPENDIX F: Creating Site Names In
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of data is identical for all such s
Page 79 and 80:
Help ii, iii, iv, 1-3, 3-1, 5-1, 5
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