GUIDELINES FOR THE CURATION OF GEOLOGICAL MATERIALS

When a specimen is replaced in its normal storage positiqn, the bottom copy of
the slip is discarded. If no record of the specimen's movement is required the top
copy may also be discarded. If, however, a record is required, simply cancel the
slip by striking through with a pen and initialling the cancellation, and either keep
it with the specimen concerned or place it in its History File.
A curator may be tempted on occasion to abandon the use of a Removal Slip
when, for instance, specimens are required to be removed for very brief periods.
The completion of 20 or 30 slips for specimens removed for use in a one hour
teaching session can sometimes appear tedious and unnecessary. We would argue
most strongly, however, that although initial completion is time-consuming, the
time saved on specimen replacement and the accuracy this system ensures is well
worth the effort. In addition, although curators always intend to replace
specimens immediately after use, circumstances may alter and what was an easy
job on the same day can become a nightmare a week later. Always use Removal
Slips and ensure that a supply of them is liberally spread throughout the store.
5.2.2. Label security
The removal of a specimen from store raises questions as to the fate of associated
labels. The dangers of losing the labels or at least dissociating labels from
specimens are clear. The loss of labels can be avoided by simply not removing
them: basic data, sufficient for most purposes, can be copied on to a Removal
Slip. In other circumstances, the labels may in fact be required, because they aid
research. Loss or dissociation in this case should be guarded against, though the
risks are in any case mitigated by each label bearing the Specimen Identity
Number concerned. Where a specimen is being removed to other parts of the
museum and especially to other museum buildings, no original 'collector' labels,
or others associated with the original acquistion of the specimen should be
released (except of course when they are 'marked', i.e. glued. on to the
specimen). Where necessary, photocopies or transcriptions of labels should
accompany the specimen.
5.3.1. Exhibitions
THE DOCUMENTATION OF SPECIFIC CASES OF SPECIMEN
REMOVAL
The paragraphs below give advice concerning some of the more commonly
occuring situations.
Complete Removal Slip.
Replace all storage bags, boards and labels in the specimen tray in the
normal storage position, together with the bottom copy of the Removal Slip.
Collate a list of specimens on display, their Identity Numbers and storage
location for future reference, together with the top copies of the removal
slips.
In the case of a need temporarily to remove specimens from a display, place
a second removal slip in place of the specimen and keep the copy with the
specimen.