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Processing New Herbarium Collections Using EMu
The last bits of paper
Nicole Tarnowsky
Processing Protocols - Overview
• NY staff specimens are collected in the field, usually with several duplicates.
• Botanists record info about each plant in their field books
• Specimens are often not determined to species, most botanists are specialists in only a few plant groups.
• Goal is to ensure all collections and their duplicates have been determined by the world’s specialists
• GFD’s• Meticulous records are kept on
where duplicates are sent• Distribute duplicates only when
we have a complete determination to species
Collections arrive from the field• Curatorial assistants process collections• Create specimen labels in EMu using the
fieldbooks• Record is created for each collection• Digitization projects are usually focused
on specimen field data
• Processing info hand recorded on paper lists
• Originally we did not design a spot in EMu to record this data
Processing Protocols – Reasons For Not Digitizing
• Tools of the trade: Carts, large tables, folders, drop tags, permanent pens and markers, lists of specialists
• Another drawback: data for newer collections would be in a different place than old collections
• Physical aspect of processing - Need room to spread out. These tasks are not done in one’s office near their computer but in our “Sorting Room”
Processing Protocols – Sending Duplicates to Specialists
• Sort specimens to family, separate dups, send to specialists• As we work, we record processing information on a paper processing list
Processing Protocols – Processing List
• Processing list – a record of everything that has happened to that collection and all of its duplicates.
• Collector/Collection number• Number of duplicates• Determination
Processing Protocols – Processing List
• Specialist name and institution – GFD• Re-processing – every change is an opportunity for specimens to get lost• Invaluable data to help track down specimens
Processing Protocols – Digital Processing List
• New fields in EMu to record same data as a paper processing list
• Installed WiFi in sorting room
• Pilot study using a laptop to record processing in database
• Subset of indetermined collections. Non-active collectors.
• Retrospectively created processing list in EMu.
Processing Protocols – Cold Room
• Once we have separated a duplicate set to be sent to specialists, we store the rest in our cold storage room
• Organized by Collector, Family, Collector No.
• Now we wait for determinations!
Processing Protocols - Exchange
• We pull the remaining duplicates from the cold room to send on exchange
• Distribute determined duplicates
• Cubbies for each institution we have exchange program with.
• Determinations trickle back from various specialists • Added to EMu records and we generate annotation labels
Processing Protocols – Recording Exchange
• Record where each duplicate is sent
Processing Protocols – Benefits to a Digital Processing List
• This info is more easily available to the entire institution
• Standardized data – no handwriting to decipher, dets. correctly spelled and include authors
• Easier to sort and find particular collections
• Data sharing• Keeping track of
duplicates – e.g. Types
