Collection profiling

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

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

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

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.

Level 2

Level 3

Update on the USNM method for Profiling Entomological Collections http://entomology.si.edu/USNMCollectionsProfilingStandards.html

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.

Level 5

Level 6

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.

Alternative system at NHM 2 different scales: Curatorial Digitizing 6 levels The same levels as the first 6 of the Smithsonian system 4 levels Reflexes level 7 and 8 from 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

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.

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

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

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

Results Entomological department

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