Spreadsheet to accompany 50th AGM talk:
Dos and Don’ts When Cataloguing / Databasing Your Collection
Dr Mike Howe
British Geological Survey, Nicker Hill, Keyworth, NG12 5GG, UK.
People collect geological specimens for a myriad of reasons. If they are for display or artistic inspiration, then the details may not be too important, but if they might be sold, or offered to museums or other collectors, then the details will be critical. As is frequently the case, the 5Ws provide most of the information required:
- WHO - Who collected/donated/bought it
- WHAT – What is the specimen – identify as fully as possible, including age
- WHERE – Where was it collected? – ideally include grid reference or lat/long and rock unit.
- WHEN – When was it collected/bought? Was it on a holiday or society excursion?
- WHY – Why was it collected? Typical rock example? Odd feature for further study? Well preserved fossil?
You may have additional information such as associated specimens, photographs, where purchased, price, how identified. These are all worth recording.
The details can be recorded in a register/card index or entered on a spreadsheet or database. If the latter, you should keep a copy on a USB stick or a printed copy with the specimens. The information should be linked to the specimen by a unique registration number firmly glued to the specimen (paper and PVA glue work well). You might consider prefixing each number with your initials to make them more unique. If you are considering offering your collection to a museum, a busy curator will appreciate a digital spreadsheet. They may also require proof of ownership and confirmation that the specimens were collected legally.