Arctos: Need to Add Non-Accessioned Ancillary Collections

[mbprondzinski]

Is it possible to add non-accessioned collections, ie. teaching/ancillary, to Arctos without assigning them an accession number? That's the whole point to them not being accessioned!

Priority
High

[Jegelewicz]

NO it is not possible.

But don't let the names of things stop you.

Just create an Accession with a number that is absolutely nothing like your accession numbers and describe it as "Non-accessioned teaching/ancillary collections".

[Jegelewicz]

Doing this means it is easy to find all of said objects because they are in a single "non-accession".

[campmlc]

You can use object tracking for this?

On Wed, Dec 2, 2020 at 9:50 AM Mary Beth [e-mail] wrote:

• [EXTERNAL]*

Is it possible to add non-accessioned collections, ie. teaching/ancillary,
to Arctos without assigning them an accession number? That's the whole
point to them not being accessioned!

Priority
High

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[mbprondzinski]

Okay, we have a staff meeting tomorrow and I have to convince them that it is essentially NOT an accession number, but a number assigned to non-accessioned items.

[campmlc]

If you use object tracking, you can create a container for "Ancillary
Collections" with subcontainers for the different non-accessions. Object
tracking does not require that objects be cataloged or accessioned.
However, if you also do what Teresa suggests and assign a "non-accession"
number, you can integrate that with object tracking - e.g. show locations
for the non-accession 2020.001, in Room A, shelf B etc.

On Wed, Dec 2, 2020 at 10:04 AM Teresa Mayfield-Meyer <
[email protected]> wrote:

• [EXTERNAL]*

Doing this means it is easy to find all of said objects because they are
in a single "non-accession".

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[Jegelewicz]

Okay, we have a staff meeting tomorrow and I have to convince them that it is essentially NOT an accession number, but a number assigned to non-accessioned items.

I'll back you up if you need it.

Remember, Arctos is a tool for keeping track of stuff and "accession" is just a container for stuff that you catalog. Using that accession in a project would also help you track usage of these items too. Don't let the legal meaning of accession get in the way of daily productivity!

[mbprondzinski]

You can use object tracking for this?
…
On Wed, Dec 2, 2020 at 9:50 AM Mary Beth @.*> wrote: * [EXTERNAL]* Is it possible to add non-accessioned collections, ie. teaching/ancillary, to Arctos without assigning them an accession number? That's the whole point to them not being accessioned! Priority High — You are receiving this because you are subscribed to this thread. Reply to this email directly, view it on GitHub <#3259>, or unsubscribe https://github.com/notifications/unsubscribe-auth/ADQ7JBFH4N4COVRBT2PUFGTSSZV4PANCNFSM4UKYC6SQ .

If we actually started using barcodes with the ancillary stuff, that would be a plus!

[campmlc]

You can use object tracking without actual barcodes, although they do help.
You can just barcode a box or bag of samples. The shelf or room can have a
preassigned label.

On Wed, Dec 2, 2020, 10:52 AM Mary Beth [e-mail] wrote:

• [EXTERNAL]*

You can use object tracking for this?
… <#m_3413023019553374358_>
On Wed, Dec 2, 2020 at 9:50 AM Mary Beth @.*> wrote: * [EXTERNAL]* Is
it possible to add non-accessioned collections, ie. teaching/ancillary, to
Arctos without assigning them an accession number? That's the whole point
to them not being accessioned! Priority High — You are receiving this
because you are subscribed to this thread. Reply to this email directly,
view it on GitHub <#3259 https://github.com/ArctosDB/arctos/issues/3259>,
or unsubscribe
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.

If we actually started using barcodes with the ancillary stuff, that would
be a plus!

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[Jegelewicz]

But object tracking will not allow you to track use of the objects other than that they may have been moved from place to place.

[campmlc]

True. You need an accession to use projects.

On Wed, Dec 2, 2020 at 2:01 PM Teresa Mayfield-Meyer <
[email protected]> wrote:

• [EXTERNAL]*

But object tracking will not allow you to track use of the objects other
than that they may have been moved from place to place.

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[AJLinn]

I use UAMObs:EH to track my non-accessioned items (items proposed for donations). I assign things a T2020.xxx accession number for each non-permanent collection item that belongs to someone else. You can then create catalog records off that accession. This keeps the records totally separated. I know that's not technically what the Obs collections were created for, but it's how I use it as we don't see items "in the wild".

BUT, I also accession my teaching collection under one accession each year and they are clearly indicated as Hands-On / Teaching collection. They get barcodes and accessioned but they are stored in a different place and are considered disposable.

Just some other options for you.

[mbprondzinski]

That's an interesting way to use the Observation collection code...which would replace our "temporary receipt" when someone leaves a potential donation. Thanks, Angi

[dustymc]

not technically what the Obs collections were created for

It sort of is, although as usual we're not very good at naming things. "Obs" collections are intended to be "my stuff, but administratively separate for some reason." Perhaps that idea should be made more prominent, somewhere.

I see no particular reason to categorize WHY they're separate, but we could do so (in collection, I think) if there is one. I don't know (or care!) what all's in "Obs" collections, but it includes literature sightings, things without evidence, things without biological evidence, things without crunchy biological evidence, ....

[ebraker]

@mbprondzinski we keep it simple and use 0 as the accession number placeholder for all things that don't have a documented accession number (mostly legacy collections, but it could also apply to intentionally non-accessioned/non-permanent collections as well).

[mbprondzinski]

That is simple…something we could handle 😊 Thanks, Emily.

From: Emily Braker [e-mail]
Sent: Monday, December 7, 2020 1:24 PM
To: ArctosDB/arctos [e-mail]
Cc: Prondzinski, Mary Beth [e-mail]; Mention [e-mail]
Subject: [EXTERNAL] Re: [ArctosDB/arctos] Need to Add Non-Accessioned Ancillary Collections (#3259)

@mbprondzinskihttps://nam11.safelinks.protection.outlook.com/?url=https%3A%2F%2Fgithub.com%2Fmbprondzinski&data=04%7C01%7Cmbprondzinski%40ua.edu%7C5d2e25986a5949809ce708d89ae5a52b%7C2a00728ef0d040b4a4e8ce433f3fbca7%7C0%7C0%7C637429658390842116%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=F%2FcGl37UZHRjn59x0w4PYvCu8mlkEkHdpnvrSCpCZgE%3D&reserved=0 we keep it simple and use 0 as the accession number placeholder for all things that don't have a documented accession number (mostly legacy collections, but it could also apply to intentionally non-accessioned/non-permanent collections as well).

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[dustymc]

Would these be public? We've never adopted anything formal, but we've discussed "available for research" as a criteria for Arctos collections at various times, and I think we should follow that ideal for collections like this as well. Who knows what could be useful for research if it's not available?

There was some AWG Meeting talk of an appropriate collection type; one option is https://github.com/ArctosDB/arctos/issues/3452, which could eliminate collection type altogether.

[droberts49]

@mbprondzinski We have our standard accession records for the permanent collection and an acquisition records system for things in the teaching collection that has a different numbering system than the accessions.
accessions -- e.g. 2021.1 -- catalogued specimen would then be 2021.1.1, 2021.1.2, etc (trinomial system)
acquisition -- e.g. E2021A, E2021B -- catalogued specimen would then be E2021A.1, E2021A.2, etc

[mbprondzinski]

Hey, thanks Dawn! Had I only known you guys were doing something similar to what we had wanted. I will make sure @jcabbott13 sees this so the next collection manager will know how to deal with our non-permanent collections.