Transcript Curatorial Responsibilities of Collectors

Biscayne National Park Bio Blitz
April 30, 2010
What are curatorial requirements?
 Curatorial requirements are those actions which
researchers who collect specimens and/or data from
national parks must take to ensure the preservation
and accessibility of those materials as part of the
museum collection.
 Requirements include: documenting and identifying
specimens; preparing and labeling specimens;
cataloging specimens; submitting associated data; and
depositing specimens and associated data in an
approved museum repository.
What museum collections result
from the Bio Blitz?
 Voucher specimens and associated records
 Samples and associated records
 Data (with no specimens collected)
 Associated records are the data (e.g. field notes,
photographs, video, GIS data, sound recordings,
reports and publications, and other documentation)
which document the voucher specimens.
What if I’m only collecting data?
 If you are only collecting data and will not be taking
any specimens or samples from the park after the Bio
Blitz is complete, these procedures do not apply to
you.
 The curator will coordinate with the data managers
who are gathering all the data sheets and other
information on site, to ensure that all of that
information is archived for permanent retention.
What can I collect?
The collecting permit issued by the NPS will include specific
restrictions on collecting. These may include restrictions
on:
 Specific classes (e.g. vertebrates) or specific species (e.g.
T&E species).
 Specific locations (e.g. areas of the park where no
collecting can occur).
 Specific collection methods.
To determine what is legal to collect for any purpose, see the
conditions in the approved research permit.
Who owns the specimens &
samples collected during the Bio
Blitz?
 The National Park Service (NPS) owns all specimens &
samples collected from inside the park’s boundary.
 Legally, the NPS cannot give away specimens
scientifically collected from park lands.
 The NPS is required to ensure that all of these
specimens are labeled as NPS specimens and are
cataloged into the Interior Collections Management
System (ICMS) database.
Do I have to voucher my collecting
activities?
 Yes. If specimens are allowed to be killed under the
permit, voucher specimens must be retained.
 Although some specimens may legitimately be
consumed during analysis, all species killed during the
Bio Blitz must be vouchered with specimens for the
museum collection.
 Vouchers are not limited to only one specimen per
species.
 When possible, vouchers should include both sexes,
various life stages, various habitats, etc. as appropriate.
Bio blitz challenges for curation
 Field work occurs over 24-hour period but specimen
identification, preparation, cataloging, etc. will take
longer.
 So scientists who collect specimens will have
additional responsibilities after the Bio Blitz is over to
ensure that specimens and associated data are
permanently retained.
 NPS policy requires that projects which generate
specimens for permanent retention fund curation
activities, including preparation and cataloging costs.
Who is responsible for preparing
specimens?
 Each investigator who collections specimens is
responsible for his/her specimens.
 All specimens for permanent retention must be
identified, labeled and prepared prior to submission to
the museum (e.g. insects pinned, wet specimens in
alcohol, etc. as appropriate)
 See the document “Curatorial Responsibilities of
Collectors” for further information.
What level of identification needs
to be done on the collections?
 It depends.
 NPS recognizes that scientists have their own areas of
interest and expertise.
 Cataloging of bulk samples is allowed.
 However, samples should be processed to the lowest
reasonable taxonomic classification (may be order,
class, genus, species, etc. depending on what is being
collected).
 Scientists should utilize the Bio Blitz participants to do
as much of this sorting as possible.
Who is responsible for cataloging
specimens?
 Each investigator who collects specimens is
responsible for ensuring his/her specimens are
cataloged to NPS standards.
 An Excel spreadsheet and field-by-field cataloging
instructions will be provided to each investigator.
 This spreadsheet must be completed for all
permanently retained specimens.
 The spreadsheet data will be imported into the NPS
cataloging system by NPS staff to complete the catalog
record.
Who is responsible for cataloging
associated records?
 SFCMC staff will catalog any associated records or
archives for you at no cost.
 Archives (including associated records) are managed
and cataloged very differently from specimens.
 Archives cataloging requirements are not as easily
conveyed as scientific specimens and imported into
the cataloging database.
Can the NPS loan specimens?
 Yes.
 The NPS can loan specimens to qualified institutions
for cataloging, research, storage, or exhibit.
 Institutions and their facilities must meet NPS
standards for curation and access to collections.
 The NPS cannot do loans to individuals. All loans must
be to institutions.
 The NPS does not do “permanent” loans. All loans
have an end date. Loans may be renewed if
appropriate.
Where are the specimens and data
curated?
 Biscayne National Park’s museum collection is
managed by the South Florida Collections
Management Center (SFCMC), located at Everglades
National Park.
 The SFCMC is the official repository for BISC
collections and materials from the Bio Blitz may be
deposited there.
 Other repositories can be proposed, pending approval
by the museum curator.
How do I propose another
repository?
NPS will assume SFCMC is proposed repository unless
an investigator requests otherwise.
Email SFCMC staff with the written request for the proposed
repository, providing:
 Name, address and phone number of institution
 Name and contact information for the curator or collection
manager at the repository.
SFCMC will contact these institutions to determine if they
meet NPS standards and are willing to accept the
specimens on loan.
What if I collect materials with
specialized storage needs?
 Some materials potentially collected may require
specialized storage (e.g. DNA samples, blood samples,
bacteria, etc.) which is not available at the SFCMC and
which will require the use of another repository.
 If an investigator plans to collect these types of
specialized collections, please contact SFCMC staff for
further discussions of appropriate repositories.
Can I do a third-party loan?
 No.
 If specimens are on loan for processing and cataloging,
that loan is not transferable to another third party.
 If specimens must be sent to a taxonomic expert for
identification, contact the SFCMC staff for further
information before sending specimens to other
scientists or repositories.
What do I need to do before
leaving Biscayne National Park?
 All investigators who collected specimens must visit
the curation station at the park before leaving.*
 At the curation station an accession number will be
assigned for the investigator’s collection & loan forms
will be prepared.
 Any investigator taking specimens from the park for
identification and analysis must have a signed loan
form before leaving.
 Investigators will also be given a CD with
curatoratorial responsibilities, cataloging spreadsheet,
and instructions.
How do I catalog the specimens?
 Contact SFCMC staff with a request for park catalog
numbers (estimate number of specimens for number
needed).
 Use only the catalog and accession numbers assigned
to you. If you need more catalog numbers, request
them. Do not just continue to use the next number in
the sequence as they will have been assigned to others.
 Specimens must be cataloged into the Excel cataloging
template provided.
 Field-by-field cataloging instructions are provided,
including format requirements.
Do I catalog specimens consumed
in analysis?
 No.
 Only specimens which are permanently retained
should be cataloged.
 All specimens consumed in analysis must be
documented as such and results of the analysis must
be submitted as part of the project’s associated
records.
How long do I have to catalog my
specimens?
 Investigators will have one year (until April 29, 2011) to
identify, prepare, catalog and submit specimens and
catalog data to the SFCMC.
 Data (not associated with specimens) should also be
submitted during this time frame.
 Materials may be submitted as soon as they are ready,
if completed earlier.
What happens after I submit the
specimens and data?
 SFCMC staff will import the cataloging data provided
into the Interior Collections Management System
(ICMS) to generate the catalog record per NPS
requirements.
 If there is a problem with the data or field-by-field
instructions were not followed, SFCMC staff will
return the spreadsheet to you for correction and resubmittal.
If I’m using another approved
repository, do I still have to send
specimens and data to the SFCMC?
 Yes.
 SFCMC staff will inventory specimens and import
catalog records.
 SFCMC staff will prepare the appropriate loan forms
for the other repositories and send the specimens
and loan forms together to ensure accountability.
SFCMC Contacts
The following individuals should be contacted with
questions about cataloging, loans, repositories, to
receive catalog numbers, or other concerns:
1st contact: Siobhan Millar, museum technician
[email protected] or 305-242-7812
2nd contact: Nancy Russell, curator
[email protected] or 305-242-7826
SFCMC Mailing Address
For specimens & associated records:
Nancy Russell
Museum Curator
South Florida Collections Management Center
Everglades National Park
40001 State Road 9336
Homestead, FL 33034