To catalog or not to catalog

Discussion: What to catalog, what not to catalog, what to determine on a case-by-case basis

Note: In the first phase of the Smithsonian field book project, two discussion boards were created on the project wiki. The content below, explaining local decisions on what would and would not be cataloged as 'field books,' emerged from the first of those two discussions.

Catalog:

• Items pertaining to specimens collected that are created during the collecting event.

Don’t catalog:

• Photocopies
• Items that clearly don’t pertain to specimen collecting activities. Example: If someone is collecting while on military duty, and you come across a letter containing military orders, don’t spend too much time accessing. If it’s clear after a minute, skip it.
• Catalogs / ledgers—basically a paper version of the specimen database entries. Sometimes lists are labeled “catalogs”, but they aren’t always the same thing. The catalogs referred to here were compiled by museum staff and contain the same information as in the specimen database.
• Research notes or lists on specimens in a museum (ex. Mearns went to a museum to study the specimens in that collection) or from literature (ex. lists of specimens compiled from researching in the literature. Usually includes author or title and page references).

Case by case:

Note: Whenever you run into these, ask senior staff. A different approach may be used depending on the importance of the person and the size of the collection.

• Field books with observational data (not tied to collections): if this is a small portion (1-3) of the field book collection, catalog. If this is a larger portion of the collection, skip or contact senior staff. When skipping, include a note why it was skipped - it may be returned to and cataloged at a later stage of the project.
• Manuscripts based on specimens collected in the field—do quick (3 minute) internet search to see if the item was published. If the amount of manuscripts is insignificant (1-3), catalog. Provide brief records if information in the manuscript is repeating information in field notes. If manuscripts are more significant (over 3), ask senior staff.
• Transcribed versions of field notes—collectors sometimes transcribe their field notes in more legible handwriting or as a typescript. Sometimes, these items contain additional information that the collector forgot to include in the original field notes. If no original field notes are present, catalog. If after a quick (3 min) scan, it seems to be a transcription with no additions, this is considered a copy. It uses the same description as the original field notes.
• If additions are notable and if the amount of transcribed copies is insignificant 1-3), create a separate record (minimal). If significant part of the collection contains transcriptions with notable additions, contact senior staff. . Best practice to use "Related Item" in both records if new record is created for the transcription.
• Reports. Quick (3 min) internet search to see if they are published. If published. don’t catalog. If unpublished reports were created after the collecting event, don’t catalog. If unpublished reports were created in the field/ during trip, and if there is an insignificant (1-3), catalog. If unpublished reports created during trip are significant portion of collection, contact senior staff.
• Lists of species names with no additional information - as long as there are no marks, annotations, etc., and it is not included as a part of the narrative. If it is a species list with no additional information, it is likely a derivative of other notes and would not need original cataloging.