NPL Collections-Organization of the collections

Collections of fossil specimens can be organized in any of several different ways. Small, personal size collections (usually less than several thousand specimens) are often organized taxonomically. This makes it easy for the researcher to locate groups currently under study. As the collection grows, and as other collections are added to it the taxonomic organization begins to break down. This is particularly true with taxa that undergo revision. If specimen identifications are changed to a different species or genus or family group the specimens must be moved physically to the section of the collection where the other group resides. In large collections this can quickly become a logistical and record-keeping nightmare. Other organizational styles (e.g. grouping by locality, horizon, collector, or by year of collection) can suffer from similar types of problems as the collection grows.

The simplest (ideal) way to keep track of specimens is by assigning a whole number to an individual specimen. The first number in the collection should be 1. Each subsequently numbered specimen should have the next unused number. An infinite number of numbers are available, each of them unique. With the availability of digital database systems, keeping track of specimens by the unique number is a very simple matter. All data about the specimens is stored in the database. If a specimen is separated from a batch cataloged group of specimens, the next available specimen number is assigned. The separated specimen may reside in a different drawer than its former mates, but they can be brought back together with no trouble. Simple or complex queries can be run to locate specimens based on taxonomic identity, locality, collector, formation, etc. If the specimens are organized simply, by number, they can be retrieved quickly. Hundreds of specimens can be located within a very short time. Collection workers and researchers can be taught the system easily.

With established collections it is often necessary to forego the ideal organization and utilize, at least in part, the system that is already in place. The current re-organization and upgrade of the collections by the NPL will be a combination of the newer, simpler database driven style overlain on older organizational systems. There may be some inconsistencies in numbering or specimen organization. Please bear with us as we try to iron out the conflicts. 

There are many ways specimen trays may be sequenced within a drawer. They may be organized to read like an English book, beginning with the lowest specimen number at the back (or top) of the drawer, with increasing numbers reading left to right, and forming rows of increasing numbers from back to front. They can also be organized to read from the front, left to right, forming rows from front to back. Each style of organization has its own logic. Some styles may have more positive or fewer negative aspects than others. The main point is that the organizational system is consistent throughout. 

The Texas Cretaceous Collection

Here is an example of a collection that has been recently curated. Fossils were cleaned, rehoused and moved to new cabinets. The cabinets have been organized in a cascading, or nesting, fashion. Below is an illustration of how the nesting is structured. Click the image below for larger version.