How to Retire a Specimen Record
There are a few reasons we might retire catalogue specimen records from EMu: deaccessioning, superfluous barcodes, etc.
Deaccessioning a specimen (to send elsewhere or to toss): -In Specimen Notes field (on the specimen tab), indicate to all users that X barcode number is retired and why (e.g., deaccessioned, sent to another institution, superfluous). Separate this note from other notes with a visual indicator (semicolon or pipe), and prepend it if there is any existing text in the field. -Before retiring, check whether the catalog record is attached to anything else (View>Attachments>Current Record) to ensure the specimen is not attached to a narrative or other module that will lose functionality when no longer visible online. -Before retiring, check whether the catalog record is attached to anything else (View>Attachments>Current Record) to ensure the specimen is not attached to a narrative or other module that will lose functionality when no longer visible online.
Superfluous barcodes: In addition to the steps above, all catalogue records with barcodes on the sheet should be pulled up. Decide on a barcode to keep (preference is to keep the older lower numbered barcode, but use your best judgement due to placement or ease of barcode removal). Remember to make a EditBarcode task in the Tasks tab for specimens whose barcodes need updating but you haven't physically removed the barcode yet. -Before retiring, in addition to a note in the Specimen Notes field (on the specimen tab) for the retired record, make a note in Specimen Notes on the barcode that’s being kept to note the removed superfluous barcode number and why it was removed (especially if this is a barcode that has been in the database for a while and could be cited somewhere). -Before retiring, check the Tasks tab.
• There are three identifiers associated with specimen records: barcode number, irn, and UUID/GUID (generated by Emu the first time a record is saved). GUIDs cannot be changed because they’re currently set to be uneditable. • Online aggregators also has their own background identifiers. • Admin tab, GUID at the bottom, in Type, can search for different kinds of GUIDs. (leave “preferred” blank when creating new records) • GUID is also very important, for getting back to our source record…
- Preference to keep the older (lower number one) but this isn’t a firm rule - In Specimen Notes field, indicate to all users that X barcode number is retired and why, the rationale (e.g., deaccessioned, sent to another institution, superfluous) - Separate this note from other notes with a visual indicator (semicolon or pipe), and prepend it if there is any existing text in the field. - Leave the retiring barcode in the barcode field. - Check whether the catalog record is attached to anything else (View > Attachments > Current record). *You’re checking when it is attached to something else, NOT when something else is attached to it. You’re just checking, not changing, necessarily; if it’s attached to a narrative you might want to replace it with another specimen, if it’s a type proceed carefully, etc. - Security tab, publish: No and No, and dropdown for Record Status, toggle to Retired. Once you save that, it will modify the summary data to show Retired – Specimen (so searches for active records only will no longer return it). - Also need to communicate with Leanna about retiring the multimedia. - Also make a note in the Specimen Notes on the barcode that’s being kept (if you’re retiring a superfluous barcode) to indicate what was done and why.