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Techniques for CollectorsCataloging Micromounts
26th Jun 2017 00:47 UTCDenise Bicknell
26th Jun 2017 01:14 UTCDon Saathoff Expert
I'm sure it is an item of personal inclination but Cookie & I use a sequential numbering system with the letters MM for micro boxes, TN for perky boxes (1.25 X 1.25", MIN for 2 X 2 boxes and no letter designation for cabinet specimens - one catalogue on paper. Each specimen or box bears the catalogue #. The catalogue extends back to 1956! We tried using the computer but things in that field change too rapidly and neither of us are typists!!!
Don
26th Jun 2017 02:09 UTCDenise Bicknell
26th Jun 2017 02:17 UTCDonald B Peck Expert
Just one caution . . . if you decide to use a computer, choose a database or spreadsheet that is not going to go away.
Don
26th Jun 2017 02:31 UTCDenise Bicknell
29th Jun 2017 21:42 UTCEd Clopton 🌟 Expert
Having a catalog of one's collection is a good idea, but bear in mind that maintaining a too-detailed catalog can become burdensome. Mine is borderline, but it does impose a de facto significance test on each specimen: Is this rock worth the trouble of either mounting (in my own elaborate way) in a Perky box or printing and affixing a "lifesaver" label; writing up a 3 x 5 card; and entering the info into the computer catalog? I guess it helps keep the riffraff out of the collection . . .
30th Jun 2017 10:18 UTCAlysson Rowan Expert
I also have multiple (3x5) index-card indices (printed from the DB along with labels of different styles) - that stay with the sub-section of the collection (micromounts, petrology, fossils, main collection etc.)
Once I have the new database up and running, I will be replacing the A4-format hard copy of the master data with a folded A5 version (i.e. A6 size) which will also work as a card index.
By printing the cards, I never have to rely on the legibility of my handwriting (scrawl, at best), the durability of the ink/pencil or my ability to write an accession number in 1pt (I glue on my accession labels rather than painting dots)
30th Jun 2017 16:51 UTCDonald B Peck Expert
Cataloging a new specimen takes maybe three or four minutes, and I do very little typing. Most of the time is looking up the species and locality on mindat, from which I copy and paste (eliminates a lot of typing errors). I have my micro workspace and my computer on the same desk, so everything flows kind of nicely, even searching photos when I need that for IDs. Cataloging is part of the process.
I think this is the fifth reincarnation of my catalog. #1. 5 x 8 filing cards, #2. 5 x 8 needle-sort filing cards, #3. Microsoft Excell spreadsheet, #4. MS Access 2003,( obsolete file format), #5. Access 2016 (and I hope the last one). I do make a paper copy. The paper copy has the detail for minerals in numbered entry order. The entry order is indexed alphabetically. So when I update I only print the entry order detail from the last that was printed, but print an entire index.
I think that if Microsoft ever drops Access from its Office Suite that I will stop collecting minerals !! ;<}
1st Jul 2017 10:02 UTCAlysson Rowan Expert
Next update will be to Linux, so I need a new DB in place before then - which will also give me a chance to re-organise the indices and flag fields.
Rock Currier was right in recommending that information that could be looked up is unnecessary, but anything that you want associated with a specimen should be included (which means that a dump of the data will include everything you have on that specimen).
Things like chemical formulae, on-line (and book-) references are best stored in a separate table, and indexed against species/varietal name - making your display fields relatively easy to manage. Some labels and all index cards, I have found, are better managed using Word forms to print with - having a wider and more varied range of formatting options available.
1st Jul 2017 15:07 UTCLászló Horváth Manager
If we are in competition for the oldest and most out of date database, I am using a vintage version of Lotus Approach, which was based on the old Dbase IV.
And, I use Lotus 1-2-3 for printing labels. Both work perfectly well even under Windows 10. I did back up the Approach collection database as a spreadsheet with Excel. With 17K + specimens in the collection sometimes I have nightmares of losing something. I have copies on 4 computers & some external hard drives. I keep everything together in the collection database regardless of size, denoted as M, T & C (MM, TN & cabinet to garden size). The C specimens have dimensions (50x45x30 mm) in a separate field. I also have a text field for ID details (XRD, EMPA etc).
I have a separate collection of reference specimens (~2500+) that were submitted for analytical work (XRD, EMPA), which are in an Excel spreadsheet. I started this in the first DOS version of Lotus 1-2-3 in the early 1980s.
1st Jul 2017 17:22 UTCDonald B Peck Expert
Although I worked with dBase (don't remember which version) in the 1980's, I never used it for my catalog . . . don't know why. And it is good to hear that Lotus 1-2-3 still works with Win-10. I am still learning to use Access 2016. They are pushing for everything written to customize it be in VBA, and I have not got my head around it yet. I have done a lot of programming, but mostly in Borland's Delphi and a little assembler. I need to find a good manual for VBA. I downloaded the IMA/CNMMN table of minerals and formulae and am currently trying to figure out how to enter a mineral name in Access with progressive typing and search. When I figure that out, loading the formula into the Access display will be from the IMA table and spelling mineral names will no longer be a problem. (Programming is another hobby). I worry about losing files, too. I keep copies both on my two computers and on memory sticks.
Hello Allyson,
I was using an old version of Access on Win-XP and when I switched to Win-10 I got messages that it could not read the old Access tables with the new version. I have heard since, that if I had gone through Win-7 it would have worked. Anyway I now have a working system . . . not where I want it yet, but it works with close to a minimum of input time. I still have work to do on printing labels, although I can do it in Access, and I want to develop a few relational tables to reduce the size of my main table. As I told Lazlo, I have to figure out VBA first.
1st Jul 2017 17:49 UTCTony Nikischer 🌟 Manager
2nd Jul 2017 00:59 UTCDonald B Peck Expert
Half the fun is learning to use the new sytem! ;<}
Don
3rd Jul 2017 08:28 UTCLuca Baralis Expert
3rd Jul 2017 13:41 UTCDavid Von Bargen Manager
3rd Jul 2017 14:55 UTCAlysson Rowan Expert
-------------------------------------------------------
> Just a little off-topic, but I'm interested in how
> you databasers deal with chemical formulas.
> Managing subscripts and superscripts is not easy
> in a digital database!
In my case, I can store them as either HTML or Rich Text Format fields. I also have a little program that parses flat formulae (mostly correctly).
Both HTML and RTF are fairly simple flat-text 'languages' that can describe the typesetting for super/subscript etc. without the need to resort to Unicode character tables.
3rd Jul 2017 16:45 UTCNelse Miller
5th Jul 2017 17:49 UTCDenise Bicknell
5th Jul 2017 21:59 UTCKeith Compton 🌟 Manager
I have started converting my catologue to Mindat catalogue - have converted all my miniature/thumbnails. Still need to work on all the larger specimens.
I have found that the Mindat catalogue is virtually all I need and it enables me to store the photos etc. (although I don't use it for all my mineral photos - just one or two of each specimen). Where I have many photos of the same specimen I simply keep those in a photo file.
I also create a Word doc for each specimen with photo and store on my own hard drive and back up. That way I have two copies of data at home and a catalogue on mindat - which I effectively use for numbering, and storing photos.
I have changed my numbering system to minID. Currently back tracking on all my larger specimens. When completed I'll start adding the photos.
I use my own Excel program for my printed labels - just name and locality, to ensure all labels are visually the same size.
I could do without the Word files but I like to maintain these because of the additional information I like to keep on specimens but I really don't need to do this as most of the fields are in the Mindat catalogue anyway.
I certainly don't bother with storing chemical formulae as these can be looked up at any time.
As I have just started to do micromounts I have also used the Mindat catalogue for these too.
If I didn't create my Word docs the Mindat cataogue would be all I need for storing info and numbering of specimens. I would then only need to use my Excel template for a label.
By using the Mindat catalogue it provides a fail safe if I happen to lose all my data at home. While it would not provide a back up of all my photos and notes it would provide sufficient to identify all specimens in my collection (once I have completed my cataloging of course).
Mindat works for me.
Cheers
Keith
5th Jul 2017 22:20 UTCAlfredo Petrov Manager
There is only one important repository of information on your micromounts, that is most likely to be retained and useful after your (and my) ultimate demise, and that is the information that is on or attached to the micromount box itself. Practice writing really tiny letters ;))
Keith's mention of a Mindat-hosted catalogue of your collection is a valuable suggestion too. That way the information you accumulated about your specimens can become available to everyone after your departure from this world, and not just to the person who inherits your paper catalogue and may or may not save it.
6th Jul 2017 11:36 UTCAlysson Rowan Expert
That is one of the purposes of the computer DB - I can produce labels with miniscule writing to stick onto specimens - just the most essential information, and much more readable than my hand-crafted scrawl.
6th Jul 2017 11:40 UTCAlysson Rowan Expert
-------------------------------------------------------
> ... I would like to produce an Access
> report and a print out for my older items but am
> having a hard time getting started.
Access has a really simple report design wizard which is accessible from within the open database.
It is worth playing around with the designer in order to get what you want out of it.
You will need to set up suitable query filters in order to limit what you put into it, but things like sorting and grouping can be taken care of automagically from within the report designer.
6th Jul 2017 13:22 UTCLuca Baralis Expert
-------------------------------------------------------
> That is one of the purposes of the computer DB - I
> can produce labels with miniscule writing to stick
> onto specimens - just the most essential
> information, and much more readable than my
> hand-crafted scrawl.
Right! And it is an easy way to find specimen "lost" in drawers, boxes, flats, display cases...
6th Jul 2017 16:11 UTCDonald B Peck Expert
6th Jul 2017 21:13 UTCJeff Weissman Expert
I have been doing most of the above, having started out in MS Access, with scripts, etc. to manipulate the information, I found this to be a bit of an overkill, so I migrated to Excel. I use MS Word and Excel templates to print both labels and 3x5 cards onto archival paper. The labels go with the specimen, usually in the MM or TN box or cardboard tray, keyed to a number on the specimen as needed, and the cards go into the flats with the specimens, together with prior labels, hard copies of analysis, and print-outs of references. I am now entering all of this into MinDat. The specimen labels are considered to be the primary reference, with the 3x5 cards the backup. Excel and on-line data storage is more for searching and looking for duplicates.
6th Jul 2017 23:18 UTCKeith Compton 🌟 Manager
I also laminate all my display labels. Makes them firmer and less likely to move in drawers. If on a glass shelf they tend to move less but you can always add a "sticky dot" on the under side to prevent all movement and has no effect on the laminated label itself.
Cheers
Keith
6th Jul 2017 23:31 UTCD Mike Reinke
7th Jul 2017 10:11 UTCAlysson Rowan Expert
-------------------------------------------------------
> ... I have thought of, besides the names,
> listing the minerals in chemical alphabetical
> order, so starting with aluminum thru to zircon. I
> haven't yet found anything that does that.
Most databases and spreadsheets will allow you to sort the dataset according to some column/field in order to print indices. You then select which columns you want to print out in your index.
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Copyright © mindat.org and the Hudson Institute of Mineralogy 1993-2024, except where stated. Most political location boundaries are © OpenStreetMap contributors. Mindat.org relies on the contributions of thousands of members and supporters. Founded in 2000 by Jolyon Ralph.
Privacy Policy - Terms & Conditions - Contact Us / DMCA issues - Report a bug/vulnerability Current server date and time: April 25, 2024 13:14:14