NMMNH Inventory - Cabinet 57

[Nicole-Ridgwell-NMMNHS]

Transcribe the inventory

• Enter the data into excel if it isn't already typed (all catalog numbers in one column, all disposition in the next column).

Check for Discrepencies
Almost all specimens are stored in one location. We can use this fact to catch invetory mistakes and misplaced specimens.

• Check for Discrepencies within the current inventory.
  • Select the catalog numbers in the excel sheet and use conditional formatting > highlight cell rules > duplicate values.
• Check for discrepancies in the database.
  • Use make comma list to search for all specimens in the inventory.
• Compile all discrepancies into an excel sheet and print.
  • The catalog numbers should be in the first column, the next columns should have the potential storage locations of the specimens
• Physically check for the storage location of each specimen.
  • Can be done by a student/volunteer
  • Have them circle the correct storage location
  • Have them report anything odd to you, such as a specimen in two locations
  • Pull old check out tags for specimens that are found in another location
• Correct the inventory/object tracking
  • Update either Arctos or the inventory sheet, depending on what was found in the previous step
  • Reconcile specimens in two locations by moving specimens to one drawer, recording separate part locations, or fixing mislabeled or double-cataloged specimens.

Create Containers

• Use bulkload container tool. Use the previous upload file as a template. Before filling in the barcodes, check to make sure the next barcode is open.

Move Containers

• Use batch scan to move the new containers into their parent containers. Use the create containers file to create the move containers file. Before uploading, open the file in notepad and delete the last blank line. Check find container to make sure this was successful.

Move Parts into Containers

• Download the template from bulkload parts into containers.
• Add part IDs and barcodes to the the template.
  • Open the inventory and create container spreadsheets.
  • For each drawer:
    • Copy the drawer barcode into the template spreadsheet.
    • Copy the catalog numbers in that drawer.
    • Create a comma list of the catalog numbers.
    • Copy the catalog numbers into find container and check that nothing is already in a container.
    • Copy the catalog numbers into search. Check that the number of specimens is correct.
    • Download parts list
    • Copy the part IDs into the template spreadsheet.
    • Fill down the barcodes.
• After adding all drawers, bulkload the template to bulkload parts into containers.

Add to Project

• Create a comma list of all specimens and add them to the Inventory Project

Update remarks and disposition

• Update disposition and specimen remarks for specimens missing or with old check out tags.
  • Green tag: enter "“old green check out tag” into SPECIMEN remark. Update disposition to "on loan"
  • Missing: Update disposition to "missing", add remark about inventory.