Observation Notes

The Notes page records observations made about a specimen throughout its lifetime in the collection.

Unlike the specimen description, which provides a general overview, observation notes are intended to capture individual observations, research activities and insights as they occur.

A specimen may accumulate many observation notes over time, creating a chronological record of its study and interpretation.

Existing Observation Notes

The panel at the top of the page lists all observation notes currently associated with the specimen.

If no notes have been recorded, the page will display:

No observation notes recorded for this specimen.

Each observation is stored as a separate record, allowing the history of the specimen's study to be preserved.

Adding an Observation

Complete the fields below to record a new observation.

Each observation should represent a single event, investigation or idea rather than acting as a continuously edited journal entry.

Once complete, select Add observation to save the note.

Field Reference

Field	Purpose
Observation date	Records when the observation was made. This may differ from the date the note is entered into the database.
Observation type	Classifies the observation (for example General Observation, Identification, Measurement, Preparation, Research, Conservation or Photography).
Related project	Records the name of a wider project or investigation associated with the observation, helping to link specimen records with external research activities.
Related URL	Records a web address associated with the observation, such as a Field Notes Journal article, GitHub repository, online publication or other relevant resource.
Public	Indicates whether the observation may be included in public exports or published catalogues. Private observations remain visible only within the collection database.
Notes	Records the observation itself. This may include descriptions, hypotheses, interpretations, references, questions or future work.
Add observation	Saves the observation and associates it with the current specimen.

Suggested Observation Types

Examples of useful observation categories include:

• General observation
• Identification
• Literature review
• Measurement
• Photography
• Preparation
• Conservation
• Locality research
• Provenance research
• Comparison with other specimens
• Hypothesis
• Follow-up required

The available observation types may be customised to suit your own collection and workflow.

Best Practices

• Record observations as they occur rather than relying on memory
• Keep each note focused on a single observation or activity
• Record both conclusions and the evidence supporting them
• Include references to books, papers or websites where appropriate
• Record uncertainties and alternative interpretations rather than editing history away
• Use the observation date to preserve the chronology of your work
• Link observations to wider research projects whenever appropriate

Why Record Observation Notes?

Scientific understanding develops through repeated observation.

A specimen's significance is often revealed gradually through research, comparison and reflection. Recording these observations preserves not only what is currently known, but also how that understanding developed.

Observation notes therefore form a research log for each specimen, documenting questions, discoveries and evolving interpretations throughout its lifetime in the collection.

Rather than replacing the structured specimen record, observation notes complement it by capturing the thinking that lies behind the facts.