Assign Catalog Numbers and Entry Fields
2 hours setupCreate sequential catalog system (RC-001+) with fields for species, formula, locality, collector, date, and acquisition method.
Beginner1-2 weeks
Rock Collection Catalog Guide
Complete guide for rock collection catalog — step-by-step workflow, tools, checklist, and expert tips to get started.
collectorsmuseum volunteers
Workflow
Photograph Specimens with Scale Reference
5 minutes per specimenShoot obverse, reverse, and fresh fracture under diffused light with mm scale bar and catalog number visible.
Measure Dimensions and Record Composition
10 minutes per specimenRecord longest axis in mm, note associated minerals, and enter chemical formula from confirmed ID.
Map Storage Location to Catalog Entry
ongoingAssign drawer, box, and cell coordinates; update catalog with physical location for retrieval.
Tools Used
- NotepadPrimary
Maintain master catalog spreadsheet with sequential numbers, locality data, and storage location codes.
- Image CompressorPrimary
Archive compressed specimen photos linked to catalog numbers for digital collection backup.
- Mineral Specific GravitySupporting
Record measured specific gravity in catalog entry to support species identification confidence.
- Date Difference CalculatorReference
Track collection date and time since acquisition for provenance and display rotation planning.
Checklist
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Setup
Documentation
Data Quality
Organization
Preservation
Accuracy
Reference Materials
Catalog Entry Required FieldsTable
Minimum data for scientific collection value.
| Field | Example | Required |
|---|---|---|
| Catalog number | RC-042 | Yes |
| Species | Quartz var. amethyst | Yes |
| Locality | Thunder Bay, ON | Yes |
| Date collected | 2024-07-15 | Yes |
| Storage location | A-3-12 | Recommended |
Catalog Number FormatFormula
Unique ID = collection prefix + sequential integer; location code = drawer-box-cell (e.g. A-3-12).
Provenance StandardStandard
Specimens without locality data lose 50–90% research and resale value — always record collection site.
Label Immediately
Field-collected specimens lose locality memory within hours — label at collection site.
Scale Bar Always
Photos without scale are useless for publication or insurance claims.
CSV Backup
Paper catalogs burn — quarterly CSV export to cloud is mandatory.
Safety Notes
- Wet specimens before photographing asbestos-group minerals — dry dust is hazardous.
- Store catalog backups offsite — fire destroys co-located digital and physical records.