Biscayne National Park Bio BlitzApril 30, 2010

What are curatorial requirements?Curatorial requirements are those actions which

researchers who collect specimens and/or data from national parks must take to ensure the preservation and accessibility of those materials as part of the museum collection.

Requirements include: documenting and identifying specimens; preparing and labeling specimens; cataloging specimens; submitting associated data; and depositing specimens and associated data in an approved museum repository.

What museum collections result from the Bio Blitz?Voucher specimens and associated recordsSamples and associated recordsData (with no specimens collected)

Associated records are the data (e.g. field notes, photographs, video, GIS data, sound recordings, reports and publications, and other documentation) which document the voucher specimens.

What if I’m only collecting data?If you are only collecting data and will not be

taking any specimens or samples from the park after the Bio Blitz is complete, these procedures do not apply to you.

The curator will coordinate with the data managers who are gathering all the data sheets and other information on site, to ensure that all of that information is archived for permanent retention.

What can I collect?The collecting permit issued by the NPS will

include specific restrictions on collecting. These may include restrictions on:

Specific classes (e.g. vertebrates) or specific species (e.g. T&E species).

Specific locations (e.g. areas of the park where no collecting can occur).

Specific collection methods.

To determine what is legal to collect for any purpose, see the conditions in the approved research permit.

Who owns the specimens & samples collected during the Bio Blitz?The National Park Service (NPS) owns all

specimens & samples collected from inside the park’s boundary.

Legally, the NPS cannot give away specimens scientifically collected from park lands.

The NPS is required to ensure that all of these specimens are labeled as NPS specimens and are cataloged into the Interior Collections Management System (ICMS) database.

Do I have to voucher my collecting activities?Yes. If specimens are allowed to be killed under

the permit, voucher specimens must be retained.Although some specimens may legitimately be

consumed during analysis, all species killed during the Bio Blitz must be vouchered with specimens for the museum collection.

Vouchers are not limited to only one specimen per species.

When possible, vouchers should include both sexes, various life stages, various habitats, etc. as appropriate.

Bio blitz challenges for curationField work occurs over 24-hour period but

specimen identification, preparation, cataloging, etc. will take longer.

So scientists who collect specimens will have additional responsibilities after the Bio Blitz is over to ensure that specimens and associated data are permanently retained.

NPS policy requires that projects which generate specimens for permanent retention fund curation activities, including preparation and cataloging costs.

Who is responsible for preparing specimens?Each investigator who collections specimens

is responsible for his/her specimens.All specimens for permanent retention must

be identified, labeled and prepared prior to submission to the museum (e.g. insects pinned, wet specimens in alcohol, etc. as appropriate)

See the document “Curatorial Responsibilities of Collectors” for further information.

What level of identification needs to be done on the collections?It depends.NPS recognizes that scientists have their own

areas of interest and expertise.Cataloging of bulk samples is allowed.However, samples should be processed to the

lowest reasonable taxonomic classification (may be order, class, genus, species, etc. depending on what is being collected).

Scientists should utilize the Bio Blitz participants to do as much of this sorting as possible.

Who is responsible for cataloging specimens?Each investigator who collects specimens is

responsible for ensuring his/her specimens are cataloged to NPS standards.

An Excel spreadsheet and field-by-field cataloging instructions will be provided to each investigator.

This spreadsheet must be completed for all permanently retained specimens.

The spreadsheet data will be imported into the NPS cataloging system by NPS staff to complete the catalog record.

Who is responsible for cataloging associated records?SFCMC staff will catalog any associated

records or archives for you at no cost.Archives (including associated records) are

managed and cataloged very differently from specimens.

Archives cataloging requirements are not as easily conveyed as scientific specimens and imported into the cataloging database.

Can the NPS loan specimens?Yes.The NPS can loan specimens to qualified

institutions for cataloging, research, storage, or exhibit.

Institutions and their facilities must meet NPS standards for curation and access to collections.

The NPS cannot do loans to individuals. All loans must be to institutions.

The NPS does not do “permanent” loans. All loans have an end date. Loans may be renewed if appropriate.

Where are the specimens and data curated?Biscayne National Park’s museum collection

is managed by the South Florida Collections Management Center (SFCMC), located at Everglades National Park.

The SFCMC is the official repository for BISC collections and materials from the Bio Blitz may be deposited there.

Other repositories can be proposed, pending approval by the museum curator.

How do I propose another repository?NPS will assume SFCMC is proposed

repository unless an investigator requests otherwise.

Email SFCMC staff with the written request for the proposed repository, providing:

Name, address and phone number of institutionName and contact information for the curator or

collection manager at the repository.

SFCMC will contact these institutions to determine if they meet NPS standards and are willing to accept the specimens on loan.

What if I collect materials with specialized storage needs?Some materials potentially collected may

require specialized storage (e.g. DNA samples, blood samples, bacteria, etc.) which is not available at the SFCMC and which will require the use of another repository.

If an investigator plans to collect these types of specialized collections, please contact SFCMC staff for further discussions of appropriate repositories.

Can I do a third-party loan?No.If specimens are on loan for processing and

cataloging, that loan is not transferable to another third party.

If specimens must be sent to a taxonomic expert for identification, contact the SFCMC staff for further information before sending specimens to other scientists or repositories.

What do I need to do before leaving Biscayne National Park?All investigators who collected specimens must

visit the curation station at the park before leaving.*

At the curation station an accession number will be assigned for the investigator’s collection & loan forms will be prepared.

Any investigator taking specimens from the park for identification and analysis must have a signed loan form before leaving.

Investigators will also be given a CD with curatoratorial responsibilities, cataloging spreadsheet, and instructions.

How do I catalog the specimens?Contact SFCMC staff with a request for park

catalog numbers (estimate number of specimens for number needed).

Use only the catalog and accession numbers assigned to you. If you need more catalog numbers, request them. Do not just continue to use the next number in the sequence as they will have been assigned to others.

Specimens must be cataloged into the Excel cataloging template provided.

Field-by-field cataloging instructions are provided, including format requirements.

Do I catalog specimens consumed in analysis?No.Only specimens which are permanently

retained should be cataloged.All specimens consumed in analysis must be

documented as such and results of the analysis must be submitted as part of the project’s associated records.

How long do I have to catalog my specimens?Investigators will have one year (until April

29, 2011) to identify, prepare, catalog and submit specimens and catalog data to the SFCMC.

Data (not associated with specimens) should also be submitted during this time frame.

Materials may be submitted as soon as they are ready, if completed earlier.

What happens after I submit the specimens and data?SFCMC staff will import the cataloging data

provided into the Interior Collections Management System (ICMS) to generate the catalog record per NPS requirements.

If there is a problem with the data or field-by-field instructions were not followed, SFCMC staff will return the spreadsheet to you for correction and re-submittal.

If I’m using another approved repository, do I still have to send specimens and data to the SFCMC?

Yes.SFCMC staff will inventory specimens and

import catalog records.SFCMC staff will prepare the appropriate loan

forms for the other repositories and send the specimens and loan forms together to ensure accountability.

SFCMC ContactsThe following individuals should be contacted with

questions about cataloging, loans, repositories, to receive catalog numbers, or other concerns:

1st contact: Siobhan Millar, museum technician Siobhan_Millar@nps.gov or 305-242-7812

2nd contact: Nancy Russell, curator Nancy_Russell@nps.gov or 305-242-7826

SFCMC Mailing AddressFor specimens & associated records:

Nancy RussellMuseum Curator

South Florida Collections Management CenterEverglades National Park40001 State Road 9336Homestead, FL 33034