The use of bar codes for specimen identification is being implemented in the Recent mammal collection of Texas Tech University. The goal of this project is to enhance data management operations and to facilitate curatorial activities. Three major benefits of this project are:

enhancement of data entry operations, automation of loan processing, and improvement of inventory control procedures.

Bar codes used in the mammal collection are generated in-house using software developed specifically for this collection. The bar code itself consists of a numeric sequence which identifies both the specimen (in our case by TK number) and the part of the specimen (e.g., skin, skull, heart, etc).

In order to ensure that the bar codes are permanently assigned to the specimens, they are printed directly on tag paper, which is then cut into separate tags. The tags have been redesigned to facilitate the use of bar codes. When a specimen is prepared, only the portion of the tag corresponding to the actual specimen preparation type is used. The remainder of the tag is discarded.

Bar code stickers for tissue vials are also generated. They are printed on latex stock with a special adhesive that will withstand freezing in liquid nitrogen.

As a specimen is entered into the database, its bar code is scanned to generate a new record. The data for that specimen is then entered. Finally, the bar codes on all parts of the specimen are scanned to enter the actual holdings. The database management system will alert the user if a code is accidentally scanned twice (e.g., two skins for one specimen).

When a loan request is received, a loan record is generated on the computer. The specimens are then located and pulled from the collection. The bar codes are scanned to update the loan invoice, which is automatically generated by the computer. There is also a notation written to the database linking the specimens to that loan record. When specimens are returned from a loan, the codes are scanned and the computer updates the loan file. Any missing specimens are noted. If the specimens are all returned, the loan is closed, but a notation is retained in the loan history of the specimen. This may be updated at a later time to link the specimen to published records resulting from research.

Identifying missing specimens is easily accomplished by entering into the computer the group to be checked. A separate file is generated consisting of all the expected holdings for that group. The person performing the inventory then scans the codes for all parts of all specimens found. The computer removes these parts from the master list. The resulting list contains all of the specimens, or parts thereof, not found.