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‎_documentation/Accession.markdown

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---
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title: Accessions
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author: ArctosDB
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date: 2016-11-30
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layout: default_toc
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---
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# Accessions
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An accession is a transaction that conveys a specimen, or (commonly) a group of specimens received from one source at one time, to a collection. As an administrative (rather than biological) entity, an accession can be delimited by administrative criteria such as previous title, applicable [permits](../permit), or association with a particular [project](../projects/). In general, accessioning is the first step of incorporating specimens into a collection and indicates that the museum has accepted custody of (if not title to) the accessioned material. Accessioning generally precedes cataloging. Therefore, it is unnecessary to have specimen data in order to create an accession. Nevertheless, the nature and disposition of the specimen data should be recorded in order to assure that the data can eventually be located for purposes of cataloging.
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## Accession Fields
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### Accession Number
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`Accn.accn_number VARCHAR2(60) not null`
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Accession Number is a text string assigned to identify the accession for a specific collection.
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### Status
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Status indicates whether or not the accession is cataloged or not. `Complete` indicates that the disposition of specimens can be determined from individual specimen records. "In process" indicates that at least some of the material is still being stored and labeled by accession number.
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### How Obtained
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`Accn . accn_type VARCHAR2(35) not null`
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[ctAccn_Type](http://arctos.database.museum/info/ctDocumentation.cfm?table=ctAccn_Type)
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"How Obtained?" is a means of acquiring the specimens, such as "field collection," "gift," "salvaged," and "purchased."
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### Nature of Material
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"Nature of Material" describes the contents of the accession, including identifications of specimens, specimen parts, geographic origin of the material, etc.
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### Received From
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"Received From" is the name of the agent (person, organization) who or which provided the described material to the museum. Whenever possible, this should be the name of a person, _i.e.,_ the person within an agency rather than the name of the agency.
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### Received Date
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`Accn . Received_Date DATE not null`
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"Received Date" is the day that the accessioned material was received by the museum. This must be a valid date. Default could be the system date when the record was created.
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### Entry Date
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"Entry Date" is the day that the accession record was created. This must be a valid date. Default could be the system date when the record was created.
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### Remarks
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`Trans . Trans_Remarks VARCHAR2(4000) null`
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Accession "Remarks" is a place for expanding a description of the conditions of acceptance, or for instructions in processing the material. For example, "Take 50 gram subsamples for fatty-acid analysis."
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### Estimated Count
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Estimated Count or "Est. Cnt." is an integer expressing approximately how many specimens can be expected as part of an accession. Accession Containers are Containers which hold unprocessed material, e.g., bags of frozen mice can be made Containers and scanned into freezers. Email is sent on every annual anniversary of Transaction Data for accessions which are not "closed" but contain no specimens.
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### Public Flag
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The "Public?" flag allows accession data to be displayed in a public (open to non-operators) page, currently linked to from Specimen Results. This is useful for displaying accession-level Media, such an UAM Earth Science accession and locality card scans.
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## Data Entry Considerations
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You can catalog records in "your collection" that have been accessioned by another collection. For data entry (through either the data-entry application or the bulkloader) indicate the accession that you wish to use, but put brackets around the part of the accession "number" that indicates the collection. This effectively tells the bulkloader, "ignore the collection (collection_cde + institution_acronym) to which this record is going to be appended, and indicate the accession based on what is in the brackets." (Though that accession must be present in Arctos.)  Examples include:
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* A UAM Mammal Observation being entered into a UAM Mammal accession
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* An MVZ Bird being entered into an MVZ Mammal accession
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* An MSB parasite host being entered into an MSB parasite accession
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### Example Usage is follows.
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* Desired accession: 1234.123.Mamm
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* New Specimen: UAMObs:Mamm 9876
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* Default accession: UAMObs:Mamm 1234.123.Mamm (Does not and should not exist)
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* Value to enter for Accession: [UAM:Mamm]1234.123.Mamm
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* Desired accession: MVZ:Birds 14508
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* New Specimen: MVZ:Bird 183000 - Value to enter for Accession: 14508
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* New Specimen: MVZ:Mamm 250000 - Value to enter for Accession: [MVZ:Bird]14508
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* New Specimen: MVZObs:Bird 10 - Value to enter for Accession: [MVZ:Bird]14508
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* Desired accession: MSB:Para 2012.123.Para
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* New Specimen: MSB:Host:9876
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* Default accession: MSB:Host 2012.123 (Does not and should not exist)
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* Value to enter for Accession: [MSB:Para]2012.123.Para
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---
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title: Accessions
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author: ArctosDB
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date: 2016-11-30
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layout: default_toc
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---
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8+
# Accessions
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An accession is a transaction that conveys a specimen, or (commonly) a group of specimens received from one source at one time, to a collection. As an administrative (rather than biological) entity, an accession can be delimited by administrative criteria such as previous title, applicable [permits](../permit), or association with a particular [project](../projects/). In general, accessioning is the first step of incorporating specimens into a collection and indicates that the museum has accepted custody of (if not title to) the accessioned material. Accessioning generally precedes cataloging. Therefore, it is unnecessary to have specimen data in order to create an accession. Nevertheless, the nature and disposition of the specimen data should be recorded in order to assure that the data can eventually be located for purposes of cataloging.
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## Accession Fields
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### Accession Number
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`Accn.accn_number VARCHAR2(60) not null`
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Accession Number is a text string assigned to identify the accession for a specific collection.
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### Status
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Status indicates whether or not the accession is cataloged or not. `Complete` indicates that the disposition of specimens can be determined from individual specimen records. "In process" indicates that at least some of the material is still being stored and labeled by accession number.
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### How Obtained
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`Accn . accn_type VARCHAR2(35) not null`
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[ctAccn_Type](http://arctos.database.museum/info/ctDocumentation.cfm?table=ctAccn_Type)
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"How Obtained?" is a means of acquiring the specimens, such as "field collection," "gift," "salvaged," and "purchased."
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### Nature of Material
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35+
"Nature of Material" describes the contents of the accession, including identifications of specimens, specimen parts, geographic origin of the material, etc.
36+
37+
### Received From
38+
39+
"Received From" is the name of the agent (person, organization) who or which provided the described material to the museum. Whenever possible, this should be the name of a person, _i.e.,_ the person within an agency rather than the name of the agency.
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### Received Date
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`Accn . Received_Date DATE not null`
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"Received Date" is the day that the accessioned material was received by the museum. This must be a valid date. Default could be the system date when the record was created.
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### Entry Date
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"Entry Date" is the day that the accession record was created. This must be a valid date. Default could be the system date when the record was created.
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### Remarks
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`Trans . Trans_Remarks VARCHAR2(4000) null`
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Accession "Remarks" is a place for expanding a description of the conditions of acceptance, or for instructions in processing the material. For example, "Take 50 gram subsamples for fatty-acid analysis."
56+
57+
### Estimated Count
58+
59+
Estimated Count or "Est. Cnt." is an integer expressing approximately how many specimens can be expected as part of an accession. Accession Containers are Containers which hold unprocessed material, e.g., bags of frozen mice can be made Containers and scanned into freezers. Email is sent on every annual anniversary of Transaction Data for accessions which are not "closed" but contain no specimens.
60+
61+
### Public Flag
62+
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The "Public?" flag allows accession data to be displayed in a public (open to non-operators) page, currently linked to from Specimen Results. This is useful for displaying accession-level Media, such an UAM Earth Science accession and locality card scans.
64+
65+
## Data Entry Considerations
66+
67+
You can catalog records in "your collection" that have been accessioned by another collection. For data entry (through either the data-entry application or the bulkloader) indicate the accession that you wish to use, but put brackets around the part of the accession "number" that indicates the collection. This effectively tells the bulkloader, "ignore the collection (collection_cde + institution_acronym) to which this record is going to be appended, and indicate the accession based on what is in the brackets." (Though that accession must be present in Arctos.)  Examples include:
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* A UAM Mammal Observation being entered into a UAM Mammal accession
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* An MVZ Bird being entered into an MVZ Mammal accession
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* An MSB parasite host being entered into an MSB parasite accession
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### Example Usage is follows.
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* Desired accession: 1234.123.Mamm
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* New Specimen: UAMObs:Mamm 9876
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* Default accession: UAMObs:Mamm 1234.123.Mamm (Does not and should not exist)
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* Value to enter for Accession: [UAM:Mamm]1234.123.Mamm
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* Desired accession: MVZ:Birds 14508
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* New Specimen: MVZ:Bird 183000 - Value to enter for Accession: 14508
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* New Specimen: MVZ:Mamm 250000 - Value to enter for Accession: [MVZ:Bird]14508
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* New Specimen: MVZObs:Bird 10 - Value to enter for Accession: [MVZ:Bird]14508
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* Desired accession: MSB:Para 2012.123.Para
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* New Specimen: MSB:Host:9876
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* Default accession: MSB:Host 2012.123 (Does not and should not exist)
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* Value to enter for Accession: [MSB:Para]2012.123.Para

‎_documentation/agent-addresses.markdown

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---
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title: Agent Addresses
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layout: default_toc
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author: Author Only Frontmatter
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---
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# Agent Addresses
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Addresses are ways to locate or contact [Agents](agent). There are both
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physical addresses and electronic addresses, and various types of each
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of these. Electronic addresses include phone numbers, e-mail addresses,
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and web pages. As well as being informational, addresses are used in
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extensively in transactions such as [loans](loan), [permits](permit),
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and [accessions](accession). Any one Agent may have any number of
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addresses of any type.
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## Maintenance
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Addresses used in shipments are automatically maintained. Changes
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are pushed to a new address, and every attempt to change[\*](#change) a
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shipping address will result in the creation of a new address. Used
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addresses are noted with a red border on the Edit Agent form. This is in
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order to retain them against the possibility that a missing item was
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actually shipped to the incorrect address, and thereby facilitate any
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attempt to trace the shipment. Used addresses may not be deleted.
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Email addresses of Operators are used extensively by various reports or
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notifications. Please ensure that all operators have a valid email
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address.
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Note: "Changes" do not include the addition or removal of linebreak
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(`chr(10)` and `chr(13)`) characters, spaces, or commas.
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## Fields
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### Address Type
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The kind of address, or how the address is used. The
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vocabulary is controlled by
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[ctaddress_type](http://arctos.database.museum/info/ctDocumentation.cfm?table=ctaddress_type).
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### Address
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The address string. Control (*e.g.*, linefeed) characters are
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allowed in mailing addresses, which will display in a textarea on the
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edit agent form. Other address types use HTML5 datatype controls.
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Mailing or shipping addresses should be of the format:
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Agent Name, Job Title
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Full Mailing Address
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Street, State, etc. as required
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Zip Code or Equivalent, Country Code
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Do not abbreviate except according to postal guidelines. Make no
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assumptions – "local" mailing addresses may be used for returning
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foreign shipments, and should therefore include country code. Phone
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numbers should include country and area codes, URIs should include
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protocol (http://), etc.
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### Remarks
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Any necessary explanation of the address. Examples might
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include:
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- Sabbatical address during academic year 04/05.
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- Not valid for Federal Express deliveries.
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- Jones uses home address in June and July.
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`addr . valid_addr_fg NUMBER not null`
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### Valid Flag
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A flag indicating whether or not the address is still valid.
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Invalid (old, or corrected) addresses are maintained against the
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possibility that they might be needed to resolve a lost shipment. Please
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invalidate any addresses as necessary.
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---
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title: Agent Addresses
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layout: default_toc
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author: Author Only Frontmatter
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---
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# Agent Addresses
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9+
10+
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Addresses are ways to locate or contact [Agents](agent). There are both
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physical addresses and electronic addresses, and various types of each
13+
of these. Electronic addresses include phone numbers, e-mail addresses,
14+
and web pages. As well as being informational, addresses are used in
15+
extensively in transactions such as [loans](loan), [permits](permit),
16+
and [accessions](accession). Any one Agent may have any number of
17+
addresses of any type.
18+
19+
## Maintenance
20+
21+
Addresses used in shipments are automatically maintained. Changes
22+
are pushed to a new address, and every attempt to change[\*](#change) a
23+
shipping address will result in the creation of a new address. Used
24+
addresses are noted with a red border on the Edit Agent form. This is in
25+
order to retain them against the possibility that a missing item was
26+
actually shipped to the incorrect address, and thereby facilitate any
27+
attempt to trace the shipment. Used addresses may not be deleted.
28+
29+
Email addresses of Operators are used extensively by various reports or
30+
notifications. Please ensure that all operators have a valid email
31+
address.
32+
33+
Note: "Changes" do not include the addition or removal of linebreak
34+
(`chr(10)` and `chr(13)`) characters, spaces, or commas.
35+
36+
## Fields
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38+
### Address Type
39+
40+
The kind of address, or how the address is used. The
41+
vocabulary is controlled by
42+
[ctaddress_type](http://arctos.database.museum/info/ctDocumentation.cfm?table=ctaddress_type).
43+
44+
### Address
45+
46+
The address string. Control (*e.g.*, linefeed) characters are
47+
allowed in mailing addresses, which will display in a textarea on the
48+
edit agent form. Other address types use HTML5 datatype controls.
49+
Mailing or shipping addresses should be of the format:
50+
51+
Agent Name, Job Title
52+
53+
Full Mailing Address
54+
55+
Street, State, etc. as required
56+
57+
Zip Code or Equivalent, Country Code
58+
59+
Do not abbreviate except according to postal guidelines. Make no
60+
assumptions – "local" mailing addresses may be used for returning
61+
foreign shipments, and should therefore include country code. Phone
62+
numbers should include country and area codes, URIs should include
63+
protocol (http://), etc.
64+
65+
### Remarks
66+
67+
Any necessary explanation of the address. Examples might
68+
include:
69+
70+
- Sabbatical address during academic year 04/05.
71+
- Not valid for Federal Express deliveries.
72+
- Jones uses home address in June and July.
73+
74+
`addr . valid_addr_fg NUMBER not null`
75+
76+
### Valid Flag
77+
78+
79+
A flag indicating whether or not the address is still valid.
80+
Invalid (old, or corrected) addresses are maintained against the
81+
possibility that they might be needed to resolve a lost shipment. Please
82+
invalidate any addresses as necessary.

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