Resources on this page
Federal Guidance and Regulations
Collections Management Plans
Collections and Digitization Communities
USGS Data Preservation Program
The USGS National Geological and Geophysical Data Preservation Program works to preserve and expose the Nation’s geoscience collections (samples, logs, maps, data) to promote their discovery and use for research and resource development.
Federal Guidance and Regulations
America COMPETES Reauthorization Act of 2010
H.R. 5116-7, SEC. 104. FEDERAL SCIENTIFIC COLLECTIONS
(a) MANAGEMENT OF SCIENTIFIC COLLECTIONS.—The Office of Science and Technology Policy shall develop policies for the management and use of Federal scientific collections to improve the quality, organization, access, including online access, and long-term preservation of such collections for the benefit of the scientific enterprise. …
(b) CLEARINGHOUSE.—The Office of Science and Technology Policy, in consultation with relevant Federal agencies, shall ensure the development of an online clearinghouse for information on the contents of and access to Federal scientific collections.
(c) DISPOSAL OF COLLECTIONS.—The policies developed under subsection (a) shall—(1) require that, before disposing of a scientific collection, a Federal agency shall—(A) conduct a review of the research value of the collection; and (B) consult with researchers who have used the collection, and other potentially interested parties, concerning— (i) the collection’s value for research purposes; and (ii) possible additional educational uses for the collection; and (2) include procedures for Federal agencies to transfer scientific collections they no longer need to researchers at institutions or other entities qualified to manage the collections.
(d) COST PROJECTIONS.—The Office of Science and Technology Policy, in consultation with relevant Federal agencies, shall develop a common set of methodologies to be used by Federal agencies for the assessment and projection of costs associated with the management and preservation of their scientific collections.
(e) SCIENTIFIC COLLECTION DEFINED.—In this section, the term ‘‘scientific collection’’ means a set of physical specimens, living or inanimate, created for the purpose of supporting science and serving as a long-term research asset, rather than for their market value as collectibles or their historical, artistic, or cultural significance, and, as appropriate and feasible, the associated specimen data and materials.
Department of the Interior Manual: Policy and Management Responsibilities for Museum Property
Establishes Department of the Interior program policy and standards for identifying and managing museum property. This chapter and the DOI Museum Property Directives apply to all bureaus and offices responsible for managing museum property. Museum property is identified, acquired, and managed by bureaus and offices in compliance with Federal laws and regulations that apply to archaeological collections, paleontological collections, mission-related collections, and other DOI collections.
Department of the Interior Manual: Records Management
Defines the Departmental Records Management Program and assigns responsibilities for managing Departmental records. Requires that the Director of Administrative Services for the Office of the Secretary and Heads of Bureaus be responsible for establishing and maintaining active and continuing records management programs for their organizations. Identifies the responsibility of the Secretary of the Interior to make and preserve records containing adequate documentation of the organization, functions, policies, decisions, procedures, and the Department’s essential transactions, and to provide the information necessary to protect the Department’s legal and financial rights.
Federal Property and Administrative Services Act of 1949, as amended
40 U.S.C. § 524
Establishes uniform procedures for the procurement and supply of personal property and non-personal services, including related functions such as contracting, inspection, storage, specifications, property identification and classification, transportation, and traffic management. Establishes procedures for the use of available property, the disposal of surplus property, and records management.
United States Code of Federal Regulations
Federal Records; General
36 C.F.R. Part 1220
Requires Federal agencies to be responsible for establishing and maintaining a records management program that complies with National Archives and Records Administration and General Services Administration regulations and guidance.
36 C.F.R. Part 1226
Provides implementation regulations for the proper scheduling of records dispositions and retention of temporary records.
Records Disposition Program
36 C.F.R. Part 1224
Outlines implementation regulations for an effective records disposition program.
United States Office of Science and Technology Policy Memoranda
The United States Office of Science and Technology Policy (OSTP) advises the President of the United States on science and technology developments, issues, and effects on national and international policies and affairs. OSTP is also authorized to work with national, state, and local governmental organizations, as well as academic and private science institutions to develop and implement sound scientific practices that benefit society.
- OSTP Memorandum, October 6, 2010: Policy on scientific collections.
- OSTP Memorandum, February 22, 2013: Increasing access to the results of federally funded scientific research.
- OSTP Memorandum, March 20, 2014: Improving the management of and access to scientific collections.
Collections Management Plans
Scientific Working Collections
- U.S. Geological Survey: Guide to Planning for and Managing Scientific Working Collections in the U.S. Geological Survey, June, 2019
- Museum of Southwestern Biology Division of Mammals: Collection Management Procedures Manual, February, 2016
- Smithsonian Institution National Museum of Natural History: National Museum of Natural History Collections Management Policy, September, 2006
- The Geological Society: Guidelines for the Curation of Geological Materials, December, 1984
- U.S. Geological Survey: The U.S. Geological Survey Geologic Collections Management System (GCMS): A Master Catalog and Collections Management Plan for U.S. Geological Survey Geologic Samples and Sample Collections, June, 2015
- National Museum of Natural History: Collections Management Policy, April, 2012
- Smithsonian Institution: Concern at the Core: Managing Smithsonian Collections, April, 2005
- Department of the Interior, Museum Property Handbook (411 DM): Policy and Responsibilities for Managing Museum Property, September, 2012
Digital Record Collections
- International Organization for Standardization: Digital Records Preservation, October, 2010
Collections and Digitization Communities
Internet of Samples in the Earth Sciences (iSamples)
The Internet of Samples in the Earth Sciences (iSamples) is an international Research Coordination Network (RCN) dedicated to advancing the connections between physical sample collections to digital data using innovative methods in developing cyberinfrastructure. Members of this network come from federal, state, academic, and private science institutions, and the RCN hosts online webinars regularly, as well as face-to-face meetings and a presence at the American Geophysical Union (AGU) annual meetings.
iSamples hosted a webinar featuring the USGS Geologic Collections Management System, and uploaded the presentation to YouTube. You can view the presentation, recorded on October 28, 2015 here.
Integrated Digitized Biocollections (iDigBio)
The Integrated Digitized Biocollections (iDigBio) is the national resources for digitized information about vouchered natural history collections on biodiversity. It is part of the program Advancing Digitization of Biodiversity Collections (ADBC) funded by the National Science Foundation. Through ADBC, data and images for millions of biological specimens are being made available in electronic format for the research community, government agencies, students, educators, and the general public. iDigBio serves as the coordinating center for the national digitization effort; fosters partnerships and innovations; facilitates the determination and dissemination of digitization practices and workflows; establishes integration and interconnectivity among the data generated by collection digitization projects; and promotes the uses of biological/paleontological collections data by the scientific community and stakeholders including government agencies, educational institutions, non-governmental organizations (NGOs), and other national and international entities to benefit science and society through enhanced research and outreach activities.
iDigBio conducts digitization training workshops and provides a variety of biological collection digitization resources via the iDigBio website.
- iDigBio Portal - specimen records from biological/paleontological collections housed by U.S. institutions.
- Global Biodiversity Information Facility (GBIF) - an international network and infrastructure that provides free and open access to biodiversity data via use of common data sharing standards and tools.
- USGS Biodiversity Information Serving Our Nation (BISON) - U.S. species occurrence data and maps from a variety of sources including observational data from surveys, inventories and citizen science projects, as well as collections data from natural history museums and other institutions.
- Interagency Working Group on Scientific Collections, 2009, Scientific collections—Mission-critical infrastructure for Federal science agencies: Washington, D.C., Office of Science and Technology Policy, National Science and Technology Council, 49 p. Available online: https://usfsc.nal.usda.gov/
- National Research Council, 2002, Geoscience data and collections—National resources in peril: Washington, D.C., National Academies Press, 128 p. Available online: https://www.nap.edu/read/10348/chapter/1
- Office of Inspector General, 2009, Department of the Interior museum collections—Accountability and preservation: U.S. Department of the Interior, Office of Inspector General, Report No. C-IN-MOA-0010-2008, 45 p. Available online: https://www.doioig.gov/sites/doioig.gov/files/2010-I-0005.pdf
- Reynolds, Robert P. and McDiarmid, Roy W., 2012. Voucher Specimens, in McDiarmid, Roy W., Foster, M. S., Guyer, C., Gibbons, J. W. and Chernoff, N., Reptile Biodiversity: Standard Methods for Inventory and Monitoring. Berkeley: University of California Press, pp.89-94.