Encumbrance

Encumbrances restrict the use of specimens or specimen data. Encumbrances are applied to Cataloged Items. Attributes of an encumbrance include an encumbrancer, a name for the encumbrance, an expiration date and/or event, and an encumbering action.

Encumbrances should be used to:

Encumbrances should NOT be used to:

Encumbrances are often used to block arbitrary information such as collectors, preparators, field numbers, attributes, and remarks. A list of active Arctos encumbrances is available.

Encumbrancer

Encumbrance . Encumbering_Agent_ID NUMBER(22) not null

The Encumbrancer (encumbering agent) is the person or organization requiring the restriction. This agent may act in an advisory role; final authority to remove encumbrances rests with the collection.

Encumbrance Name

Encumbrance . Encumbrance VARCHAR2(60) not null

Encumbrances are described with a name. This name should be as general as possible with the aim of avoiding separate encumbrances when the encumbrancer and the encumbering action are the same. (If possible, additional specimens should be added to existing encumbrances.) Do not just copy-paste the encumbrance action here. Really. Don’t.

Expiration Date

Encumbrance . Expiration_Date DATE(7) not null

All encumbrances are temporary, and encumbrances must be periodically reviewed. De-accession should be considered for permanently-encumbered specimens. Yearly email notifications are provided to collection staff, and encumbrances may be extended (in 5-year increments) indefinitely. Expiration date is a triggering event – encumbrances are automatically retracted when expiration_date is reached.

Encumbering Specimens

There are many ways to encumber specimens; here one is described…

  1. Create an Encumbrance (ManageData/Metadata) if an appropriate one does not exist.
  2. Find the specimens you want to encumber using SpecimenSearch.
  3. From the Manage tool, choose Encumbrances.

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  4. You should now see a summary of your specimens at the bottom of the page, and the encumbrance finder at the top.

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  5. Find the appropriate encumbrance by entering search criteria and clicking Find Encumbrance. You’ll get a list of encumbrances (and specimens below).
  6. Under the appropriate encumbrance, click the “Add All Items To This Encumbrance” button.

    Screen Shot 2015-11-18 at 11.57.38
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  7. When the screen refreshes, the specimens are encumbered. Double-check that no extraneous specimens have been encumbered. Use the “Return to Encumbrance” link

    Screen Shot 2015-11-18 at 11.59.15
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    to perform additional actions, such as deleting the encumbered specimens.

Un-Encumbering Specimens

  1. Find the specimens from which you wish to remove an encumbrance using SpecimenSearch.
  2. From the Manage tool, choose Encumbrances and click Go. You should now see a summary of your specimens at the bottom of the page, and the encumbrance finder at the top.
  3. Find the appropriate encumbrance by entering search criteria and clicking Find Encumbrance. Under the appropriate encumbrance, click the “Remove Listed Items From This Encumbrance” button.

When the screen refreshes, the specimens are no longer in the selected encumbrance.