The use of MS ACCESS for database in the management of collections: A case study in Paleontological museums

Abstract

A new approach incataloguing fossil samples stored in scientific collection is herein presented. By the use of a Databases and their management, a query mode inpaleontological collections is applied using the Microsoft Office ACCESS tool. With this purpose, two Brazilian paleontological collection were usedto verify the internal management and facilities of this application, the Paleoinvertebrates repository from the National Museum of Rio de Janeiro(MN), at UFRJ (Federal University of Rio de Janeiro), and the Paleobotany and Paleoinvertebrate collections from LaViGæa/MHGEO Museum, atUnisinos (Vale do Rio dos Sinos University). The databases were developed using previous enters furnished by the Catalogue books (e.g. sourcelocality and taxonomy) and in accord with its page disposition – a table form. It takes into account that in a Database, a table is a basic componentand represents a group of data. Fifteen tables were constructed, with the main ones (“Tbl Paleoinvertebrados” or “Tbl Paleobotânica”) and therelated secondaries, whose data are stored in the principal one. Therefore, 34 (MN) and 33 (LaViGæa, Unisinos) fields were constructed, with acapacity of storage of more than 900,000 samples. The data is inserted through the form “Frm_ Paleoinvertebrados” or “Frm_ Paleobotânica”, since all of the fields are easily viewed, which minimizes the mistakes. The Databases constructed, using the ACCESS, demonstrate its easy performanceand agility in data insertion. The use of a Tab key allows to access the fields, and a “Combo Box” in the majority of the fields (32) allowsto automatically save the data with a click in the specific name. The system is able to print labels, attach photos and has “a query mode”, allimportant resources in doing any research faster and useful. The good resolution and innovation of this project was mainly due to the partnershipbetween researchers and the programmer.

Keywords: MS ACCESS, Database, Fossil collections management, query mode.