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Open Specify and click the Interactions tab. From the left hand options column, select 'Borrow'.

 

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titleBorrow

1) The Invoice number comes from the lending institutions paperwork. It can be an invoice number or loan number.

2) This is the due date taken from the invoice

3) If the borrower requests an extension, check this box

4) We won't accept loans that put the financial responsibility on this lab, so don't worry about this.

5) The date the package was delivered

6) This is the same as the Original Due date. If an extension is requested, then this date gets changed

7) check this box when you send the material back to the lender

8) This is the date the material was shipped back to its home institution

Interactions Tab

Back to Specify

Database

NPL Home

For procedures on how to handle intake of borrowed material please see this page:



Other chapters in this section:

Expand
titleBorrow Agents

Again, this is not super secret spy stuff. Agent, in this context, just means 'person or organization'.

10) This looks up the last name of the person. I suggest starting with the borrower, then lender, collection manager at NPL, then the whoever is doing the unpacking.

11) Choices here are the same as in all other agent drop downs.

12) Agent remarks- is the person going to leave the institution soon? Who should the material be shipped back too?

 

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titleShipments

13) This is the tracking number of the incoming shipment

14) Shipment date is just the date the shipment was sent

15) Shipped to should always be NPL

16) Enter the number of packages

17) Please choose from the drop down

18) The invoice for the lending institution should have the name of the shipper.

19) Any statement you'd like to make about the state of the package, delays or any other shipping related comments.

 

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titleBorrow Materials

Use the green plus sign next to the sub form header to create new records for each specimen that was borrowed.

20) Material number is the lending institution's catalog number. This field has not built in format, which allows for a wide variety of catalog numbers styles

21) The number of pieces with the same material number

22) Quantity returned is filled out once you're packing and returning the material

23) The quantity resolved and quantity returned are usually the same. This is not the case where destructive sampling takes up the whole specimen. In this case, the quantity returned would be 0 but the quantity resolved would be how ever many were ground up WITH PERMISSION OF THE LENDER.

24) Descriptions can be many things, but ideally the taxon takes president. Other information to add would be type of matrix, locality or other data.

25) Please attach images of borrowed specimens. These are inventory photos, so you can put a few specimens in the same shot so long as they show the state of the specimens (ie, unbroken) In cases where you do this, attach the image for EACH borrowed material record.

26) Please put the storage location in this field as well as any comment about the state of the specimens-for example: 'Broken in 3 pcs. In C 444/D 1342', 'In C 454 D 895. Large consolidant drips visible on counterpart'.

27)