Tutorial 48: my museum collections kit

I was on the road for most of August, September, and October, and in particular I made a ton of museum collections visits. When I visit a museum collection, I bring a specific set of gear that helps me get the photos, notes, and measurements that I want. All of this is YMMV — I’m not trying to predict what will work best for you, but to explain what has worked for me, and why. I’m reasonably happy with my current setup, but even after 28 years of museum visits, I’m still finding ways to improve it. Hence this post, which will hopefully serve as a vehicle for sharing tips and tricks.

A word about my program when I visit a collection, because not everyone needs or wants to do things my way. The closest museums with extensive sauropod collections are states away from where I live and work. If I’m in those collections at all, I’m traveling, and therefore on the clock. Time in collections is a zero-sum game: if I have the time to take 20 pages of notes, that could be 4 pages of notes of each of 5 specimens, 2 pages on 10, 1 page on 20, half a page on 40, etc. In practice, I usually make expansive notes early in the visit, one or two spreads per specimen with detailed sketches and exhaustive measurements of the most publication-worthy elements. I grade toward brevity over the course of the visit, and end with a mad desperate rush, throwing in crude sketches and rudimentary notes on as many newly-discovered (by me) specimens as possible. My collections visits are Discovery Time and Gathering Time, trying to get all the measurements and photographs I’ll want for the next year, or five, or forever. And, to the extent that I can suppress them, not Analysis Time or Graphing Time or Writing Time — I can do those things after hours and in my office back home, IF and only if I’ve spent my collections time efficiently gathering all the information I’ll need later.

The very first thing I do in any collection is a walking survey, to make sure I know roughly what specimens the collection contains and where to find them. For a sufficiently large collection — or even a single cabinet with 10 drawers of good stuff — I may draw a map in my notebook, on which I can note things I want to come back and document, and add new things as I find them.

Enough preamble, on to the gear. The first two or three entries here are in strict priority order, and after that things get very fuzzy and approximate.

1. Research Notebook

Seems obvious, right? Write stuff down, make sketches, capture the info that will be difficult or impossible to recapture later from photos. I have encountered people who don’t take a physical notebook, just a laptop or tablet, and take all their notes digitally. If that works for you, may a thousand gardens grow. For me, sketching is a fundamental activity — for fixing morphology in my mind, disciplining myself to see the whole object and its parts, creating a template on which to take further explanatory notes, and capturing the caveats, stray ideas, and odd connections that surround each specimen in a quantum fuzz in my mind (temporarily in my mind, hence the need for external capture). I also write priority lists in advance of specimens to document each day, and then cross them off, add new ones, and strike out duds with wild abandon in the heat of data collection.

I do a few specific things to increase the usefulness of my notebooks:

– Label the spines and covers with the notebook titles and years. These things live on the shelf directly over my desk, and I pull them down and rifle through them constantly. I also have notebooks for university service (committees, student advising, and so on), astronomical observations, and personal journaling, so “Research” is a useful tag for me.

– Number the pages, if they’re not already numbered, use the books chronologically from front to back, and create the table of contents retrospectively as I go — a tip I got from the Bullet Journal method.

– Paste a small envelope inside the back cover, if a pouch is not already built in, to hold all kinds of ephemera — index cards, scale bards, a bandage (just in case), stickers I acquire along the way, etc.

– Affix a section of measuring tape to the outer edge of the front or back cover. I got this tip from the naturalist John Muir Laws, whose Laws Guide to Nature Drawing and Journaling is wonderfully useful and inspiring. The scale-bar-permanently-affixed-to-research-notebook has been a game-changer for me. Do you know how many times I’ve accidentally left a scale bar on a museum shelf, and then gotten to my next stop and had to borrow or fabricate one? I myself lost count long ago. But never again. If I’m in a hurry, small specimens go straight onto the notebook to be photographed, like the baby apatosaurine tibia above, and the notebook itself goes into the frame with large specimens. (This comes up again — if possible, and it’s almost always possible, put the specimen label in the photo with the specimen. No reason not to, and sometimes a lifesaver later on.)

2. Measuring tapes

I find the flexible kind much more convenient and useful than retractable metal tape measures. I like the 1-2mm thick plastic type used by tailors and fabric sellers, because they have just enough inertia to stay where I put them, or drop in a predictable fashion when draped over something sufficiently large, as when measuring midshaft circumference of a long bone.

I LOVE the little plasticized paper tapes that hang on racks, free for the taking, near the entrances of IKEA stores. I tear them off by the dozen when I go to IKEA, cram them in my pockets, fold them flat when I get home, and stash them everywhere, including in my wallet. A few specific reasons they’re great:

– Folded flat, they’re about the thickness of a credit card, so there’s just no reason to be without one. I usually have one in my wallet, another in the envelope at the back of my research notebook, a couple more stashed in my luggage, a couple more stashed in my car, desk, tookbox, nightstand, etc.

– I can write on them. Especially handy if:

– I’ve torn off a section to serve as an impromptu scale bar. Which I never hesitate to do, because they’re free and I have dozens waiting in my toolbox and desk drawers at any one time. Torn off bits also make good bookmarks, classier, more cerebral, and less implicitly gross than the traditional folded square of toilet paper.

– I give them away to folks I’m traveling with, or that I meet in my travels, and they’re usually well-received.

3. Writing instruments in various colors

Up until about 2018 my notebooks were always monochrome pen or pencil. Then I realized that color is an extremely helpful differentiator for Future Matt, so now I highlight and color-annotate willy-nilly.

4. Calipers

I borrowed the digital calipers from Colin Boisvert to get the photo up top, having forgotten my own at home. As a sauropod worker, I don’t need sub-millimeter accuracy all the time. But digital calipers have three exceedingly useful functions: measuring the thickness of very thin laminae and bony septa; measuring the internal dimensions of small fossae and foramina; and measuring the depth of fossae and of concave articular surfaces. I also have a little titanium caliper on a lanyard that goes with me most places.

5. Small brush on a carabiner

This is the newest addition to the kit. I got the idea from Matthew Mossbrucker at the Morrison Museum in Morrison, Colorado. Colin and I visited him in September, immediately before our week-long stint in the collections at Dinosaur Journey. Matthew keeps a little brush carabinered to his belt at all times, and the utility was so instantly obvious that when Colin and I rolled into Fruita later that same day, I went to the hardware store and got my own. Cheap, weighs nothing, clips to anything, compact enough to cram in a pocket, good for lab and field alike. Genius!

6. Scale bar

Yes, I have my scale-bar-enhanced research notebook and my hoarder stash of IKEA paper tapes, but good old-fashioned scale bars are still useful, and I use them constantly. And lose them constantly, hence my multiple redundant backup mechanisms.

(Aside: I can’t explain why I hold onto some objects like grim death, but let others fall through my fingers like sand grains. I’ve only lost one notebook of any kind in my entire life — set it on top of the car while packing and then drove off [grrrr] — so I have no problem investing in nice notebooks and treating them like permanent fixtures. But I can’t hang onto pens and scale bars to save my life, hence my having gravitated to Bic sticks and IKEA paper tapes.)

7. Index cards

I try to get as much information into each photograph as possible. Ideally alongside the specimen I will have:

– a scale bar at the appropriate depth of field;

– the specimen tag with the number, locality, and other pertinent info;

– my notebook open to my sketch of the specimen, for easy correlation later (I don’t do this for every single view, just the ones that I think are particularly publication-worthy, or have info I’m likely to forget later);

– anything else I might want — serial position, anatomical directions, whether the photo is part of an anaglyph pair, and so on — written on an index card, which being a standard size will itself serve as an alternate/backup scale bar.

8. Pencil case

To hold all the smaller fiddly bits you see in the photo up top. I can’t now fathom why, but I resisted getting one of these for a loooong time. I was young and foolish then. Pretty useful all the time, absolutely clutch when it’s 4:58 pm and I’m throwing stuff in bags, caught between the Scylla of working as late as possible and the Charybdis of wanting to be polite to whatever kind, patient person is facilitating my visit. That is also when the pocket in the back of the notebook comes in especially handy.

9. Artificial lighting

This was another very late discovery for me — I don’t think I was regularly bringing my own lights prior to 2018. For me, portable, rechargeable lighting is useful in many circumstances and absolutely critical in two: casting low-angle light to pick out subtle pneumatic features, as in the photo above, and lighting up big specimens that I don’t have the time, energy, or space to pull off the shelves, as in the photo below.

I’m particularly taken with the big orange fan/light combo. It charges using a USB-C cable, has four settings for fan speed (handy when it’s hot, humid, or just oppressively still) and three for light intensity, a rotating hook that folds flat, and a USB power-out socket for charging phones, headlamps, fitness trackers, and what have you. I use it practically every day whether I’m on the road or not.

Whether it’s a hook or a magnet, some kind of mechanism for suspending a light at odd heights and angles is super useful. I usually have a strong flashlight with an integral seat-belt cutter and window-smasher in the door pocket of my car, and its magnetic base makes it omnidirectionally functional in collections spaces, which are usually liberally supplied with steel in the form of shelving and cabinets.

Sometimes I use a bit of blue tack to stick a scale bar to a flashlight, to create a free-standing, truly vertical scale bar that I can rapidly place at different distances from the camera. Beats leaning the scale bar against a stack of empty specimen boxes or a block of ethofoam (which in turn beats nothing at all).

What else?

USUALLY — Laptop

Not for recording notes or measurements — all of that goes into the notebook, which I scan and upload new stuff from every evening. Mostly for displaying PDFs of descriptive monographs, and hugely useful in that regard.

MAYBE — Monographs

When I have the freedom (= baggage allowance) to do so, I find it handy to bring hardcopies of descriptive monographs, both for quick reference and so I can photograph specimens alongside the illustrations. Doesn’t even have to be the same specimens, just comparable elements. In the photo above, MWC 7257, a partial sacral centrum of Allosaurus from the Mygatt-Moore Quarry, is sitting next to a plate from Madsen (1976), illustrating the same vertebra in a specimen from Cleveland Lloyd Dinosaur Quarry. Thanks to Colin Boisvert for bringing the specimen to my attention — I’ve got a longstanding thing for sacrals — and for loaning me his copy of Madsen (1976) for this photo.

OUT — Camera and tripod

I suspect that some folks will shake their heads in mute horror, but after a couple of decades of lugging dedicated cameras and tripods everywhere, I stopped. For the past few years I’ve been rolling with just my phone, which is objectively better than any dedicated camera I owned for the first half of my career. Sometimes I brace it in an ad hoc fashion against a chair or shelf or cabinet, but mostly I just shoot freehand. For my purposes, it does fine, and any minor improvements in field curvature or whatever that I’d get from a dedicated camera don’t outweigh the logistical hassle. Again: YMMV!

Over to you

So, that’s what I roll with right now. It was different six months ago, and will almost certainly be a little different six months hence, hopefully as a result of people responding to this post. With all that said: what’s in your kit?

P.S. Many thanks to Matthew Mossbrucker and Julia McHugh for their hospitality and assistance in their collections, and to Colin Boisvert for being such a great travel companion, research sounding board, and generous loaner-of-things-I’d-forgotten. The Wedel-Boisvert Morrisonpocalypse 2025 deserves more blogging.

Source: https://svpow.com/2025/11/26/tutorial-48-my-museum-collections-kit/