Here we will cover the following subtopics:
Physical Considerations
Physical Organization of the Collection in Drawers
Using a Spreadsheet Catalog
Footnote
Physical Considerations
The way the drawer runners work, it seems best to place heavier specimens in the last section, at the very back of the drawer. This allows the center of gravity to be more towards the back, reducing strain on the runners when the drawer is open. But because the back of a drawer rises when it’s removed, taller specimens should not be in the very back row or they will jam.
Note that even with single-extension runners, you can fully open a drawer without removing it. For added security, half-open the drawer below, and then open the drawer you’re working with until the drawer-side roller is about to pass over the cabinet-side roller. The upper drawer is now supported by the lower one.
Much like the issue with old desks and dressers, you can't easily move drawers around. If you've read the section on Tips for Building the Cabinet and Drawers, you will recall that each drawer has been tweaked to fit in a particular slot, so as to run smoothly and with uniform gaps all around. Swapping drawer positions might work, or it might make some drawers run tightly and create uneven gaps. This leads into the issue of physical organization of the collection.
Physical Organization of the Collection in Drawers
You can of course physically organize the collection in any way you choose, but you should realize that it's the later reorganization which will be the real challenge. If you have no free drawers, it gets worse.
My approach to drawer organization is simple. In short, the physical organization is not critical and is only of convenience. Many of the drawers contain specimens from specific collecting localities or to dealer / club sources, while others are a potpourri. Most drawers contain an assortment of rocks, minerals, and fossils. Below some specimens, I have a small piece of paper with the rock or mineral name. Within this framework (or lack thereof), I’ve made a minor effort to group similar specimens together - e.g. a group of jaspers in adjoining slots. I’ll gradually replace less interesting specimens with new ones without much consideration as to what else is in those drawers.
Using a Spreadsheet Catalog
The key to the ability to keep my collection organized is not in the physical arrangement. Instead, the contents of each drawer are catalogued in an Excel spreadsheet. Each drawer is assigned a number, as are non-drawer locations (for example, trays and shelves). Each specimen has a location code – for example, position 13J08 (Drawer 13, Row J, Slot 8) contains a nice 2” piece of Bloodstone.
Vital information for each specimen is recorded in the spreadsheet – identification, geologic classification, source location and/or dealer, colour, physical characteristics, size, rating, by whom identified, etc.
That last point is very useful, as it clearly states whether I was the one who identified that sample as Bloodstone, or whether the information / misinformation came from somebody else, and if so, from whom.
In your catalog, you can use any classification system for rocks, minerals, and fossils, adapted to your own preferences. For example, I have a very loose and technically incorrect category called "Chalcedony", at the same level as "Rock" and "Mineral". This is because I have so many specimens that it warrants special attention, instead of being classified under quartz. I classify both agate and jasper under chalcedony, even though jasper is technically not that. But I don't include petrified and opalized woods - instead, I have a "Wood" category, again because I have so many specimens of that. Other categories are "Fossil" and "Manmade".
You'll see in these screen captures that there are header lines. These are of the roll-your-own variety (it's not something that Excel does for you). The header lines are just spreadsheet rows that contain cell contents that cause them to sort in front of corresponding data rows. The headers shown are for rows within drawers, and provide a general idea of what is in each drawer and row.
There are different header rows for different sort sequences. If you know how to sort the data in an Excel spreadsheet, you can look at contents information by slot position and row within drawer, alphabetically by rock or mineral name, by location or by dealer / club source, or by other criteria. I find this very useful.
Suppose I want to see all agate specimens and their locations grouped together. I just sort by specimen name within category. Different headers fall into line and the ones you see here drop down to the bottom of the spreadsheet (not shown). Under the chalcedony header there will be an agate header, and under that all agates will be listed with full details.
Another good example of a sort sequence is by rating. In the above screen captures, you'll see coloured cells marked A, B, C, and D. These are ratings. A's and B's are definitely worth keeping. C's are rather ordinary. D's can be disposed of, when I feel like freeing up some space. Sorting by rating (not shown) is an easily way to highlight all the D's for a ruthless purge, or to highlight all the A's for comparitive examination.
But my next step is to create a "ready reference binder", which I will place next to the cabinets. It will consist of a catalog printout in two sequences. The first will be a listing by slot position and row within drawer, primarily for referencing the identifications of specimens when a drawer is opened. The second will be sequenced alphabetically within category, showing at a glance the filing locations of all occurrences of each type of mineral, rock, fossil, etc. (the agate example above). This will facilitate comparison as well as review of the collection in order to select for retention only the most interesting specimens of a given type.
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Footnote
Finally of course, one of the best uses of a display cabinet is so that others can view your collection and perhaps develop their own interest in geology.
