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AI agent for geologists

Specimen Catalogue Reconciliation Agent

Bring catalog entries, labels and storage locations into agreement for a drawer, cabinet or collection.

Data cleanupScience and research
See how it worksGet access
Specimen Catalogue Reconciliation Agent: what goes in, what the agent does and what you get

What it does

A collection database says a fossil is in drawer 14C, the label says a different field number, and the location list shows an empty drawer. This agent compares the catalog export with label transcriptions and the storage location list. It matches records by catalog number, field number and taxon, and flags missing specimens, duplicate numbers, spelling variants and location conflicts. It then turns the flags into a short physical check list for the staff, sorted by shelf so one walk covers many items. When staff report back, it reruns the comparison and shows which flags are cleared and which remain. It never edits the catalog. The curator approves each update. Edge case: a specimen on loan appears missing, so it checks the loan register first.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
ApprovedYes, continueApprovedNo 1 STARTS WHEN Reconciliation scheduled 2 USES A TOOL Load catalog, label and location data 3 DOES Match records by catalog number, field number andtaxon 4 USES A TOOL Check the loan register for items out of thebuilding 5 DOES Flag gaps, duplicates and conflicts by risk 6 USES A TOOL Build a shelf-ordered physical check list 7 YOU APPROVE Curator approves the check list for staff 8 CHECKS THE RESULT Do staff findings clear the flags? If not: rematch with the new findings and list remainingconflicts. Back to step 3. 9 YOU APPROVE Curator approves catalog updates 10 RESULT Reconciled catalog with open items listed
Read the steps as a list
  1. Reconciliation scheduled
  2. Load catalog, label and location data
  3. Match records by catalog number, field number and taxon
  4. Check the loan register for items out of the building
  5. Flag gaps, duplicates and conflicts by risk
  6. Build a shelf-ordered physical check list
  7. Curator approves the check list for staffThe agent waits here for your OK.
  8. Do staff findings clear the flags?If not: rematch with the new findings and list remaining conflicts. Back to step 3.
  9. Curator approves catalog updatesThe agent waits here for your OK.
  10. Reconciled catalog with open items listed

How it decides

It ranks conflicts by risk: missing specimens and duplicate numbers first, location mismatches next, spelling variants last. It asks for a physical check only after the loan and move records have been checked.

  • Treat a catalog number with two taxa as a duplicate to resolve first
  • Treat a specimen on loan as present if the loan is current
  • Flag fuzzy name matches above 90% similarity as likely variants
  • Group physical checks by cabinet to limit walking

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Fuzzy match threshold (default 90%)
  • Scope: cabinet, room or whole collection
  • Fields that must match
  • Loan register source
  • Check list format

What keeps you in control

It always asks you first

  • The physical check list sent to staff
  • Every catalog update

Hard limits

  • Never change catalog entries without approval
  • Never mark a specimen lost, only missing pending a check

It stops when

  • Done: all flags cleared or recorded as open with a reason
  • Stop: more than 20% of records conflict and a full audit is needed

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensFor Cabinet 6, 412 records were compared with the drawer list. The agent flagged 9 missing, 4 duplicate numbers and 17 label variants. Three missing items were on loan. Staff found five of the other six on a wrong shelf. After the recheck, one specimen, PV-2291, stayed missing and was listed as open. The curator approved 26 updates.

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