|Field Range||Field #||Field Name||Description||Type||Length|
Accession (unique identifier = fields 1+2)
|1||Acronym of collection||Each Institution will use the acronym assigned in Index Herbariorum which can be entered by default in most cases. Where institutions hold more than one collection, they will have the option of selecting by a toggle key.||Alphabetic||5||2||Number on sheet||This may be an existing number on the sheet or ,in the case of collections without accession numbers on the sheet, a new number. Bar-coded numbers are optional.||Alphanumeric||12||3||Ancillary collection information||Indicate the existence of an ancillary collection by checking the appropriate checkbox from the choices: carpological, slide, spirit, multiple sheets, oversize collections. There is no limit on the number that can be checked.||5 Check boxes: carpological; slide, spirit; multiple sheets; oversize collections.||2||
Names referenced to BONAP authority table
|4||Name on sheet||Select from the authority file. This will drop in a reference number that will link the specimen information to the full citation of the name and insert the reference to the BONAP accepted name in the next field.||Alphanumeric||8||5||BONAP accepted name||The reference number will be entered automatically from the authority table.||Alphanumeric||8||6||Common name from authority file||Select from authority file.||Alphanumeric||50||7||Alternative common name on sheet||Flag that additional information can be viewed via the image, if available.||Boolean Yes/no||1||
|8||Primary Collector's name (could be a pair)||Name of primary collector to be selected from authority file of collectors. This may be a pair such as Lundell and Lundell.||Alphabetic||50 (from lookup table to be developed)||9||Other collectors||If other names are available check YES (which will signify et al.. if not, check NO.||Boolean||Y= et al. N= no others||10||Collector's Number||Alphanumeric so that all notations can be entered. Number to be entered without commas.||Alphanumeric||15||11||Beginning date of collection||dd/mmm/yyyy Enter the year in full to prevent misinterpretation.||Date (dd/mmm/yyyy)||25||12||Ending date||dd/mmm/yyyy Enter if a second date is provided||Date (dd/mmm/yyyy)||25||13||Other date||Text field for references such as "spring 1888"||Alphabetic||30||
Locality records Fields for higher categories will be available but not used, or entered automatically, for this project
|14||Country (entered automatically for this project)||For this project, this will be entered automatically||Alphabetic||15||15||State||For this project, Texas will be entered automatically||Alphabetic||5||16||County (Type ahead: linked table)||Type in letters until the county name is 'recognized' and dropped in from the linked table.||Alphabetic||20||17||Referenced Place: Major Town||Enter name of major town mentioned in locality text.||Alphabetic||25||18||Distance from Referenced Place||distance as recorded with unit m/km||alphanumeric||5||19||Direction from Referenced Place||Read from sheet and enter ,N,S, NNW etc.||Alphabetic||3||20||Referenced Area||Text field for reference to area such as Big Bend National Park||Alphabetic||20||21||LAT.||Enter if given on sheet, in standard format||Alphanumeric||15||22||LONG||Enter if given on sheet, in standard format||Alphanumeric||15||23||Confidence Limits||Four degrees of confidence in the accuracy of the grid will be |
1= grid reference was present on sheet
2= grid reference was determined using map
3= grid reference was read from gazetteer.
4= no precise locality, fill in county.
|Numeric||1 (four options)||
|24||Type||If the sheet is a type, check one of the listed options (range from holo to epi)||Check box||5||25||Ecological Information||Check appropriate box. Yes/No If this information can be associated with an image on file, then the information can be interpreted at a later stage.||Check box||1||26||Voucher||Check boxes for : anatomy, chemotaxonomy, cytology, ethnobotanical, molecular pollen or other.||Alphabetic||pulldown menu of 7 options||27||Phenology||Check boxes will be provided for Flowering, Fruiting Neither. At least one must be checked.||Check boxes||three options one of which must be checked||28||Determined by||Two choices in check boxes: determined by collector, or annotated by other.||Check boxes (2 options)||1 (collector or on an annotation label))||29||Date determined (annotations only)||Enter the date of the annotation||dd/mmm/yyyy||10||30||Data entry by||Name of data entry person We can devise a checklist so the names can be selected and dropped in, in standard format and will not need to be keyed in every time.||Alphabetic||25||31||Data entry date||Date format could be dropped in||Date||25||32||Image||Select from the menu:|
0 for no image on file
1 for full specimen image
2 for image of label only.
|Checkboxes (three options)||1||33||Image||Insert image if available||Image file||BLOB - (ca. 64kb)||
|34||data entry edited by||Name of data entry person who edits database. Names could be in short lookup file of data entry personnel.||Alphabetic||25||35||Data entry edited date||Date format, maybe dropped in automatically||Date||25||36||data entry edited at||Acronym of institution that revised the information||Alphabetic||5|