|Field Range||Field #||Field Name||Description||Type||Length|
Accession (unique identifier = fields 1+2)
|1||Acronym of collection||Index Herbariorum (toggle option for multi-collection sites).||Alphabetic||5||2||Accession number||existing accession number or generated at data entry with bar-codes or other input||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 'name' look-up table. This will insert a reference code for the name on the specimen, and also insert the reference code for 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||Alternative common name on sheet||Flag that additional information can be viewed via the label image, if available.||Yes/no||1||
|7||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 under development)||8||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||9||Collector's Number||Alphanumeric so that all notations can be entered. Number to be entered without commas.||Alphanumeric||15||10||Beginning date of collection||dd/mmm/yyyy Enter the year in full to prevent misinterpretation.||Date (dd/mmm/yyyy)||25||11||Ending date||dd/mmm/yyyy Enter if a second date is provided||Date (dd/mmm/yyyy)||25||12||Other date||Text field for references such as "spring 1888"||Alphabetic||30||
Location: Fields 13, 14, and 15 will be populated with standardized (FIPS) codes derived from a lookup table with 13 and 14 entered automatically for this project.
Machine-aided coordinate entry (maps, look-up tables) is also under development.
|13||Country (entered automatically for this project)||For this project, this will be entered automatically||Alphabetic||15||14||State||For this project, Texas will be entered automatically||Alphabetic||5||15||County (Type ahead: linked table)||Type in letters until the county name is 'recognized' and dropped in from the linked table.||Alphabetic||20||16||Referenced Place: Major Town||Enter name of major town mentioned in locality text.||Alphabetic||25||17||Distance from Referenced Place||distance as recorded with unit m/km||alphanumeric||5||18||Direction from Referenced Place||Read from sheet and enter ,N,S, NNW etc.||Alphabetic||3||19||Referenced Area||Text field for reference to area such as Big Bend National Park||Alphabetic||20||20||LAT.||Enter if given on sheet, in standard format||Alphanumeric||15||21||LONG||Enter if given on sheet, in standard format||Alphanumeric||15||22||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)||
|23||Type||If the sheet is a type, select one of the listed options (range from holo to epi)||Defined (Check box, menu, etc.)||5||24||Ecological Information||Defined selection: 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, menu, etc.||1||25||Voucher||Defined options for: anatomy, chemotaxonomy, cytology, ethnobotanical, molecular, pollen or other.||Alphabetic||Defined (pulldown menu, buttons, check boxes, etc.) of 7 options||26||Origin||Three options: from the wild (default), from cultivation, and 'unknown'. One must be selected.||Defined Options (Check boxes, menu, button, etc.)||three options, only one to be selected, with #1 entered by default||27||Phenology||Defined options (Check boxes, menu, etc) will be provided for Flowering, Fruiting Neither. At least one must be checked.||Defined input format (Check boxes, menu, button, etc.)||three options one of which must be selected||
|28||Determined by||Two defined choices: determined by collector, or annotated by other.||Defined input (Check boxes, menu, etc.) with 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|