Flora of Texas Consortium - Data Specification
Common data exchange format
Field Range Field #Field Name DescriptionType Length

Accession (unique identifier = fields 1+2)
1 Acronym of collectionIndex Herbariorum (toggle option for multi-collection sites). Alphabetic 5
2 Accession numberexisting 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 options: carpological; slide, spirit; multiple sheets; oversize collections. 5 x 1

Names referenced to BONAP authority table
4Name on sheet (nameID)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. Alphanumeric8
5BONAP accepted name (taxonID)The reference number will be entered automatically from the authority table.Alphanumeric8
6Alternative common name on sheetFlag that additional information can be viewed via the label image, if available. Yes/no1

Collection information
7Collector's name (could be a pair)Common reference code for name(s) on label. To be selected from a of 'collector name' look-up table. This may be a pair such as Lundell and Lundell. Alphabetic8 (common index code)
8Other collectorsIf other names are available check YES (which will signify et al.. if not, check NO.Boolean Y= et al. N= no others
9Collector's Number Alphanumeric so that all notations can be entered. Number to be entered without commas.Alphanumeric15
10Beginning date of collectiondd/mmm/yyyy Enter the year in full to prevent misinterpretation.Date (dd/mmm/yyyy)9
11Ending datedd/mmm/yyyy Enter if a second date is provided Date (dd/mmm/yyyy)9
12Other dateText field for references such as "spring 1888"Alphabetic30

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 entry of place/area codes and latititude/longitude coordinates (maps, gazatteer look-up tables) is under development, as are specific reference code structures and look-up table maintenance protocols

13Country (entered automatically for this project-'USA')Common reference code, source to be determinedAlphabeticca. 4
14StateFor this project, Texas will be entered automatically-FIPS codeAlphabetic2
15County (Type ahead: linked table)Type in letters until the FIPS county code is 'recognized' and dropped in from the linked table.Alphabetic5
16Referenced Place: Major TownCommon reference code from gazetteer look-up table (to be established)Alphabeticca. 8
17Distance from Referenced Placedistance as recorded with unit m/kmalphanumeric 5
18Direction from Referenced PlaceRead from sheet and enter ,N,S, NNW etc.Alphabetic3
19Referenced AreaCommon reference code from gazatteer look-up table (to be established). Provides a tag for collecting areas (parks, natural areas, etc.) to supplement 'place' (field 16) reference on labelAlphabeticca. 8
20LATITUDEEntered, if given on sheet, in standard format, derived at input via map/gazatteer system, or automatic insertion of county centroidAlphanumeric15
21LONGITUDEEntered, if given on sheet, in standard format, derived at input via map/gazatteer system, or automatic insertion of county centroid Alphanumeric15
21aSource of coordinate dataSelection:
1= present on sheet
2= map-assisted from label information
3= gazetteer-assisted from label information
4=county centroid (default).
Numeric1 (four options)
22Confidence LimitsFour degrees of confidence in the accuracy of the grid will be
1= 100m (GPS or indicated by label data
2= 1000m (specific inputter point determination - map/gazateer)
3= better than county centroid (based on place/area coordinate - map/gazateer)
4= county centroid (default).
Numeric1 (four options)

Ancillary Data
23Type If the sheet is a type, select one of the listed options (range from holo to epi)Defined (Check box, menu, etc.)5 x 1
24Ecological InformationDefined 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
25VoucherDefined options for: anatomy, chemotaxonomy, cytology, ethnobotanical, molecular, pollen or other.Alphabetic7 x 1
26OriginThree 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
27PhenologyDefined options (Check boxes, menu, etc) will be provided for Flowering, Fruiting, Neither. At least one must be checked. Flowering=early, Flowering+Fruiting=mid, Fruiting=late 2 x 1
27aFrequency (tentative)Inputter match or translation of label statement to the graded sequence:
0=no statement on label (default)
1= abundant
2= frequent
3= scattered
4=rare.
Numeric1 (five options)

Annotation
28Determined byTwo defined choices: determined by collector, or annotated by other.Defined input (Check boxes, menu, etc.) with 2 options1 (collector or on an annotation label))
29Date determined (annotations only)Enter the date of the annotationdd/mmm/yyyy9

Data Entry
30Data entry byName of data entry person. This field is recommended as an element for local input systems. It will not be included in standardized FTC data exchange files.Local determinationlocal determination
31Data entry dateDate format could be dropped inDate9

Image Data - label images will be taken to a standard Paradox BLOB field. Larger images (whole specimen) will be tagged by file name and storred in established directories of FTC servers
32ImageSelect from the menu:
0 for no image on file
1 for full specimen image
2 for image of label only.
Checkboxes (three options)1
33Image fileImage file nameAccession#+'jpg/'gif'12

Edited
34data entry edited byName of data entry person who edits database. Names could be in short lookup file of data entry personnel.Alphabetic25
35Data entry edited dateDate format, maybe dropped in automaticallyDate9
36data entry edited atAcronym of institution that revised the informationAlphabetic5


Created: 13 December1995. Last updated on 5 April 1996 as edits on ftcffld2.htm (19 January 1996)