Flora of Texas Consortium - Data Specification
Common data exchange format - Core Data
Field Range Field # Field Name  Description Type Length
Accession (unique identifier or 'key' = fields 1+2)  Acronym of collection Index Herbariorum (toggle option for multi-collection sites). Alphabetic 5
Accession number existing accession number or generated at data entry with bar-codes or other input Alphanumeric 12
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 4 Name 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.  Alphanumeric 8
5 BONAP accepted name (taxonID) 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
Collection information 7 Collector'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.  Alphabetic 8 (common index code)
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) 9
11 Ending date dd/mmm/yyyy Enter if a second date is provided  Date (dd/mmm/yyyy) 9
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 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 -  memo field 19a (open length) carries full label location 

For automated (input system) entry, latitude and 
longitude fields should be expressed in degrees, 
minutes, and seconds with use of 
- and + instead of N, S, E, and W. Can be converted to decimals by end user, if necessary.

13 Country (entered automatically for this project-'USA') Common reference code, source to be determined Alphabetic ca. 4
14 State For this project, Texas will be entered automatically-FIPS code Alphabetic 2
15 County (Type ahead: linked table) Type in letters until the FIPS county code is 'recognized' and dropped in from the linked table. Alphabetic 5
16 Referenced Place: Major Town Common reference code from gazetteer look-up table (to be established) Alphabetic ca. 8
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 Common 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 label Alphabetic ca. 8
19a Label Location - full text To carry key input of label location data as present on the label Memo field open length
20 LATITUDE Entered, if given on sheet, in standard format, derived at input via map/gazatteer system, or automatic insertion of county centroid Alphanumeric 15
21 LONGITUDE Entered, if given on sheet, in standard format, derived at input via map/gazatteer system, or automatic insertion of county centroid  Alphanumeric 15
21a Source of coordinate data Selection: 
1= present on sheet 
2= map-assisted from label information 
3= gazetteer-assisted from label information 
4=county centroid (default).
Numeric 1 (four options)
22 Confidence Limits Four 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).
Numeric 1 (four options)
Ancillary Data 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 x 1
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 7 x 1
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.  Flowering=early, Flowering+Fruiting=mid, Fruiting=late  2 x 1
27a Frequency (tentative) Inputter match or translation of label statement to the graded sequence: 
0=no statement on label (default) 
1= abundant 
2= frequent 
3= scattered 
Numeric 1 (five options)
Annotation 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 9
Data Entry 30 Data entry by Name 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 determination local determination
31 Data entry date Date format could be dropped in Date 9
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 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 file Image file name Accession#+'jpg/'gif' 12
Edited 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 9
36 data entry edited at Acronym of institution that revised the information Alphabetic 5

Created: 13 December1995. Last updated on 1 July 1998 as edits on ftcffld3.htm (5 April 1996)