| Field Range | Field # | Field Name | Description | Type | Length |
|---|---|---|---|---|---|
| Accession (unique identifier or 'key' = 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 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
|
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 4=rare. |
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 |