documentation:workflow
Differences
This shows you the differences between two versions of the page.
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documentation:workflow [2013/07/23 09:58] kmartinez_nhm [Restoration] |
documentation:workflow [2014/01/09 13:55] (current) rstoiber_nhm [Labelling] |
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| ===== Databasing ===== | ===== Databasing ===== | ||
| - | To enter a new specimen to the virtual herbarium click on the "Specimens" button in the main menu and follow the [[documentation:input:specimens#workflow | specimen workflow]]. | + | To enter a new specimen in the virtual herbarium, click on the **Specimens** button in the main menu and follow the [[documentation:input:specimens#workflow | specimen workflow]]. |
| - | All information about the fields of the edit specimen window can be found [[documentation:input:specimens#the_edit_specimen_form | here]]. | + | Information on all the fields of the **edit Specimen** window can be found [[documentation:input:specimens#the_edit_specimen_form | here]]. |
| - | Be sure to check the [[documentation:input:specimens#herbarium_specific_information | herbarium specific information]] for special databasing rules at W. | + | Be sure to check the [[documentation:input:specimens#herbarium_specific_information | herbarium specific information]] for the databasing rules specific to W. |
| ===== Typification & Taxonomy ===== | ===== Typification & Taxonomy ===== | ||
| - | For close information about the typification step please refer to the [[documentation:input#taxonomy | Typification and Taxonomy manual]]. | + | For detailed information on the taxonomy and typification steps, please refer to the [[documentation:input#taxonomy | Typification and Taxonomy manual]]. |
| ===== Labeling ===== | ===== Labeling ===== | ||
| ==== Controlling the database entry: ==== | ==== Controlling the database entry: ==== | ||
| - | Before labelling check the database entry for errors. This should never be done by the same person that already databased the specimen. Pay close attention to: | + | Before labelling, check the database entry for errors. This should never be done by the same person that already databased the specimen. Pay close attention to: |
| - | * Main form: | + | * Main window: |
| * Herbarium number | * Herbarium number | ||
| * Collector & collection number | * Collector & collection number | ||
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| * series & series number | * series & series number | ||
| - | * Type form (Click T) | + | * Type window (Click T) |
| * Type status | * Type status | ||
| - | * Type entry refers to the correct name. Attention: A specimen can have multiple type entries (Type for genus & species, species & varity etc.) | + | * Type entry refers to the correct name. Attention: A specimen can have multiple type entries (Type for genus & species, species & variety etc.) |
| - | * Taxonomy form (click the type name) | + | * Taxonomy window (click the type name) |
| * Literature has to be available for the type name (may be missing for acc. taxon) | * Literature has to be available for the type name (may be missing for acc. taxon) | ||
| - | * Literature: Edit index: multi: if there is more than one literature entry, ask the typification team (Lia Pignotti/Johannes Walter/Pedro Escobar Garcia) to verify the entry. | + | * Literature: Edit index: multi: if there is more than one literature entry, ask the typification team (Lia Pignotti/Johannes Walter/Pedro Escobar Garcia/Karen Martinez) to verify the entry. |
| * Taxon: Taxon must be accepted (acc.). If it is a synonym (syn.) check the link to the accepted taxon below. If you come across any errors in the Taxon form, always contact the typification team. | * Taxon: Taxon must be accepted (acc.). If it is a synonym (syn.) check the link to the accepted taxon below. If you come across any errors in the Taxon form, always contact the typification team. | ||
| ==== Labelling ==== | ==== Labelling ==== | ||
| - | Only print labels if any information is missing on the specimen. Every information in the database entry (except Literature) has to be on the specimen, too! | + | Only print labels if they contain information missing on the specimen. All the information in the database entry (except Literature) has to be on the specimen too! |
| - | You can access the printing form by clicking the specimenID in the edit specimen form. Tick the "type spec" box if you need a specimen label and/or the "type map" box if you need a folder label. The "make pdf" button creates a printable file. After printing the labels do not forget to delete your selection by clicking "clear all" | + | You can access the printing window by clicking the specimenID in the **edit Specimen** window. Tick the "type spec" box for a specimen label and/or the "type map" box for a folder label. The "make pdf" button creates a printable file. After printing the labels do not forget to delete your selection by clicking "clear all". |
| - | **Attention:** The database always creates a label for every typification entry of the specimen. Be sure to attach only labels to the specimen that contain information not already present on earlier labels. | + | **Attention:** The database always creates a label for every typification entry made for the specimen. Be sure to attach only labels to the specimen, which do not contain information already present on earlier labels. |
| - | **Attention:** Do not put different kind of type for a species (e.g. holo- and paratype) into the same folder but create different folders (and thus, different folder labels) for every kind of type. | + | **Attention:** Specimens can be the type of more than just a species (e.g. genus & species, species & veriety). In this case both typifications need labels both on the specimen and the folder. |
| - | **Attention:** Specimens can be type for more than just a species (e.g. genus & species, species & veriety). In this case both typifications need labels both on the specimen and the folder. | + | **Attention:** Do not put the different types of a species (e.g. holo- and paratype) into the same folder but create different folders (and thus, different folder labels) for every kind of type (except for those from W-Krypt which are kept together). |
| The same procedure is available for standard (non-type) labels but this is currently not used in W. Non-type specimens have to be annotated by the typification team. | The same procedure is available for standard (non-type) labels but this is currently not used in W. Non-type specimens have to be annotated by the typification team. | ||
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| === Specimen labels === | === Specimen labels === | ||
| - | Arrange specimen labels in the lower right corner of the specimen and above the last revision label. Only attach glue to the right border of the label and stick it ~5 mm from the border of the sheet. If you do not find enough space and/or the the label would cover plant parts, choose an appropriate area as close as possible to previous revision labels as possible. Always make sure that the labels do not cover parts of the plant (especially flowers and leaves). | + | Arrange specimen labels in the lower right corner of the specimen and above the last revision label. Glue the label on the right-hand edge and stick it to within ~5 mm from the border of the herbarium sheet. If you do not find enough space and/or the the label would cover plant parts, choose an appropriate area as close as possible to previous revision labels. Always make sure that the labels do not cover parts of the plant (especially flowers and leaves). |
| === Folder labels === | === Folder labels === | ||
| - | All type specimens in W are put into red folders. Always stick folder labels to the lower left corner of the folder. Some information has to be added to the folder labels manually: | + | All type specimens in W are put into red folders (except for cryptogams, which are kept in blue folders with handwritten labels). Always stick folder labels to the lower left corner of the folder. Some information has to be added to the folder labels manually: |
| * Number of specimens in the folder | * Number of specimens in the folder | ||
| * Family (lower left corner of the label) | * Family (lower left corner of the label) | ||
| - | * indicate the appropriate name under which the specimen should be re-inserted into the collection by marking it with a small arrow (->). At W, specimens only change their location, if the genus of the accepted taxon changes. | + | * indicate the appropriate name under which the specimen should be re-inserted into the collection, by marking it with a small arrow (->). At W, specimens only change their location, if the genus of the accepted taxon changes. |
| === Special cases === | === Special cases === | ||
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| == Pro Parte names: == | == Pro Parte names: == | ||
| - | Labels for pro parte names can only be printed by the typification team and are usually added to the specimen by them. If there is no labelling option available, it is most probably because of a pro parte name. In this case type and accepted taxon are not linked on purpose, and you can find an annotation in the annotations field of the specimens form. | + | Labels for pro parte names can only be printed by the typification team and are usually added to the specimen by them. If there is no labelling option available, it is most probably because of a pro parte name. In this case type and accepted taxon are not linked on purpose, and you can find an annotation in the annotations field of the specimens window. |
| == Non-types in the type project: == | == Non-types in the type project: == | ||
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| In the GPI project only possible type specimens are pulled and databased. If during typification a specimen turns out not to be a type, the sheet is marked with a small τ (Tau, Greek: ταυ) to indicate it has already been examined, and annotated manually with the accepted taxon. | In the GPI project only possible type specimens are pulled and databased. If during typification a specimen turns out not to be a type, the sheet is marked with a small τ (Tau, Greek: ταυ) to indicate it has already been examined, and annotated manually with the accepted taxon. | ||
| - | If the specimen has not been designated as a type before, it is put in a blue folder annotated with accepted taxon and family and is usually scanned. | + | If the specimen has not been designated as a type before, it is put in a blue folder, annotated with the accepted taxon and family, and it is usually scanned. |
| - | If the specimen does have a typification label from earlier revisions and this turned out to be an error, the new typification must be "no type" and a corresponding label must be added to the sheet and the folder. The specimen remains in a red folder and is treated like a type nontheless. | + | If the specimen does have a typification label from earlier revisions and this turns out to be an error, the new typification must be "no typus" and a corresponding label must be added to the sheet and the folder. The specimen remains in a red folder and is treated like a type nontheless. |
| + | == Sources of error during label creation == | ||
| + | |||
| + | Always double-check the content of the label before attaching it to the sheet. Common errors include: | ||
| + | |||
| + | * Wrong accepted name noted on the label. This is most problably due to wrong handling of pro parte synonyms. | ||
| + | * Type label for a genus name shows synonymy of the genus name to a species name. This is a limitation of the database and has to be corrected manually. Open the **edit Specimen** window of the relevant specimen, and change the **taxon** entry to the name the synonymy entry on the label should actually point to. Now print the label. Afterwards, do not forget to change the **taxon** entry back to the correct name. | ||
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| ===== Re-Insertion ===== | ===== Re-Insertion ===== | ||
| - | After the visual image check, the specimen is wrapped again. As soon as the visual check of a GPI box is complete, sort the specimens within the box according to their families. Within a family the specimens are sorted alphabetically. | + | After the visual image check, the specimen is returned to its folder. As soon as the visual check of a GPI box is complete, sort the specimens within the box according to their families. Within a family the specimens are sorted alphabetically. |
| - | > Note: In W type material is always filed under the type name, except the genus name changes, in which case it is filed under the new determination. If a specimen is type for more than one species / genus, it is filed under the same name as in the database. | + | > Note: In W, type material is always filed under the type name, except if the genus name changes, in which case it is filed under the new determination (Cryptogams are always filed under the basionym). If a specimen is type for more than one species / genus, it is filed under the same name as in the database. |
| - | As soon as a box is fully sorted, it is put into the freezer for desinfection. From there the collection manager takes over the inserenda. | + | As soon as a box is fully sorted, it is placed in the freezer for disinfection. From there the collection manager takes over the inserenda. |
| ====== Suggested workflow for digitization on demand ====== | ====== Suggested workflow for digitization on demand ====== | ||
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| ===Checking the List Of Losses=== | ===Checking the List Of Losses=== | ||
| - | In many herbaria specimens have been lost or destroyed during wars, especially during WWII, or other disasters. There is usually a list of specimens known to be destroyed. If the requested material is found on that list, do a quick check if any material that may have survived as a precautionary measure. If there is nothing left, inform the requesting institution that the material was destroyed. | + | In many herbaria specimens have been lost or destroyed during wars, especially during WWII, or other disasters. There is usually a list of specimens known to be destroyed. If the requested material is found on that list, do a quick check to see if any material may have survived, as a precautionary measure. If there is nothing left, inform the requesting institution that the material was destroyed. |
| ===Checking synonymy and type information=== | ===Checking synonymy and type information=== | ||
| - | Depending of the filing system of your herbarium and the detail of information the requesting institution provided you may have to do further research for synonyms and/of other information helping you find the requested specimen (e.g. location if your herbarium files specimens based on the continent they were collected on) For basic synonym research [[http://www.theplantlist.org/ | The Plant List]] and [[http://www.tropicos.org | Tropicos]] provide enough information. | + | Depending on the filing system of your herbarium and the information provided by the requesting institution, you may have to do further research for synonyms and/of other information to help find the requested specimen (e.g. location, if your herbarium files specimens based on the continent they were collected on) For basic synonym research check [[http://www.theplantlist.org/ | The Plant List]] and [[http://www.tropicos.org | Tropicos]]. |
| If the type information on the request is insufficient / not provided:\\ | If the type information on the request is insufficient / not provided:\\ | ||
| * contact the requesting institution.\\ | * contact the requesting institution.\\ | ||
| - | In most cases the person requesting the material is a specialist who knows his literature sources better than the person processing the request. Ask for complete type information including the literature reference. If no literature reference is provided the request is not processed.\\ | + | Ask the person requesting material for complete type information, including the literature reference. If no literature reference is provided and it cannot be found easily, the request is not processed.\\ |
| * check the literature reference.\\ | * check the literature reference.\\ | ||
| - | The type information provided may be insufficient or even simply wrong. ALWAYS check the literature reference. It may also point you to additional (para-, syn-)types of the taxon which were not requested but can also be pulled and processed in one go. | + | The type information provided may be insufficient or even simply wrong. ALWAYS check the literature reference. It may also point you to additional (para-, syn-)types of the taxon which were not requested but could also be pulled from the herbarium and processed. |
| \\ \\ | \\ \\ | ||
| ---- | ---- | ||
| ===== Fetching the specimen ===== | ===== Fetching the specimen ===== | ||
| - | If the specimen was found [[documentation:workflow#contacting_the_requesting_institution | contact the requesting institution]] and [[documentation:workflow&#inserting_and_extracting_the_specimen_into_from_the_main_workflow | insert the specimen into the main workflow]]. | + | If the specimen is found [[documentation:workflow#contacting_the_requesting_institution | contact the requesting institution]] and [[documentation:workflow&#inserting_and_extracting_the_specimen_into_from_the_main_workflow | insert the specimen into the main workflow]]. |
| - | If the specimen was not found: | + | If the specimen is not found: |
| * discuss this with the respective curator and/or the collection manager.\\ | * discuss this with the respective curator and/or the collection manager.\\ | ||
| - | The specimen may be filed in another location or be currently unavailable due to restauration etc. The literature reference may even be wrong and the material not present in your herbarium.\\ | + | The specimen may be filed in another location or be currently unavailable due to restoration etc. The literature reference may also be wrong and the material not present in your herbarium.\\ |
| * discuss the case in the project meeting.\\ | * discuss the case in the project meeting.\\ | ||
| - | The requested specimen may be part of the material one of your team members currently is working with. If the specimen cannot be found at all, discuss further proceedings with your project manager and contact the requesting institution. | + | The requested specimen may be part of the material one of your team members currently is working with. If the specimen cannot be found at all, discuss how to proceed further with your project manager and contact the requesting institution. |
| \\ \\ | \\ \\ | ||
| ---- | ---- | ||
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| ===== Contacting the requesting institution ===== | ===== Contacting the requesting institution ===== | ||
| - | If the specimen was found inform the requesting institution about their request being currenty processed. | + | If the specimen is found, inform the requesting institution about their request being currenty processed. |
| - | If the specimen was not found, provide a list of all previously made efforts (especially a list of already searched synonyms) and ask for any further information that could help locating the specimen. | + | If the specimen is not found, provide a list of all previously made efforts (especially a list of already searched synonyms) and ask for any further information that could help locating the specimen. |
| - | If the specimen is not found despite combined efforts the request is marked "Not found" and [[documentation:workflow&#finishing_filing_the_request | filed]]. | + | If the specimen is not found despite combined efforts, the request is marked "Not found" and [[documentation:workflow&#finishing_filing_the_request | filed]]. |
| \\ \\ | \\ \\ | ||
| ---- | ---- | ||
| ===== Inserting and extracting the specimen into/from the main workflow ===== | ===== Inserting and extracting the specimen into/from the main workflow ===== | ||
| - | All specimens which go through the digitization on demand cycle enter the main workflow at the restauration step and are afterwards treated like any other type material, except being prioritized before anything else. | + | All specimens which go through the digitization on demand cycle, enter the main workflow at the restoration step. They then follow the general workflow, but are given priority over the other type material being processed. |
| - | Specimens in the digitization on demand cycle should always be clearly marked as such and always carry the editor's name to make sure the specimen comes back to the right person at the end of the main workflow. | + | Specimens in the digitization on demand cycle should always be clearly marked as such and always carry the loans officer´s name. |
| - | After image control digitization on demand specimens are extracted from the main workflow and returned to the editor of the request. | + | After image control, digitization on demand specimens are extracted from the main workflow and returned to the loans officer. |
| \\ \\ | \\ \\ | ||
| ---- | ---- | ||
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| === Merging type specimens with the rest of the loan (Optional) === | === Merging type specimens with the rest of the loan (Optional) === | ||
| - | If the request was adapted as a loan request, the processed type specimens are now merged again with the unprocessed non-type material and handed on to the loans curator. | + | If the request was dealt with as a loans request, the processed type specimens are now merged again with the other unprocessed non-type material requested. They are then handed on to the curator to be sent. |
| - | === Answering the request === | + | === Answering the image request === |
| - | The requesting institution is sent a direct link to the requested specimen in [[http://herbarium.univie.ac.at/database/search.php|the Virtual Herbarium]]. If there are no further questions or comments, the specimen is afterwards re-inserted into the collection. | + | The requesting institution is sent a direct link to the requested specimen in [[http://herbarium.univie.ac.at/database/search.php|the Virtual Herbarium]]. If there are no further questions or comments, the specimen is re-inserted into the collection. |
| === Filing the request === | === Filing the request === | ||
| - | File both online conversation and printed mails into the appropriate folders. | + | File both online conversations and printed mails into the appropriate folders. |
| - | If the specimen was not found, file all information the requesting institution provided and also describe all efforts made to locate the specimen. Mark the file as NOT FOUND. Deposit the file in the NOT FOUND folder.\\ \\ | + | If the specimen was not found, file all the information the requesting institution provided and also describe the efforts made to locate the specimen. Mark the file as NOT FOUND. Deposit the file into the NOT FOUND folder.\\ \\ |
| ---- | ---- | ||
| ===== Loan returns ==== | ===== Loan returns ==== | ||
| - | Specimens that were on loan will most probably come back with new annotations and/or determinations. Be sure that this additional data is properly added to the database. This may also mean that the specimen has to be rescanned. | + | Specimens that were on loan will most probably come back with new annotations and/or determinations. Make sure that this additional data is properly added to the database. This may also mean that the specimen has to be rescanned. |
| \\ \\ | \\ \\ | ||
| ---- | ---- | ||
documentation/workflow.1374573535.txt.gz · Last modified: 2013/07/23 09:58 by kmartinez_nhm
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