Specify Quick Guidebook
This document is meant to be a quick reference for volunteers doing inventory and basic data entry. For a complete guide to Specify, please refer to NPL Specify guide.
The Collection Object Form
This form is the main data form of the Specify database. Here, we break down the main components so staff and volunteers can have a quick guide to check when they get stuck.
Please note:
This document is meant to be a quick reference for volunteers doing inventory and basic data entry.
What is a Collection Object?
A Collection Object may be composed of a single specimen, or many specimens. These specimens may be housed within a single container (Preparation) or several containers. Everything within the Collection Object falls under a single, unique Catalog Number.
Accessing the Form
The Collection Object form is the general form used in Specify to enter or edit data within our collection. It can be found by clicking the Data tab at the top of Specify, then selecting "Collection Object" at the top left of the page.
The Collection Object Form is composed of the following sections. Click on the section to see detailed instructions for each.
General Collection Object and Accession Information
Who gave NPL the object, was it part of a larger collection, and when did NPL first receive and catalog this object?
Consists of three sections. The first indicates the Collection, the second indicates the actual catalog number, and the third is used under certain circumstances when numbers have been split between two or more Collection Objects. Specify requires that all three of these sections be completed, and have the same number of digits. This means that adding a catalog number will require adding zeros. Here are some examples:
You will often see other numbers written on either the specimen or label, or both. These numbers need to be entered here, separated by a comma.
If an accession number has not been assigned to the data you are working with, please ask a staff member to provide you with one.
Accession records in Specify log important legal and provenance information. Each of these records has a unique number identifying it- the Accession Number. These numbers are formatted to show the year the material was accessioned, and the order in which it came. The Accession Number field in the Collection Object form lets NPL 'tie' the Accession record to the Collection Object, so it's important to have the correct number in this field.
Anything listed on the label that does not fit into any of the other remarks sections. Often this will be the name of the previous collection before it came to NPL. Example: Singley Collection or Jean Andrews Collection.
When a specimen is preserved in a way that shows evidence of a relationship with another organism, that relationship is recorded in the Containers field. Please ask for assistance the first few times you use this field.
This is the name of the person who is creating the record in Specify. The date is the date the record is created, and can be auto completed with the current date by right clicking on the field.
Please enter any questions you have that need to be addressed by a data manager. Some examples may include problems with the specimen count, storage data inconsistencies, label data doesn't appear to match the specimen, you don't know where to enter something, etc. Any question that you have needs to go here so that it can be addressed, and corrections can be made.
Are there any images associated with this collection object? You must be trained in our attachment protocol before you attempt to attach anything in Specify
Collection Object Attributes
What type of collection object is it - plant, animal or mineral?
Determinations
What is the object, and who determined (identified) it?
A collection object will have a single, current determination (Taxon) that was determined by a researcher. If further research is done and the object is determined to be something else, we will add a new determination, and list the new determination as "Current". For historic and research purposes, we never delete previous determinations. To create a new Determination, click the (+) button next to the Determinations heading.
Taxonomists are often combining (synonymizing) taxon names, and occasionally separating taxon names into two or more different designations. At the NPL, we track the original designation, as well as any synonymies that Specify lists as "Preferred Taxon". All taxonomic data is already entered into Specify, so you will not need to know how to add or edit this data.
Enter the genus and species of a specimen (or other designation you have been requested to enter). This is a lookup table, so you can begin typing the Genus and hit the "tab" key to bring up the list. If you do not find the taxon you are looking for, please indicate this in the Data entry issues field. A data manager will identify the problem.
When you enter a taxon, Specify will sometimes bring up a screen that indicates "Synonym Information". This means that although your entry is accurate, there may be a more recently accepted version of the taxon name. When you get this pop-up screen, ALWAYS select the "Keep" button. This way both the taxon and the more preferred taxon will both be included in your entry. The preferred taxon field will be entered automatically by Specify.
This field will usually be left blank, but sometimes there will be extra information associated with a taxon designation; a qualifier that may include a question mark, or some other abbreviated word that the determiner assigned when there were uncertainties about the designation of the specimen. You may choose one of the items from the Qualifier drop-down list if necessary. If you do not see the qualifier you need on this list, please indicate your question in the "Data Entry Issues" field.
This is the person who determined (identified) the taxon, and the date it was determined. Do not make any assumptions as to who this may be. If it is clearly marked on the label, enter this info here.
Unknown Attachment
If there are other notes written on the label concerning the determination, please enter that here. Unknown Attachment
Collecting Information
Who collected the object, where and when?
Collecting information is a single line entry on the main form that is actually made up of snippets of information from many different tables. All of the info in this line hinges on a single number- the field number.
This links to a subform that contains locality, collector, date and other information concerning when the collection object was collected. It is a lookup table. Enter the Field Number for the event, and hit the Tab key. The event associated with the field number will populate the Collecting Event field. If you do not know the field number, please ask.
The correct document states this:
Field Number
Every Collecting Event now must have a field number. Sometimes the collector provides the number, but when we aren't given a number, we have to create one. Click here for complete details
As a general rule, a field number contains up to four parts with dashes in between (ZACH = Lou Zachos):
NPL-000001 (if you have a locality, but no collecting info)
ZACH-NPL-0001 (you have a collector, but no other collecting info)
ZACH-NPL-date-01 (you have a collector and a date)
ZACH-NPL-localityNumber-01 (you have a collector, and a locality number)
ZACH-NPL-date-localityNumber-01 (you have a collector, date and a locality number)
If the collector does provide field numbers, then write the field number:
ZACH-field number (in whatever format you are given)
Use these standards:
1. Use first four letters in the main collectors last name in all-caps.
2. NPL - to indicate that this is not a collectors own field number, but one we generated ourselves.
3. Date, if you have one, should be written full year/month/day with the month written using the first three letters. Ex: June 20, 2014 = 2014Jun20
4. incremental numbers (01, 02, 03, etc) if needed
This is EXACTLY how the locality info is written on the label. Always enter ALL of the verbatim info here. All data not listed in TagSurv's locality name should be placed in brackets. Ex: Shoal Creek, Austin, Travis ???[Travis County, TX, USA 33.000, -100.000, method: geolocate, accuracy: high] All data needs to be moved over!
Examples of Verbatim locality:
Verbatim | Locality Field |
??, Ill. | unknown locality, Illinois, USA |
illegible label | unknown locality |
If you can only read a part of the label, you can add your own information in square brackets [ ]
Verbatim | Locality Field |
[illegible] River, Travis Co., TX | unknown locality, Travis County, Texas, USA |
Remarks written on the label by the original collector concerning the collecting event, and can include pretty much anything that the collector wrote down for whatever reason (examples: elevation, depth, climate, other species that were found along with that particular specimen, etc). You can also enter any other remarks here that pertain to the locality on the label, or explanations as to why the data was entered a specific way.
Paleo Context
What geologic time frame is represented by this object?
Inventory and Preparations
Where is the object stored, how is it stored, and how many pieces are there in each preparation?
Most Collection Objects contain a single preparation, however, specimens are sometimes separated from a preparation for research purposes. The original Preparation, and any new Preparations are cataloged here, under the same Collection Object catalog number. Different Preparations may have different storage data, so it is important to fill out information accurately for each Preparation. To add or remove a Preparation, click the (+ -) buttons next to the Preparation Heading.
Enter the number of pieces you have in your preparation. This is not necessarily the same as the number of specimens. For example, a bivalve specimen most likely be composed of two pieces. If your preparation contains two bivalve specimens, then you most likely will have 4 pieces. In the image below, the count would be 3 pieces.
Any remarks concerning a particular preparation. Eventually any images associated with a preparation will be linked directly to the record within Specify, but for now, if the preparation has any photographs or scans, please enter the names and locations of the images here.
Citations
Is there any research associated with the object?
Conservation Data
Are there any conservation issues concerning the Collection Object, and what steps have been taken to resolve the issues. Record any instances of chemical bleaching, Ammonium chloride whitening, shellac removal as well as techniques for removing residue leftover from the initial treatment.
Conservator Description
Conservation Events
Specimen Prep