documentation:workflow
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| documentation:workflow [2013/07/23 10:29] – [Labelling] kmartinez_nhm | documentation:workflow [2014/01/09 13:55] (current) – [Labelling] rstoiber_nhm | ||
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| ==== Labelling ==== | ==== Labelling ==== | ||
| - | Only print labels if any information | + | Only print labels if they contain |
| - | You can access the printing window 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: | + | **Attention: |
| - | **Attention: | + | **Attention: |
| - | **Attention: | + | **Attention: |
| 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. | + | Arrange specimen labels in the lower right corner of the specimen and above the last revision label. |
| === 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 |
| * 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 | + | 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 |
| == 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 | + | If the specimen does have a typification label from earlier revisions and this turns out to be an error, the new typification must be " |
| + | == 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 |
| - | 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 | + | 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 | + | Depending |
| 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 | + | Ask the person requesting material for complete type information, including the literature reference. If no literature reference is provided |
| * 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 | + | 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 |
| \\ \\ | \\ \\ | ||
| ---- | ---- | ||
| ===== Fetching the specimen ===== | ===== Fetching the specimen ===== | ||
| - | If the specimen | + | If the specimen |
| - | If the specimen | + | If the specimen |
| * 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 | + | The specimen may be filed in another location or be currently unavailable due to restoration |
| * 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 | + | 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 |
| \\ \\ | \\ \\ | ||
| ---- | ---- | ||
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| ===== Contacting the requesting institution ===== | ===== Contacting the requesting institution ===== | ||
| - | If the specimen | + | If the specimen |
| - | If the specimen | + | If the specimen |
| - | If the specimen is not found despite combined efforts the request is marked "Not found" and [[documentation: | + | If the specimen is not found despite combined efforts, the request is marked "Not found" and [[documentation: |
| \\ \\ | \\ \\ | ||
| ---- | ---- | ||
| ===== 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 | + | All specimens which go through the digitization on demand cycle, enter the main workflow at the restoration |
| - | Specimens in the digitization on demand cycle should always be clearly marked as such and always carry the editor' | + | Specimens in the digitization on demand cycle should always be clearly marked as such and always carry the loans officer´s |
| - | 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 | + | 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 |
| - | === Answering the request === | + | === Answering the image request === |
| - | The requesting institution is sent a direct link to the requested specimen in [[http:// | + | The requesting institution is sent a direct link to the requested specimen in [[http:// |
| === Filing the request === | === Filing the request === | ||
| - | File both online | + | File both online |
| - | If the specimen was not found, file all information the requesting institution provided and also describe | + | If the specimen was not found, file all the information the requesting institution provided and also describe |
| ---- | ---- | ||
| ===== Loan returns ==== | ===== Loan returns ==== | ||
| - | Specimens that were on loan will most probably come back with new annotations and/or determinations. | + | Specimens that were on loan will most probably come back with new annotations and/or determinations. |
| \\ \\ | \\ \\ | ||
| ---- | ---- | ||
documentation/workflow.1374575393.txt.gz · Last modified: by kmartinez_nhm