documentation:workflow
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| documentation:workflow [2013/07/23 13:22] – [Labelling] kmartinez_nhm | documentation:workflow [2014/01/09 13:55] (current) – [Labelling] rstoiber_nhm | ||
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| **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 === | ||
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| 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. | 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 |
| - | 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.1374585759.txt.gz · Last modified: by kmartinez_nhm