transcribing

We are very grateful for volunteers that take time out of their days to transcribe label data in the portals! It is instrumental in moving the project forward and helping to achieve more complete specimen records.

This guide is based on the Pringle Herbarium's data entry procedure, which was written by Melita Schmeckpeper and Brendan Lyons.  If you have any questions or suggestions, please comment or contact us!

Summary:

Info about Data Entry

Tips and Additional Details: interpreting unclear labels, recording data from labels written in languages other than English, adding exsiccati titles, using OCR, and entering data rapidly.

This guide is based on the Pringle Herbarium's quality control procedure, which was written by Melita Schmeckpeper and Brendan Lyons.  If you have any questions or suggestions, please comment or contact us!

Summary:

  • Log in to the appropriate portal:
  • Use the Record Search Form to select specimens for which data has already been entered.
  • Using the batch update tool, fill in information that applies to multiple specimens (e.g. county names).
  • For each specimen, compare the “Occurrence Data” form to the image of the label to make sure the form is complete and accurate.
  • If you notice any recurring inaccuracies, you should (if possible) mention them to whoever is responsible for data entry so that future errors can be avoided.

Quick Start Guide for Basic Transcription

for Help, visit these sites:

DATABASE ENTRY:

Notes for Editing Wisconsin Lichen/Bryophyte Portal Occurrence Records 

LABEL PROCESSING

Parse OCR (LBCC): Under the image there will be a read-out of the OCR (optical character recognition) effort. The PARSE OCR (LBCC) button toward the bottom will insert that info into the appropriate fields on the occurrence data tab. Anything inserted will be highlighted in green, which can be edited for correct spelling, or correct parsing, i.e. location info into Locality fields, habitat info in the correct places, correct numbers and dates. Using the Parse OCR button is optional, but it would be interesting to see how well this function operates.

COLLECTOR INFO

Collector: First name or initials (no spaces) followed by last name. Limit to first collector or collector associated with the collection number.

Examples: John W. Thomson, Thomas H. Nash, III

Associated collectors: List other collectors with same format, include et al. if this written on label.

Number: Collection number as represented on the label. Include numbers and letters.

Examples: 34111, 28-B, 346a, PFS-276. If no number found, enter “s.n. “

Date: Enter in format of yyyy-mm-dd.

Examples: Label reads “June 6, 1923”, enter 1923-06-06 If year and month but no day given: (June 1923) 1923-06-00 If only year is given: (1923) enter as 1923-00-00 If a range of days indicated, assume the earliest day: (Aug. 12-14, 1978) 1978-08-12 and also write “Aug. 12-14, 1978” in the Verbatim Date field.

Verbatim Date: This is seen by clicking the +/pencil icon next to the Associated Collector box. Enter date as written for non-standard date formats or if the information is confusing or incomplete.

Example: label reads “Summer 1884”, enter 1884-00-00 in the Date field and write out “Summer 1884” into the Verbatim Date field. NOTE: Many European collectors often write dates a bit differently than in the US, by inverting the day and month. So 6/12/73 may mean June 12, 1973 or December 6, 1973. If unsure, write it in the verbatim field.

Exsiccati Title: Complete the title of Exsiccati using the drop down box.  Enter exsiccati number.  Click on the Dupes? button.  Possible exact duplicates will pop up in a separate window (be sure to allow pop ups).  Select appropriate record, and transfer all/some of the fields to import.  

 

LATEST IDENTIFICATION-DO NOT CHANGE 

This field is already populated for imaged specimens.  

Scientific Name

Author: This field will be automatically populated, but is editable.

ID Qualifier: The determiner's expression of uncertainty in their identification. This will be listed on the label along with the scientific name. This is a good place to enter forms or varieties not recognized by Esslinger.

Example: cf., s.l., aff.

Identified By: Enter the name of the person who identified the specimen, also called a determiner. Use the same format for Collector Name. If no name specifically indicated, leave blank at this time. [Updated: If blank, enter Collector's name, enter year of collection for the date identified, and enter 'assumed to be collector' in the ID Remarks field.  

Date Identified: The date the identification was made. Date can be entered as free form text and does not need to be in a standard date format. If no date indicated enter "s.d." or “unknown”.

ID Remarks: Any additional notes regarding the identification of the specimen. (This field is accessed by clicking on the +/ pencil symbol next to the box)

 

LOCALITY: Enter Country, State/Province as indicated on the label. The County field will supply drop down options after entering a few letters, use this for the correct spelling. This is also the place to enter parishes as found in LA, or boroughs as found in AK. Write out the names completely (St. Bernard Parish, North Slope Borough, etc.) County can also be used for third level locality information most often found out of the US, such as District (Franklin District). Municipality would be fourth level locality info; however we choose not to use it. Enter other specific location info into the Locality field. Write out as it appears on label, but it is OK to correct any spelling errors or write “near” if not specifically mentioned. If you are making an assumption about correct spelling or location, enter this into the Notes section under the Misc. heading.

Example: The specimen is from Florida and the collector has written “J. ville” as the location. Enter “Jacksonville” in the locality field, and write something such as “verbatim label location J. ville” in the Notes field.

Be sure to add information from the header of the label, if present, i.e. Keele River Region, Central McKenzie Mountains, Lake Itasca Biological Station. Beware of labels with Herbarium names but collection location is different state or province.

Lat/Long: The fields displayed are for decimal form. If other forms given, click on the “Tools” button to expand the selection. Use the Lat/Long boxes to enter xx°xx’xxs form, then click Insert Lat/Long Values. The decimal values will automatically be populated in the boxes above. Use the Town, Range, Section boxes and click Insert TRS Values (you must click this button for data to be saved). This will populate the Verbatim Coordinate field. Use the Verbatim Coordinate field if missing data. UTM can also be entered directly in the verbatim coordinates field. If a standard format is used, decimal lat/long will be calculated automatically. Clicking on the double arrows to the left of the verbatim field will recalculate the lat/long. Note that TRS values will not convert to decimal form at this time. 

Elevation in Meters: Enter the elevation if in meters. If only feet given, enter this in the Verbatim Elevation field. Click enter, tab or click on the << button to convert to meters.

Example: Enter 23 ft, 23 feet, 23’ into the Verbatim Elevation field.
 

[The Georeferencing fields are used when using the imbedded mapping tools. Contact collection manager for permission. Please read up on the Best Practices for Georeferencing before using.  

Georeferenced by: Enter your user name

Georeferenc Sources: When using the batch tool, this will automatically fill.  Enter any other sources for your search (Google maps, Acme mapper, Wikipedia, etc.)

Georeference Remarks: Add any information that helped to locate the point

Georeference Protocol: Enter Best Practices for Georeferencing

Georef. Verification Status: Can be modulated between low confidence to high.]

 

MISC. Habitat: Enter habitat info, but do not include specific locality info (which should have been entered into the Locality field).

Examples: Along valley on west facing slope; in dry streambed; in bog; in goat prairie surrounded by Artemesia grasslands.

Substrate: What the lichen was growing upon. It is not necessary to add the word “on” as this is assumed.

Examples: bark of spruce trees; granite boulders; basalt rock outcrops

Associated Taxa: Include the collector’s listing of other species found with this collection.

Description: Specific characteristics of the specimen.

Examples: old and finely fruited specimens; a crustose greenish brown plaque...scraped off with knife; rare

Notes: This is a good place for any other random or label information, or notes about the specimen not contained in other fields.

CURATION: This is for any information regarding Type Status at this time. 

 

**Processing Status: Please change the status from Unprocessed to Pending Review.

!Click Save Edits before anything else or you will lose all the info you have entered!

Determination History: Once you have saved information you entered on the Occurrence tab, you may leave the page and create an entry for any annotations on the label, including previous name if an update was done. At this time, if no specific name for Determiner, write in the collector's name, with the year it was collected, add 'assumed to be collector' in the id notes field.  Enter any notes as to the determination. 

IMPORTANT—Look at the boxes under the Add New Determination button. Be certain to check or uncheck the boxes as necessary to ascertain the correct current name! Do NOT change Scientific Name!! Click Add New Determination when finished. This will take you back to the Occurrence Data page. Verify that the scientific name under Latest Identification is correct. Any questions, please ask!

This material is based upon work supported by the National Science Foundation grant ADBC#1115116. Any opinions, findings, conclusions, or
recommendations expressed in the material are those of the author(s) and do not necessarily reflect the views of the National Science Foundation.