Florida Museum of Natural History
[Herbarium Collections Catalog]

UNIVERSITY OF FLORIDA HERBARIUM
COLLECTION CATALOGING MANUAL

[University of Florida Herbarium]

Introduction

  1. Data entry into the University of Florida Herbarium Collection Catalog is accomplished either by direct entry via PLArchiv into the main catalog on the herbarium database administrators computer or via user created data files with the PLImport section of a clone of PLArchiv. PLImport/PLArchiv is available on various herbarium computers. It is identified on the desktop with a fox icon and the name "PLArchiv Import". If it is not available through your log-in, consult with the database administrator.
  2. Selecting Specimens. The database administrator will create a pull list of target specimens for cataloging. Pull the set of specimens from storage or the taxon from the main collection and take the specimens carefully to the computer. If you are pulling specimens from the collection leave a tag with your project, name, date, and exactly what folder/parts of a folder you have taken in the space from which you removed the specimens. Please be sure to follow our Specimen Handling Guidelines.
  3. Determining which specimens to enter. Enter only specimens that are not in the catalog already. A print-out of existing collections may be provided. Also, the following clues will help you determine this:
  4. Do not enter specimens already in the catalog. Segregate those specimens from the ones you will be entering. If the catalog has errors or is missing information, such as accession number, make a note on the cataloging sheet or put a note with the specimen to indicate the edits and put the specimen aside. Make sure all specimens in the catalog have checks or circles on them.
  5. Missing specimens. If a specimen is in our database, but not in the collection, make a note of this.
  6. Specimens with checks showing in the catalog. If a specimen has a check on it but you don't find it in our catalog it may be under a different name. Try looking it up under other names. Use Atlas of Florida Vascular Plants and theplantlist.orgto help you find synonyms. If you cannot resolve taxonomic synonymies, consult with the database administrator.
  7. Open the PLImport/PLArchiv program. Double-click the program icon (a fox).
  8. Choose your data file or create one. A selection box will appear asking you to open a working PLArchiv Import data file, or create a new one. If you have already started a file, choose this file by double-clicking it. To create a new file, click on "New" in the lower right-hand corner and enter a file name in the dialog box.

PLImport/PLArchiv Screens

Important Data Entry Standards

The following are basic data entry standards.

Specific Data Entry Standards and Examples


[University of Florida Herbarium]
University of Florida Herbarium collections:
Vascular Plants | Herbarium Library
Bryophyte and Lichens | Mycological
Wood | Paleobotany (affiliated collection)
[Florida Museum of Natural History]

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Last page design update: 7 Feb 2006
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