multiple sheets of one collection

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Mark Schlessman

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May 13, 2021, 11:26:49 AM5/13/21
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Greetings all,

Another question about entering specimen info on the Symbiota occurrence template.  For multiple sheets of the same collection, e.g. Jones 471, sheet 1 of 2; Jones 471 sheet 2 of 3, where should we enter "sheet 1 of 2," etc.?

Thanks, Mark

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Mark A. Schlessman
Professor of Biology
Curator, Vassar College Herbarium

Box 187, Vassar College
124 Raymond Ave.
Poughkeepsie, NY  12604-0187

Katelin Pearson

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May 13, 2021, 11:34:40 AM5/13/21
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Hi Mark,

Someone else may have a more proper answer, but we tend to enter this in the Occurrence Remarks field. Interested to hear where others put this!

~Katie

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Katelin (Katie) D. Pearson
Portal manager, CNABH & CNALH
Arizona State University
Project manager, California Phenology TCN
California Polytechnic State University, San Luis Obispo

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Miller, Andrew Nicholas

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May 13, 2021, 11:36:53 AM5/13/21
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Is this what the “Dups Count” field is used for?

Andy



–––––––––––––––––––––––––––––
Andrew Miller, Ph.D.
Mycologist and Director of the Herbarium/Fungarium
University of Illinois
Illinois Natural History Survey
1816 South Oak Street
Champaign, IL  61820-6970
phone: (217) 244-0439
email: amil...@illinois.edu
website: http://www.inhs.illinois.edu/research/pi/amiller

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Mary Barkworth

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May 13, 2021, 11:44:55 AM5/13/21
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I think “dups Count” is used for the number of labels needed when generating labels through Symbiota. One thing to do is give the two specimens different barcodes and put the barcode of the other specimens in the “othercatalogNumber” field. Also, link them together as duplicates – see Duplicate Clustering in the Collection administration panel. And in notes, add “Sheet 1 of 2”. Redundancy can be helpful.

 

Mary

 

Mary

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DuplicateClustering.docx

James Ryan Allen

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May 13, 2021, 11:49:43 AM5/13/21
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Our problem with these is that they end up with barcodes on both sheets when we are mass barcoding specimens in prep for imaging. We have not done this systematically, but thinking about this in terms of what the sheet 1 of 2 means, I would think it would make the most sense to have one database entry with multiple images One image per sheet). I would need to check this in our collection, but I believe these multi-sheet specimens get the same accession number and only the first specimen should get barcoded. This is a really uncommon occurrence for us, but I suspect as we start digitizing non-North American material, specifically tropical material we will see more. The other thing I have seen that is also rare is multiple specimens on the same sheet with different localities and separate labels, how does everyone handle that? Also have some situations where one plant out of several on a sheet gets annotated so 3 specimens are x and 1 is y. This probably should become two specimens...

Ryan

J Ryan Allen

Project Coordinator Southern Rocky Mountain TCN

Project Manager Biodiversity Informatics

University of Colorado Museum of Natural History
Herbarium (COLO)

350 UCB

Boulder, CO 80309

303-492-3216




From: symbio...@googlegroups.com <symbio...@googlegroups.com> on behalf of Miller, Andrew Nicholas <amil...@illinois.edu>
Sent: Thursday, May 13, 2021 9:36 AM
To: symbio...@googlegroups.com <symbio...@googlegroups.com>
Subject: Re: multiple sheets of one collection
 

Mary Barkworth

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May 13, 2021, 11:58:13 AM5/13/21
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ON your second example, we used to split them different collections onto different sheets. Even if this is not possible, we give them separate barcodes,with a note on the specimen about the othercatalognumber and the name the sheet is filed by.

 

In the first case, one possibility, if you have barcode printer (or can doit through your computer) would be to add another barcode(s), using a master number followed by “a”, “b” etc., then rename the relevant images and possibly delete the old images – or link them to the new number. Again, make a note on the specimens as to what is going on – and use the duplicate clustering.  No, I never thought about doing this when I was directing UTC. Consider doing what I say, not what I did. It is only a suggestion.

 

From: symbio...@googlegroups.com <symbio...@googlegroups.com> On Behalf Of James Ryan Allen
Sent: Thursday, May 13, 2021 9:50 AM
To: symbio...@googlegroups.com

Herrick Brown

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May 13, 2021, 12:03:20 PM5/13/21
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Data Generalizations is what we've been using.
We treat each sheet as a separate object (it is physically, so why not digitally). Duplicate linking occurs based on criteria such as Collector Name and Number + taxon (maybe) so subsequent stampt and barcodes don't factor into this kind of 'duplicate'.
Multiple specimens on same sheet, we save barcodes and add "_[1-9]" to catalogNumber (the thinking here is that the alternative of plastering a single sheet with 5+ barcodes leaves little room for annotations (and yes some 19th-century sheets are this muddle or worse). By contrast multiple images attached to single record, image file name gets "_[a-z]".
Ultimately though, as long as you're consistent within your own collection moving to a widely adopted standard will be easier once there's a universally practical solutio.

Herrick

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George Weiblen

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May 13, 2021, 12:03:29 PM5/13/21
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This is why, in my opinion, accession numbers belong in the
catalogNumber field and barcodes belong in otherCatalogNumbers. Then can
you have a single occurrence record (specimen or collecting event) with
multiple barcodes separated by commas or a semicolons for however many
different preparations (sheets, slides, jars, etc) are barcoded and
imaged for a given specimen.
> https://botanydb.colorado.edu/ <https://botanydb.colorado.edu/>
> http://www.soroherbaria.org/ <http://www.soroherbaria.org/>
>
>
>
>
> ------------------------------------------------------------------------
> *From:* symbio...@googlegroups.com
> <symbio...@googlegroups.com> on behalf of Miller, Andrew Nicholas
> <amil...@illinois.edu>
> *Sent:* Thursday, May 13, 2021 9:36 AM
> *To:* symbio...@googlegroups.com <symbio...@googlegroups.com>
> *Subject:* Re: multiple sheets of one collection
> Is this what the “Dups Count” field is used for?
>
> Andy
>
>
>> On May 13, 2021, at 10:34 AM, Katelin Pearson
>> <katelin.d...@gmail.com
>> <mailto:katelin.d...@gmail.com>> wrote:
>>
>> Hi Mark,
>>
>> Someone else may have a more proper answer, but we tend to enter this
>> in the Occurrence Remarks field. Interested to hear where others put
>> this!
>>
>> ~Katie
>>
>> --
>> Katelin (Katie) D. Pearson
>> Portal manager, CNABH & CNALH
>> Arizona State University
>> Project manager, California Phenology TCN
>> California Polytechnic State University, San Luis Obispo
>>
>> On Thu, May 13, 2021 at 8:26 AM Mark Schlessman
>> <schle...@vassar.edu <mailto:schle...@vassar.edu>> wrote:
>>
>> Greetings all,
>>
>> Another question about entering specimen info on the Symbiota
>> occurrence template.  For multiple sheets of the same collection,
>> e.g. Jones 471, sheet 1 of 2; Jones 471 sheet 2 of 3, where
>> should we enter "sheet 1 of 2," etc.?
>>
>> Thanks, Mark
>>
>> --
>> *Mark A. Schlessman
>> Professor of Biology*
>> *Curator, Vassar College Herbarium
>> *
>> *schle...@vassar.edu <mailto:schle...@vassar.edu>*
>> *845-437-7417**
>> *
>> *http://biology.vassar.edu/bios/schlessman.html
>> <https://urldefense.com/v3/__http://biology.vassar.edu/bios/schlessman.html__;!!DZ3fjg!v-rvf3KbxrnNVXKXex3ke4dKTW3H_hdnAY7THF0I5WlX2l05nmTGHBETDW5bCmy5xn0$>*
>> *https://vcherbarium.vassarspaces.net/
>> <https://urldefense.com/v3/__https://vcherbarium.vassarspaces.net/__;!!DZ3fjg!v-rvf3KbxrnNVXKXex3ke4dKTW3H_hdnAY7THF0I5WlX2l05nmTGHBETDW5bfYZHs7E$>*
>> *
>> *Box 187, Vassar College
>> 124 Raymond Ave.
>> Poughkeepsie, NY  12604-0187
>>
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>
> –––––––––––––––––––––––––––––
> Andrew Miller, Ph.D.
> Mycologist and Director of the Herbarium/Fungarium
> University of Illinois
> Illinois Natural History Survey
> 1816 South Oak Street
> Champaign, IL  61820-6970
> phone: (217) 244-0439
> email: amil...@illinois.edu <mailto:amil...@illinois.edu>
> website: http://www.inhs.illinois.edu/research/pi/amiller
>
> Office address:
> Robert A. Evers Laboratory
> Room 2003
> 1909 South Oak Street, MC-652
>
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George D. Weiblen, PhD
Science Director, Bell Museum
Professor, Plant & Microbial Biology
University of Minnesota
140 Gortner Laboratory
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Saint Paul, Minnesota 55108

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Mary Barkworth

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May 13, 2021, 12:08:01 PM5/13/21
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At UTC, the barcodes are the accession numbers now. We matched barcodes to accession numbers. I now tell people that it one area where I should have listended to others and NOT attempted that. I now recommend a variant of you’re your proactice - put "Old accessno=ghj" in the othercatalognumber field.

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