Data Entry Procedures

Introduction

This section contains information on the practices for transcribing specimen data from specimens and preparing the specimen data for database entry for the Ohio State University Fish Division (OSUM). The general procedures for transcribing data are found at Data Transcription Procedures, although the focus of this document is mainly on insect specimens. Below are derivations from the OSUC data entry protocol adapted to OSUM-specific data entry needs.

Data Processing Notes

General

The information presented in this subsection is related to conventions that used after the initial data entry process. During the data processing stage of the data entry pipeline, adhere to the following conventions regarding the formatting of column specific information.

Raw Data Worksheet Column-specific Notes

Column Name	Description	Convention	Example
cuid	Collecting unit identifier (unique catalog number) distinguishing this specimen or lot from all others	See section below	See section below
comments	Comments contain information related to the specimen or lot that is not appropriate for any other column	See section below	See section below

Main Worksheet Column-specific Notes

Column Name	Description	Convention	Example
coll_method	Collecting method, technique, or tool used to collect the specimen(s)	Separate multiple collecting methods for a single record with a forward slash (/) without any spaces between the methods. The number of seines, traps, etc. used should be omitted, but use the dimensions of the method with a space separating the elements. DO NOT ABBREVIATE. Also when a size of seine, etc. is used, order the methods from the smallest to largest.	4' x 8' seine/20' bag seine; 4' x 20' 1/4" square mesh bag seine

Localities Worksheet Column-specific Notes

Column Name	Description	Convention	Example
comments	Comments associated with a locality including the drainage and any additional information	When a drainage is specified, place the text Drainage: with a space after the colon followed by the drainage information. If additional comments for a locality are needed, separate the drainage information from addition comments by a semicolon (;) then a space ( ). If a drainage is unknown, DO NOT use the drainage text within the comments. All fish localities must include the text Locality: Fish at the end of the comments.	Drainage: Wabash River-Ohio River; Locality: Fish; Drainage: Lake Erie; Locality: Fish

Collecting Unit Identifiers (cuids)

General

A collection unit idientifer (cuid) should be globally unique, thus making the identification of a particular specimen or lot unambiguous. If an identifier is unique to a collection only (i.e. catalog number), a domain must be added to the cuid. In most cases, the domain will be the collection coden, since this string should be unique amongst biological collections. Sometimes a single catalog number is divided amongst a number of different preparations that must be distinguishable. In multiple catalog number cases only, append the normalized preparation string to the cuid to make the specimen or lot uniquely identifiable.

Domains / Collections

Collection	Domain Identifier	Example
Ohio State University Fish Division - Main Collection	OSUM	OSUM 1; OSUM 2567-c&s
Ohio State University Fish Division - Teaching Collection	OSUMT	OSUMT 1; OSUMT 2567-c&s
Ohio State University Fish Division - Unvouchered Records	OSUMU	OSUMU 1; OSUMU 2567

Preparation Codes

Preparation	Code
Alcohol (fluid)	alc
Skeleton	skel
Cleared and Stained	c&s
DNA (tissue)	dna

Comments Information Conventions

General

The comments column is a dump for any additional information related to a specimen or lot. Although the information currently does not have a discreet home in the database, some bits of information added to the comments should follow a formatting convention. All "marked up" elements, those defined below, should be present after any general comments (i.e. condition of specimen, status of storage container, etc.) and separated by a semicolon (;).

Modifier (modifier)

Addition IDs (not actually sure) associated with a specimen or lot. Used in the form: modifier:[text] where [text] is the modifying text. Example: modifier:INHS 78678

Accession Number (number)

The accession number associated with a specimen or lot. Used in the form: accession_number:[text] where [text] is the accession number. Example: accession_number:1987:V:11

Stage (stage)

The type of stage used for the specimen or lot. Used in the form: stage:[text] where [text] is the stage. Example: stage:95% EtOH

Weight (weight)

The weight of the specimen or lot. Used in the form: weight:[text] where [text] is the weight. Example: weight:10

Length (length)

The length of the specimen or lot. Used in the form: length:[text] where [text] is the length. Example: length:3

Maximum Length (maxlength)

The maximum length of the specimen or lot. Used in the form: maxlength:[text] where [text] is the maximum length. Example: maxlength:6

Determination Comments (text1)

Addition comments related to a determination of a specimen or lot. Used in the form: det_comments:[text] where [text] are the determination comments. Example: det_comments:INHS 78678

Preparation (preparationmethod)

The preparation used to house the specimen or lot. Used in the form: preparation:[text] where [text] is one of the normalized preparation methods. Example: preparation:alc

Resources

• Specimen Data Template: File:Data Entry Template 28-Aug-2014.xls
• Data Entry Template Information