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
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 (;). 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
|
General
Modifiers
Resources
