Mammals

Documentation Standards for Automatic Data Processing in Mammalogy

VERSION 2.0
1996
ISBN 0-89338-051-2
 

American Society of Mammalogists
Committee on Information Retrieval
Suzanne B. McLaren, Chair

Peter V. August, Leslie N. Carraway, Paisley S. Cato, William L. Gannon, Marie Lawrence, Norman A. Slade, Philip D. Sudman, Richard W. Thorington, Jr., Stephen L. Williams, Susan M. Woodward

VI. APPENDICES

 

 

APPENDIX A.

DATA CATEGORIES ARRANGED BY USAGE STATUS  

ESSENTIAL:
INSTITUTIONAL ACRONYM (for data transfer only)
COLLECTION CATALOG NUMBER
GENUS
SPECIES
TYPE OF PRESERVATION
SEX
DATE COLLECTED
COLLECTOR or PREPARATOR or both
COLLECTOR’S NUMBER or PREPARATOR’S NUMBER or both
COUNTRY
STATE, PROVINCE (FIRST LEVEL POLITICAL SUBDIVISION)
COUNTY, DISTRICT (SECOND LEVEL POLITICAL SUBDIVISION)
OCEAN
SEA
BAY, INLET, STRAIT, GULF, CHANNEL, MAJOR ISLAND GROUP
*LATITUDE AND LONGITUDE (for new specimens)
*UTM (for new specimens)
 

PREFERRED:
AVAILABILITY STATUS
ACCESSION NUMBER
FAMILY
SUBSPECIES
SPECIFIC LOCALITY or REFERENCE POINT/REFERENCE POINT MODIFIER ELEVATION
*LATITUDE AND LONGITUDE (for old specimens)
*UTM (for old specimens)

OPTIONAL:
DIVISIONAL ACRONYM
SPECIAL NUMBER
DONOR
DATE CATALOGED
PUBLISHED RECORDS
TYPE DESCRIPTION
ORDER
EXTERNAL MEASUREMENTS
WEIGHT
AGE
REPRODUCTIVE DATA
ECOLOGICAL NOTES
CONTINENT
TOWNSHIP AND RANGE
COORDINATE PRECISION INDEX
REMARKS OR COMMENTS
ANCILLARY COLLECTIONS
SPECIMEN CONDITION REPORTING

 

 


 

APPENDIX B.

STANDARD ABBREVIATIONS LIST  

  ITEM STANDARD
ABBREVIATION
ADMINISTRATIVE DIVISIONS PROVINCE PROV
  TERRITORY TERR
  COUNTY CO
  PARISH PAR
  DISTRICT DIST
  DEPARTMENT DEPT
  ISLAND ID
  ISLANDS IDS
  TOWNSHIP TWP
  TOWNSHIP,RANGE T, R
     
DIRECTION NORTH N
  SOUTH S
  EAST E
  WEST W
     
LENGTH INCH(ES) IN
  FOOT (FEET) F
  YARD(S) YD
  MILE(S) MI
  MILLIMETER(S) MM
  CENTIMETER(S) CM
  DECIMETER(S) DM
  METER(S) M
  KILOMETER(S) KM
     
MASS (WEIGHT) GRAM(S) G
  KILOGRAM(S) KG
  OUNCE(S) OZ
  POUND(S) LB
     
MISCELLANEOUS STATION(S) STA
  SECTION(S) SEC
  JUNCTION(S) JCT
  HIGHWAY(S) HWY
  MOUNT MT
  MOUNTAIN MTN
  MOUNTAINS MTS
  RIVER(S) R
  CREEK(S) CR
  ROAD RD
  NATIONAL NATL
  PARK PK
  NATURE NAT
  HEADQUARTERS HQ
     
SEASON SUMMER SUM
  FALL (AUTUMN) FAL or AUT
  WINTER WIN
  SPRING SPR

Note: Also see abbreviations as they are applied to specific categories such as SPECIMEN CONDITION REPORTING, ANCILLARY COLLECTIONS, CONTINENT, NATURE OF SPECIMEN, AVAILABILITY STATUS, etc.

 

 


 

APPENDIX C.

NOTATIONS ON THE CANADIAN HERITAGE INFORMATION NETWORK SYSTEM. 

Punctuation.—(See I. AVAILABILITY STATUS, II. SUBSPECIES) The asterisk (*) is a problematic character as are {}, [], (), /, \, and =. When attempting an electronic transfer with a Canadian museum, inclusion of these characters in the database should be discussed prior to data exchange.

Spacing.—(See I. TYPE DESCRIPTION) The CHIN standard cannot accommodate the use of a double space between the scientific name and the author’s name. The “extra” space will be closed when data are uploaded.

Names.—(See I. DONOR) The CHIN standard is to separate all names with semicolons and enter as follows: MCBRIDE, SP; DOW JJ or ELLIS, CR; ET AL. See discussion of phrase indexing, below.

Dates.—(See I. DATE CATALOGED, III. DATE COLLECTED) The CHIN standard for all dates is YYYYMMDD and utilizes the following attributes: “?”—questionable; “C”—circa; “P”—prior to the date; and “L”—later than the date.

Taxonomic irregularities.—(See II. GENUS, II. SPECIES) On CHIN there may be a separate field allocated to hybrid or common name. “ZZ” and the “-H” suffix would not be used.

Measurements.—(See III. EXTERNAL MEASUREMENTS) External measurements are placed in separate fields by CHIN. Statistical calculations can be performed upon these fields. Units of measurements are entered in a separate field and are always listed in metric units. Original data are converted to metric if necessary.

Age.—(See III. AGE) CHIN uses a set of key words to ensure retrieval of expected targets. Modifiers can be used for greater precision but these words follow the key words. Terms are separated by semicolons. See discussion of phrase indexing, below.

Latitude and longitude.—(See IV. LATITUDE AND LONGITUDE) CHIN latitude and longitude fields extend to seconds.

Universal Transverse Mercator values.—(See IV. UTM) CHIN breaks this into separate UTM Easting, UTM Northing, and UTM Zone fields. CHIN does not include a horizontal datum notation but does include other fields dealing with map reference topics.

Coordinate Precision Index.—(See IV. COORDINATE PRECISION INDEX CHIN includes a field called Location Accuracy which is expressed as an alphanumeric string.

Phrase indexed versus free text fields. —In phrase indexed fields such as those containing names, the contents of the strings delineated by semicolons are searchable. Fields like country, genus, and species are also phrase indexed so that more than one term may appear in the field; this is handy when there is plurality in names or when original data are retained with “corrected” data. Free text fields may be searched on one or more words, where a word is defined as a group of letters surrounded on both sides by spaces. Nonstandardized CHIN fields, like Habitat, are prime candidates for free-text indexing.

 

 


 

APPENDIX D.

SAMPLE DATA RELEASE AGREEMENT 

The XXX Museum of Natural History, 1100 Fifth Avenue, Athens, Ohio 44325 (hereinafter "XMNH") agrees to supply to
____________________________________________________________________
____________________________________________________________________
(hereinafter the “User”) the following information:
____________________________________________________________________
____________________________________________________________________
(hereinafter the “Data”) subject to the following conditions:

1. Data made available by XMNH are supplied solely for the internal operations of the User. The User agrees that the Data will not be released in whole or in part to any other individual or organization without prior written permission of XMNH. This restriction applies to all reorganizations or recastings of the Data in whole or in part and to integrations of the Data with information from other sources.

2. The User acknowledges that XMNH is the owner of the Data and agrees to acknowledge the source of the Data supplied by XMNH whenever such Data in whole or in part are used in any report, publication, document, or public communication beyond the internal activities of the User.

3. XMNH makes no express or implied warranties as to the accuracy or completeness of the Data provided nor its suitability for any purpose. While XMNH believes that Data provided are its own, except as specifically noted, XMNH makes no warranties or representations as to possible infringement upon copyrights or property rights of others in the Data.

4. XMNH reserves the right to make changes, corrections, additions, and/or deletions to the Data and is under no obligation to supply the User with updates.

5. The User assumes all responsibility for the use of the Data supplied by XMNH and further agrees to hold XMNH harmless for any claims, suits, causes of action, or damages arising from use of such Data or actions taken based upon the Data provided by XMNH.

6. The User agrees to pay XMNH a fee of $ ________ for providing the Data.

By signing this agreement and accepting the Data described, the User agrees to be bound by the above terms and conditions.

 

____________________________________________________________________

User Date
____________________________________________________________________
For X Museum of Natural History Date

 

********************************************************************
ADDENDUM. It is highly recommended that the User personally verify the Data by examining the voucher specimens in the collection. Not all data have been verified against original labels and field catalogs. 

 

I. INSTITUTIONAL DATA 

II. TAXONOMIC DATA 

III. SPECIMEN DATA 

IV. GEOGRAPHIC DATA 

V. OTHER DATA 

VI. APPENDICES 

APPENDIX A. LISTING OF CATEGORIES BY USAGE STATUS
APPENDIX B. LISTING OF STANDARD ABBREVIATIONS
APPENDIX C. NOTATIONS ON THE CHIN SYSTEM
APPENDIX D. SAMPLE DATA RELEASE AGREEMENT

VII. ACKNOWLEDGMENTS  

VIII. LITERATURE CITED