The basic problem with ADP standards in Systematic Entomology appears to be that of the blind and the elephant. Third, can each work independently on their side of the "elephant" so that the results can be used by all [ie, is parallel processing desirable?]. However, the acceptance of the comprehensive view and related standards should ensure that eventually all data and information can be integrated.
The core of the model is the Sample-Lots-Specimen relationship, but classification is critical to biosystem information. In short, all data derived from specimens is linked to some part of the samples. The importance of the field with regard to the proposed database model and data exchange standards.
DATABASE FILE: COLLECTION SPECIFIC INFORMATION
4:4 A report for the Entomological Collection Network. with the following limitations: 1) no more than 1 text field is defined per database file; 2) text fields are not used for linking between database files; 3) text fields are not used for fields that are likely to be used as the basis for keys or indexes, and 4) text fields are always in an optional state. The text field as defined here is conceptually equivalent to the "Memo" field of database management software that supports the dBASE III data representation.
IMPORTANCE: OPTIONAL (ESSENTIAL IF RECORDS ARE MAINTAINED FOR MORE THAN ONE COLLECTION)
DATABASE FILE: ACCESS
IMPORTANCE: RECOMMENDED
The unique identifier associated with each authorized user may be used with the loan/access and transaction database files to identify the individual responsible for each entry.
DATABASE FILE: HIGHER CLASSIFICATION INVENTORY
IMPORTANCE: ESSENTIAL
LOCPIN Location of pinned samples LOCSLIDE Location of slide mount samples LOCVIAL Location of vial stored samples. Numbers of Pinned PINDETSP Samples or Storage Units Pinned PINDETT Pinned Samples Pinned Undefined Pinned Primary Types PINPRTYP. ALCDETSP Vial Stored Defined Samples ALCUNDET Vial Stored Undefined Samples ALCPRTYP Stored primary vial types.
ALCSETYP Vial Stored Secondary Types SLIDETSP Slide Mount Specimens Specified SLIUNDET Slide Mount Specimens Unspecified SLIPRTYP Slide Mount Primary Types. LOANSOUT Outstanding Loans Exists SPECFILE Species Database File Exists LOTSFILE Lots Database File Exists TYPEFILE Species Database File Exists SYNENTRY Synonymy Database File Entry MULTFAM Multiple Families in Database Files. NOTES: For collections that maintain complete inventory information in Genus-Species-Subspecies and/or Types database files, fields to count specific specimens, species, and/or types may be redundant and unnecessary.
DATABASE FILE: GENUS-SPECIES-SUBSPECIES INVENTORY
IMPORTANCE: RECOMMENDED (ESSENTIAL IF ECOLOGY/ASSOCIATION DATABASE FILES ARE MAINTAINED)
LOCPIN Location of mounted samples LOCVIAL Location of samples stored in vials LOCSLIDE Location of samples mounted on slide. Pinned samples Pinned primary types Pinned secondary types Vial-stored samples Vial-stored primary types Vial-stored secondary types Slide-mounted specimens Slide-mounted primary types Slide-mounted secondary types Life stages. NOTES: For collections that maintain counts in the database files with higher classifications and/or types, count fields may not be necessary.
DATABASE FILE: TYPES INVENTORY
ORGENUS Original genus if new combination NEW NAME Current species if Junior Synonym PLACEMENT Placement in the collection. The Control access field can be used to indicate special conditions or restrictions on the distribution or use of the samples.
DATABASE FILE: LOTS
IMPORTANCE: OPTIONAL (ESSENTIAL IF ECOLOGY/ASSOCIATION DATABASE FILES ARE MAINTAINED)
For data exchange, Lot Identifiers can be made museum specific by adding the Museum Prefix (See Collection Specific Information database file).
DATABASE FILE: PEOPLE
IMPORTANCE: OPTIONAL (ESSENTIAL IF LOANS/ACCESSIONS DATABASE FILES ARE MAINTAINED)
DATABASE FILE: LOANS/ACCESSIONS
IMPORTANCE: OPTIONAL (ESSENTIAL IF LOAN/ACCESSION TRANSACTIONS ARE MAINTAINED)
In the event that the borrower and/or student leaves the lending institution, correspondence to a curator or department chair, etc. be directed. Various fields included in this structure can be used in conjunction with an automated letter generation system. This requires one additional database file containing the texts of standard form letters used by the collection.
Each text is associated with a unique identifier code that can be recorded in the Loans/Accessions database file. The Material List field can be a variable-length text field (eg, dBASE Memo field or equivalent) that provides specific information about the specimens loaned, donated, or exchanged. Because the identification of borrowed specimens can change, it can be difficult to locate borrowed material by taxonomic name.
In this case, notifications about species included in donations, exchanges, partial returns, etc. can be added to the Material List field.
DATABASE FILE: TRANSACTION RECORDS
Some collections may prefer to keep records of loan transactions at the lineage or family level. Proposed Arthropod Collection Management Model and File Structures 4:11 IMPORTANCE: OPTIONAL (ESSENTIAL IF LOAN/TRANSACTION FILES.
MAINTAINED)
DATABASE FILE: FAMILY SYNONYMS
IMPORTANCE: OPTIONAL
Christian Thompson
To store and retrieve classifications, only TWO data elements are essential: the name and the name of the more inclusive group. Although not all data is available or can be agreed upon, proper use of the CODE (and the Commission through its plenary powers) will ultimately lead to a permanent record of this data. Depending on the data model, the documentation for each group of names can be handled separately or all names can be handled together with a code used to identify the group of the name.
Optional since the family group name is formed from the name of the type genus, and a skilled worker can determine this item from the name itself. Person(s) to be credited with introducing the name into scientific literature. What is the relationship between the subject and collaborator expressed in terms of the SUBJECT.
For example, for the fruit fly this can be mining inside the leaves of the plant, forming a gall on the flower, etc. For the fruit fly, this can be the growth of larvae to the adult stage. An assessment of the reliability of the identification of both the subject and the accomplice should be recorded.
Spaces for textual discussion of the nature of the association and/or mode of action. A standard vocabulary should be used for the data elements above (RATIO, OPERATING MODE, COLLECTION MODE, PART OR STAGE AFFECTED), while freestyle text should be allowed at the end of the record.
PROPOSED DATA EXCHANGE STANDARDS FOR ARTHROPOD COLLECTIONS
ALTERNATIVE DATA EXCHANGE FORMATS
DELIMITED ASCII
These features of the delimited ASCII format help reduce the time required to transfer data over networks and telephone lines, and simplify the transfer of information between different types of data management systems. Despite these advantages, there are three fundamental problems with this type of data exchange format: 1) any occurrence of a field delimiter character in a data field can lead to misinterpretation of the field, the record and, in the worst case, all subsequent records. in the database; 2) all fields must be present in all records, as a missing field will also cause a misinterpretation of the data; and 3) because the database file is undocumented, any misunderstanding between the sender and receiver of the data about the number of fields, their definitions, or their order can also lead to misinterpretations. Therefore, the use of this standard requires the establishment of a uniform set of fields and imposes requirements regarding the content of the information in these fields.
If we were to expand the file sharing format to encompass the full diversity of information that can be exchanged between collections, the fundamental simplicity of the format becomes the biggest problem. This is because each record is likely to contain information for only a small subset of defined fields and there is no way to add or change fields to meet special circumstances without risking misinterpretation of the data exchanged. If the contents of a field contain fewer characters than the field's capacity, spaces are added to make up the difference.
However, without independent knowledge of the type and length of each field, it is difficult to determine the content of each record, fields, and even the number of fields in a record. Both of the file formats described above have no internal documentation and can therefore be misinterpreted. It is relatively easy to select any subset of the fields in the exchange file, and the order of the fields in each record is not important.
The main problem with this is that most of the database management systems use different data formats that are generally proprietary. This has the major disadvantage of removing some of the most powerful features of the database management system for compatibility reasons.
DOCUMENTATION OF DATABASE STRUCTURES
Database management systems using dBASE in file format have been adopted by many arthropod collections involved in computerization projects using IBM PC and DOS compatible microcomputers and several using Apple Macintosh systems. Almost all data management systems for the IBM PC and many for the Apple Macintosh can convert files stored in dBASE HI format to their own internal structure, and most (but not many) can convert their file structures to dBASE m format for export to other programs. Several commercial data conversion programs, such as Data Junction (Tools & Techniques, Inc.), can also convert many other file formats (including those used by spreadsheet programs, etc.) to and from the dBASE El format.
Some field types (eg, the dBASE Memo format) are not readily exported to other database management systems, and since field naming and data type conventions may differ somewhat between systems, some editing and/or other conversion operations may still be required unless a minimum common denominator approach is used in each system. PROGRAMS FOR DOCUMENTING THE STRUCTURE OF dBASE IE FORMAT DATABASES Within the dBASE III PLUS language command set and most dialects are commands that can automatically create and interpret structure database files (except for the FIELD_DESC field). A public domain program that produces structure files in the recommended format (including the FEELD_DESC field) is freely available to arthropod collection curators from R.
To facilitate electronic translation of fields between management programs, a field is included in the structure database file named FTELD_DESC. This field is used to equate the field names used by an individual collection management system to generic Descriptive Field Names, such as those used in the "Proposed Model and Database File Structures for Arthropod Collection Management". For example, consider records in the structure database file for family, genus, and species names.
In this case, the records in the structure database may also contain additional fields for subspecies, subfamily, and subclass, with the family field appearing last instead of first. By using the names in the FTELD_DESC field, equivalence between field names used by different database files or database management systems can be easily determined.
STANDARD VOCABULARIES
