Biology Specimen Cataloging Guidelines

Point Reyes National Seashore

Revised 01/14/2004

*The National Park Service General Conditions for the Scientific
Research and Collecting Permit states that each specimen (or groups of
specimens labeled as a group) that is retained permanently must bear NPS
labels and must be accessioned and cataloged in the NPS National Catalog
(ANCS+).*

###### 

###### *Specimen Documentation & Disposition*

**Before collection begins:**

-   Following permit or project approval contact the Museum Curator at
    Point Reyes for an accession and catalog numbers for those specimens
    to be preserved permanently, which are any specimens not destroyed
    through analysis.

-   Discuss whether the specimens are to come to the park collection
    storage or go to non-NPS repository. If stored at another
    institution, collector must provide the name of an official to whom
    the Curator will contact about a long-term loan agreement for the
    storage of specimens.

-   Discuss your curatorial methods to be certain they are compatible
    with NPS standards. Specimen labels and the data they contain is
    also a consideration. Measurements can be recorded in metric or
    standard decimal format, just be consistent please.

**During project:**

-   Enter specimen data into the Excel database provided by NPS.
    Familiarize yourself with the 12 data fields needed by NPS to create
    a catalog record and be sure this information is recorded in the
    field or lab (see details below about the spreadsheet.

-   Call the curator with any questions about collection, curation and
    storage of specimens.

**[After collection completed:]{.underline}**

-   When data entry, processing and labeling is completed on all
    specimens collected, mail a diskette containing the completed
    database, or attach the database file to an email message and send
    to the curator. Arrange specimen delivery or notify the Seashore
    Curator that the collection is ready for deposit elsewhere.

-   Provide 2 copies of completed research papers, publications or final
    reports to the curator for the Park research library.

Carola DeRooy, Archivist/Curator

Point Reyes National Seashore

One Bear Valley Rd

Point Reyes Station, CA 94956

carola_derooy@nps.gov

415-464-5125

***Biology Cataloging Spreadsheet***

Data fields were exported from the ANCS+ National Park Service
cataloging program into a Microsoft Excel 97 template provided to you.
In order to import the records back into ANCS+ there are a few important
guidelines to follow below. If you are unable to use the template in
Microsoft Excel please contact the Museum Curator to discuss other
acceptable data options.

### ***Data Fields*** 

###  

*Table*: See table on pages 3-5 for explanation of contents for each
field.

*Mandatory Fields*: Only 12 mandatory fields must be completed to create
the record. **THE FIELDS MARKED WITH AN ASTERISK " \* " ARE MANDATORY,**
as indicated on the chart on pages 3-5. Fields without as asterisk are
optional but please fill in as many as possible.

*Locality Field*:

To record the **location where the specimen was collected** at least
**one** of the following location fields must be entered:
Township/Range/Section, UTM Coordinates, or Latitude and Longitude. UTM
coordinates are preferable. Please note that another field named
*location* refers to the place where the specimens are to be stored, not
their collection site.

*Formatting*:

Please **do not use commas** within the cells/fields of the Excel
database. The NPS database exports and imports data in ASCII text
format**.**

In order for the data to be successfully imported into the NPS National
Catalog program, please ***do not make any changes, additions or
deletions to the EXCEL database structure/format (including, adding or
deleting columns or changing the font).***

**[TABLE OF BIOTEMPLATE DATA FIELDS]{.underline}**

**[\* = REQUIRED FIELDS]{.underline}**

  ---------------- ---------------------------- ----------------------- ---------------------
  **BIOTEMPLATE    **CORRELATES TO THIS ANCS+   **COMMENTS**            **SAMPLE DATA ENTRY**
  HEADINGS**       FIELD**                                              

  \*Catalog \#     Catalog Number               Issued by curator after PORE 7705
                                                collected               

  \*Accession \#   Accession Number             When a permit is        PORE - 00448
                                                issued, a park          
                                                collection number will  
                                                be assigned by the      
                                                curator                 

  \*Class 1        Classification 1             Biology                 BIOLOGY

  \*Class 2        Classification 2             Kingdom                 PLANTAE

  \*Class 3        Classification 3             Class                   ATHROPHYTA

  \*Class 4        Classification 4             Phylum. Family, or      SCROPHULARIACEAE
                                                Order                   

  \*Sci. Name      Scientific Name              Genus Species (no       CORDYLANTHUS
                                                comma)                  MARITIMUS

  Com. Name        Common Name                                          NORTH COAST BIRDS
                                                                        BEAK

  \*Location       Permanent storage location   Enter PORE if the       PORE
                                                specimen will be stored 
                                                at the park repository  
                                                or if not, please enter 
                                                the institution         

  \*Item Count     Item Count                   Total number of         1
                                                specimens per catalog   
                                                entry                   

  Descrip.         Description                  Distinguishing or       FLOWERING
                                                significant features of 
                                                specimen                

  Dimen/Wgt        Dimensions/Weight            Consistently use metric 8 CM x 2 CM
                                                OR English measurement  
                                                units                   

  Collector        Collector                    Use first name or       R. M. BROWN
                                                initials first ( a      
                                                space) and last name    
                                                second, no commas       

  Collect \#       Collection Number            Enter temporary         Spec25
                                                identification number   
                                                assigned to the         
                                                specimen in the field   
                                                or lab by the collector 
                                                in lieu of catalog      
                                                numbers. Collectors     
                                                should have a number    
                                                assigned to the         
                                                specimens that          
                                                correlate with the data 
                                                entry about that        
                                                specimen.               

  \*Coll Date      Collection Date              Dd/mm/year              10/01/1997

  Other Nos        Other Numbers                Please place other      UCB 97/3550.21
                                                numbers such as a       
                                                catalog number from     
                                                another institution     
                                                here                    

  \*Ident By       Identified By                Please use first name   NUTTALL (JEPSON)
                                                first (a space) and     
                                                last name second, no    
                                                commas                  

  Ident Date       Identified Date              Dd/mm/year              05/04/1997

  \* Locality      Locality                     Enter the area within   IN 1973 BURN AREA
                                                the park that the       NEAR EDGE OF ESTERO
                                                specimen was found      TRAIL

  Park             Park                         Please enter PORE       PORE

  \*TRS            Township/Range/Section                               T.20N_R.118W_Sec.5

  County           County                       County where specimen   MARIN
                                                found                   

  State            State                        Please enter CA         CA

  Wtrbdy/Dr        Waterbody/Drainage           For aquatic and marine  MUDDY HOLLOW DRAINAGE
                                                sites                   

  \*UTM            UTM Coordinates              Zone/Easting/Northing   05/291000E/4264000N
                                                format                  

  \*Lat Lng N/W    Latitude and Longitude                               *38*30_15/118_22_30

  Elevation        Elevation                    Use meters for          5 METERS
                                                terrestrial sites       

  Depth            Depth                        Use meters for          
                                                aquatic/marine sites    

  Habitat          Habitat                      Gen habitat or          SALACORNIA SALT FLAT
                                                community type          

  Slope            Slope                        Enter either degrees,   
                                                percentages, or slope   
                                                ratio                   

  Aspect           Aspect                       Standard compass        
                                                direction               

  Soil Type        Soil Type                                            

  For/Per/Sub      Formation/Period/Substrate                           

  Assoc Spec       Associated Species           If applicable           

  Type Specm       Type Specimen                Voucher or other type:  VOUCHER
                                                allotype, halotype,     
                                                paratype                

  Thrt/Endang      Threatened/Endangered        Enter C, E, PE, PT, or  C
                                                T**. See table below    
                                                for category            
                                                definitions**           

  T/E Date         Threatened/Endangered Date   Dd/mm/year              05/20/2000

  Rare             Rare                         Enter rare if taxa is   RARE
                                                on any other lists      
                                                denoting rarity in the  
                                                area regional, state,   
                                                county or park.         

  Exotic/Ntve      Exotic/Native                Enter one or the other  NATIVE
                                                term                    

  Age              Age of the specimen                                  FLOWERING

  Sex              Sex of the specimen                                  FEMALE
  ---------------- ---------------------------- ----------------------- ---------------------

#### 

#####  Threatened /Endangered Status Codes for Catalog Record

  -------- --------------------------------------------------------------
  C        Taxa for which NPS has on file sufficient information on
           biological vulnerability and threat(s) to support proposals to
           list them as endangered or threatened species

  E        Endangered

  PE       Proposed Endangered

  PT       Proposed Threatened

  T        Threatened
  -------- --------------------------------------------------------------