Data Entry Protocol - Totaal FES

Guidelines for
Collection Data Registration

with BRAHMS 7
June 2012
L.P.M. Willemse
Nationaal Herbarium Nederland
P.O. Box 9514
2300 RA Leiden
The Netherlands
• 1
1. Introduction ................................................................................................................................. 3
2. Description of the fields .............................................................................................................. 5
2.1. General fields ............................................................................................................................ 5
2.2. Collector and number ............................................................................................................... 6
2.2.1. Collector name ............................................................................................................ 6
2.2.2. Collector number ........................................................................................................ 10
2.3. Date of collection .................................................................................................................... 15
2.4. Scientific name ....................................................................................................................... 17
2.5. Hybrids .................................................................................................................................... 23
2.6. Location of the collection ........................................................................................................ 30
2.7. Coordinates and Grid systems .............................................................................................. 33
2.8. Altitude ................................................................................................................................... 39
2.10. Images ................................................................................................................................... 40
2.11. Extras ................................................................................................................................... 40
Annexes
Annex A – Alphabetical field list.… .......................................................................................... 41
Annex B – Shortcut keys .......................................................................................................... 43
Annex C – References ............................................................................................................. 44
Annex D – Primary collectors consisting of more than one name ........................................... 46
Annex E – Collectors with more than one numbering series ................................................... 47
Annex F – Institutional and personal prefixes ........................................................................... 48
Annex G – Descriptive terms in gazetteer names (LOCPREFIX) ............................................ 50
Annex H – Abbreviations used in locality names ..................................................................... 51
1. Introduction
The aim of this protocol is to present a detailed description of data entry rules and data entry
procedures in order to standardize data entry during the FES digitisation project. This protocol is
based on and fully compliant with the overall protocol used at NCB Naturalis for digitising
botanical collections. Using a protocol will create maximum compatibility between the various
databases and facilitate data exchange. An important goal is to improve the quality of the entered
data. When not all data are entered, not entered correctly and consistently or if they are placed in
the wrong fields, the database loses part of its value. The database managers will perform
regular audits, comparing the herbarium sheets and the data in the RDE file in order to bring and
keep the data entry on a high level. This protocol is based on the Data Guidelines of may 2008.
Under the next heading every field is discussed in detail and examples and exceptions are given.
The fields are divided in groups, e.g. “General Fields”, “Collector and number”, “Scientific name”
etc., which can be recognised by the page header.
A complete alphabetical list of all fields used at the NHN, including their dimensions and
characteristics is found in Annex A. As this list also contains the page numbers you can use it as
an index.
For most fields look-up lists are available. These can be activated by shortcut key F9 or by
clicking the right mouse button. In order to avoid misspellings and subsequent fouling of the
database, look-up lists, if present, should ALWAYS be used to enter the data. In some cases the
look-up fields are only available in the browse screen. This is indicated in the description.
In many cases one is encouraged to use the various annexes which are included in this
protocol:
References Annex C
Collectors who need special attention Annex D & E
Institutional and personal prefixes Annex F
Descriptive terms in gazetteer names Annex G
Symbols and characters with accents (for instance à, å, ô, é, and Ė) are to be entered as high
ASCII signs. To be constructed with the key-board or copied from the character clipboard
(Edit→Character clipboard [at the bottom])
When entering data in Memo fields the use of the carriage return (Enter) should be avoided at
all costs except for paragraph separators in the field NOTES. Text should be written
continuously, sentences should start with a capital (except for the field LOCNOTES!) and always
end on a period/full stop (.).
All typist comments should be placed between square brackets [ ] .
Interpreted information should be followed by a question mark between square brackets, e.g.
Mueller, F. von [!] or Bussum [!].
In case of illegible label. If the information that needs to be recorded from a label is written in
non-Roman characters like Cyrillic, Greek, Japanese, Thai or Chinese, the field TEXT is filled in
with: X. In case only part of the information is illegible an X is stored in the field for which this
applies(if one can assess this). So if all information is legible but the collector name is not, an X is
placed in the field COLLECTOR.
In case of unreadable information. If the information that needs to be recorded from a label is
handwritten and unreadable, the field TEXT is filled with: !. In case only part of the information is
handwritten and unreadable, an ! is stored in the field for which this applies. So if all information
is readable but the collector name is unreadable, an ! is placed in the field COLLECTOR.
In case of interpretation. If part of a text string for a given field is not readable, for instance 1 or
two characters of a collector name or collector number, and one interprets/assumes it to be a
certain name or number, the name/number are filled/typed and [!] is added behind it. If one
cannot interpret it because of one or two characters are unreadable a ! is filled in.
• 3
1. Introduction
In case of doubt, - one is not sure whether a specific text string refers to a particular kind of
information (field) (collector name or the vernacular name ) the text string is added in the
respective field and [?] added behind it.
Sumarising:
TEXT contains X: label completely written non-Roman characters
TEXT contains !: label completely handwritten and unreadable
Field contains X: info referring to this field present in non-Roman characters
Field contains !: info referring to this field present, handwritten and unreadable
Field contains text+[!]: text partly unreadable, interpreted and filled in
Field contains text+[?]: text interpreted/assumed to belong in this field
Verbatim versus interpretation of text on a label. The protocol describes the rules that apply
when digitising data. As a rule text is copied verbatim into the data entry file. For some fields (for
instance date fields) no lookup lists exists and consequently, data is typed in directly from the
label. For fields that have lookup lists available individual names may contain synonym links. If
BRAHMS has been set to accept these links during data entry one cannot pick the verbatim
name as mentioned on the label but has to accept an alternative name. This applies for instance
to the names of collectors who, during their lifetime, used different variants of their name. For
instance the collector Bamps used “Bamps, P.” and “Bamps, P.R.J.”, When entering a label with
the name “Bamps, P.” BRAHMS will automatically, via a synonym link, go to “Bamps, P.R.J.” and
by doing so register that name and not the verbatim text on the label. IMPORTANT: although
synonyms do occur for species names, these cannot be used because then the link between the
name in the database and the name under which a collection is stored in the herbarium is lost.
New names. The thesauri used are never complete! Depending on the instructions/flowchart one
or more websites or a BRAHMS tool may be used. If one comes across a name that is not listed,
it should be typed in.
Many tasks can be performed by using shortcuts. A complete list of shortcut keys is given in
Annex B.
Syntax used in this protocol

BRAHMS fields are displayed in bold capitals, e.g. LOCNOTES.
Shortcut keys, menu options and buttons are placed on a grey background, e.g. F4
and Edit/Delete options.
Examples are placed in a grey box: This is an example of an example
• • 4
•
2.1. General Fields
2. Description of the fields

2.1. General Fields
TAG Char. 1
DESCRIPTION: Used to mark a record. Tags are used throughout BRAHMS to help with editing,
selecting and otherwise processing data.
SYNTAX: *
GUIDELINES: You can apply a tag by either typing an * in the field TAG, clicking on the main
system toolbar or by choosing one of the options from the menu Tag.
DEL Char. 1
DESCRIPTION: Used throughout BRAHMS to mark a record for deletion.
SYNTAX: *
GUIDELINES: In RDE, records that are erroneous and should be deleted can be marked as such
by entering an * in the DEL field or clicking on the main system toolbar. It is also
possible to use the menu option Edit/Delete options/Mark record for deletion.
The record will not be actually deleted until a command to do such is issued by choosing
the menu option Edit/Delete options/Remove records marked for DELETION.
It is strongly advised to first use the menu option Edit/Delete options/Count entries
marked * in Del field, to avoid unwanted deletion of records which were accidentally
marked.
BARCODE Char. 10
DESCRIPTION: The barcode is an unique identifier for herbarium material. All different kinds of
collections receive a barcode. For example, when a collection has both a herbarium sheet
and a wood sample each receives their unique barcode!!
SYNTAX: Alphanumeric; herbarium acronym (L,U or WAG), in the case of L or U followed by 2

empty positions (in case of WAG no empty positions should be entered!), followed by the
complete number. Ideally barcodes should NOT be typed in but scanned in using a hand
held barcode scanner.
Example:
TEXT [STATUS] Char. 1

DESCRIPTION: Used to mark records which are either written in non-Roman characters or are
unreadable
SYNTAX: A single character ‘X’ or ‘!’.
GUIDELINES: In case a label is written in non-Roman characters (Cyrilic, Greek, Chinese etc.) type
in an ‘X’. In case a label is unreadable due to (bad) handwriting type in an ‘!’.
• • 5
•
2.2. Collector and number
2.2.1 Collector name

For botanical collections the combination of the collector name and the collector number uniquely
identify each collection. In BRAHMS two field are used to store the collector name: COLLECTOR and
ADDCOLL. COLLECTOR as a rule always stores only a single name which is directly linked to the
number. If more than one person was involved in making the collection, ADDCOLL holds the name of
the additional person(s) involved and/or the person(s) that are not linked to the collector number. The
latter refers to the possibility that someone (person A) made a collection but the collection received a
number in de collection series of another person (person B). If that happens, the name of person B is
stored in COLLECTOR, the name of person A in ADDCOLL.
COLLECTOR (look-up list available see below for example)
DESCRIPTION: The name of the person who made the collection (the primary collector). For
collections made by more than a single person, the name of the additional collectors is
recorded in the field ADDCOLL (Additional collector).
SYNTAX: Text; primary collector’s family name (last name), followed by a comma and a space (, ),
then the initials and prefix(es)
Initials of the collector’s family name in uppercase. In case of more than one initial, initials
are separated by “.”First names which, when written in full, are linked with a dash (e.g.,
Jan-Willem), are also given a dash with the initials. If a label only mentions an abbreviation
of the name, then the abbreviation is used as collector name.
Example:
AKl. COLLECTOR: AKl.
Family name prefixes are placed after the initials, separated by a space, except when the
prefix is with a capital (e.g., French names beginning with Le).
Family generation indications (e.g., Jr., Sr., I, II, III) are placed after the family name,
separated by a space, followed by a comma and space (, ) and the initials.
Titles or ranks should not be used: Dr., Prof., Drs., Ir., Hadji (H), F.G. (forest guard),
F.R. (forest ranger), R.P. (Reverent Père), M (Monsieur: with many French collectors
preceding the true initials), etc. However if the collector is not mentioned by name but
(only) by position/function, the position/function is entered
• • 6
•
Example:
Forest Ranger COLLECTOR: Forest Ranger
Native collector COLLECTOR: Native collector
Dr. N.I.T. Wit COLLECTOR: Wit, N.I.T.
A name consists of more than one name

For names originated in countries like China (when written in Roman characters) it is not
always clear which name is the first name and which name is the family name. Likewise a
“surname” may consist (a common practice in countries like Spain) of more than on word.
In both cases, the name is written in full as mentioned on the label.
Example:
Lee Koh Hat COLLECTOR: Lee Koh Hat
In the case of two (or more) individual collectors are spelled identically the first and
or other given names should be written in full to avoid confusion.
Example:
Hubert Winkler COLLECTOR: Winkler, Hubert
Hans Winkler COLLECTOR: Winkler, Hans
NOTE: Some primary collectors consist of more than one name, see Annex D !! This
is the case when a collector started a new series when collecting with someone else.
Example:
A.J.G.H. Kostermans and N. Wirawan each made separate series under their own
numbers. They also collected together, starting their combined series with coll.nr. 1.
COLLECTOR: Kostermans, A.J.G.H.; Wirawan, N.
GUIDELINES: Use the look-up list to enter a collector’s name. With new names follow the syntax
and the guidelines.
EXCEPTIONS:
Collector not mentioned; no reference to collector. If a label does not contain any
reference to the person(s) who collected the plant this is indicated by filling in: Unknown
Collector not mentioned; original herbarium mentioned. The use of a personal
herbarium is admissible here by using the name of the herbarium as the primary collector.
Example:
Ex Herbarium Reinwardt COLLECTOR: Herb. Reinwardt, C.G.C.
Collector not mentioned; plant collected in botanic garden If a plant was collected in a
botanic garden and the collector is not mentioned, the botanic garden is a locality rather
than a reference to the collector and should not be used as a collector name. The collector
is filled in as: Unknown. The information about the botanic garden is stored in the field
CULTNOTES. If the person who made the collection in the botanic garden is known this
name is filled in using the lookup-list
Example:
Bogor Botanical Gardens IV-B-47 COLLECTOR: Unknown
Collector not mentioned as individual but as a group (e.g. expedition, excursion,

university, commission, department). In these cases the group of collectors is seen as the
• • 7
•
collector, as a rule with a specific indication differentiating this group of people from any
other group.
Example:
Students Univ. Malawi, group 3 1978 COLLECTOR: Students Univ. Malawi, group 3 1978
UNESCO Limestone expedition COLLECTOR: UNESCO Limestone expedition
Collector not mentioned, collection made in institutional series. Institutional series are
not recorded in the COLLECTOR field but in the PREFIX field! For a complete list of
known institute series see Annex F. In case a collection is made in an institutional series
and the collector is not mentioned, the collector is filled in as Unknown.
Example:
SAN 123456 COLLECTOR: Unknown
Collector mentioned, as well as a group of collectors (like Expedition). Sometimes an

individual collector is mentioned as well as a group of persons he/she belonged to an
expedition The name of the individual collector is used to fill COLLECTOR, while
ADDCOLL is used to store the name of the group. When filling in the field COLLECTOR in
this case one has to closely consider the collector number as well. At times both the
individual collector as well as the expedition have their own numbering series. It is
imperative that the number filled in in the NUMBER field belongs to the name in the field
COLLECTOR. When it is known that for a collection series (expedition, project, etc.) a
specific name was coined to be used as collection series name, this name should be
accepted as the collection series (hence field COLLECTOR). All collectors of the particular
plant (if known) are filled out in the field ADDCOLL.
Example:
Kornassi (Expedition Rutten) COLLECTOR: Kornassi
ADDCOLL: Expedition Rutten
Collector mentioned but collection was made in the numbering series of another
person. If a collection was made by an individual who is mentioned on the label but the
collector number series in which it has been placed belongs to another person, the latter is
placed in COLLECTOR and the actual collector in ADDCOLL.
Example:
Fleury collected in series of A. Chevalier COLLECTOR: Chevalier, A.
ADDCOLL: Fleury
WEBSITES WITH INFORMATION ABOUT PLANT COLLECTORS

 Harvard University Herbaria Index of Botanists.
http://kiki.huh.harvard.edu/databases/botanist_index.html
 Steenis-Kruseman, M.J. van, – Cyclopedia of Malesian Collectors.
http://www.nationaalherbarium.nl/fmcollectors/
 Index Collectorum. Göttingen Herbarium. [ Collectors who contributed to the Göttingen
Herbarium. ] http://www.uni-goettingen.de/en/186909.html
 Auxilium ad botanicorum graphicum. [ Handwriting of collectors. ] http://www.ville-
ge.ch/musinfo/bd/cjb/auxilium/
 Australian Plant Collectors and Illustrators (A), 1780s-1980s. http://www.anbg.gov.au/bot-
biog/index.html#Australian Plant Collectors & Illustrators
 JSTOR Plant Science. Collection: Plant Collectors. JSTOR Plant Science.
http://plants.jstor.org/search?t=405643
• • 8
•
ADDCOLL (look-up list available see below)
DESCRIPTION: The collector(s) who together with the primary collector made the collection (if the
first collector used one collector series regardless of the combination of other collectors he
collected with).
On a label, in most cases the additional collectors are given in succession of the primary
collector.
Example:
Sidiyasa, K.; Ambriansyah & Arifin, Z. COLLECTOR Sidiyasa, K.
ADDCOLL Ambriansyah; Arifin, Z.
SYNTAX: (see COLLECTOR). In the case of multiple additional collectors the names of these
collectors should be separated by a semicolon and a space (; ).
GUIDELINES: Use the look-up list to enter an additional collector’s name. With new names follow
the syntax and the guidelines.
As pointed out for the field COLLECTOR, some primary collectors consist of more
than one person. (see Annex D) This is the case when a collector started a new series
each time when collecting with someone else. As long as there is doubt whether a
collector used separate numbering series for every combination of collector(s) he/she
collected with, the additional collector(s) should not be stored in COLLECTOR, but in
ADDCOLL.
In case of more than three additional collectors one is allowed to fill out “et al.” in
ADDCOLL. It is acknowledged that when a RDE file is being prepared for recently
collected material in order to print labels, one may need to enter all the names, instead of
the use of “et al.”.
NOTE: be aware that “et al.” can be present on the label, together with the actual names of
the additional collectors. If the total number of collectors does not exceed three all actual
names should be filled out in ADDCOLL and not “et al.”.
• • 9
•
2.2.2 Collector number

The collector number, in combination with the collector name, uniquely identifies a plant collection. A
collector number in its simplest form consist of number, in its most complex form of a combination
alphanumerical characters. In order to easily sort collections based on their collector number, three
different fields are used to store the collector number: PREFIX, NUMBER and SUFFIX. These are
described in detail further below. There are various general remarks to make regarding the collector
number:
A collector used more than one numbering series. It is known that several collectors
started with a new series (starting from 1) more than once. In these cases the different
series are differentiated by a prefix. This can either be a year or an indication of a sampling
area. Examples of collectors who used more than one numbering series are found in
Annex E.
Examples:
Beccari: PREFIX: PS = Sumatra, PB = Borneo and PN = New Guinea
Schimper: PREFIX: I:, II:, III:, etc. for the collection trip indicated.
The combination of COLLECTOR and NUMBER can occur more than once. This may
happen because:
• Some collectors started numbering anew with every trip (for instance Beccari, Schimper).
Known examples are found in Annex E. See the last section of PREFIX for guidelines
how to enter the data.
• A numbering error by the collector. In these instances a capital A (or even B, C etc.),
followed by an exclamation mark ( A! ) is to be added in the field SUFFIX of the main
database/RDE for this specimen. The exclamation mark is added to distinguish this suffix
from those added by the collector. The choice as to which collection receives the “A!” is
determined as follows:
1. First check whether the number of both the collection you are entering and those
already in the main database are correct. This can require retrieving collection sheets
from the collection. The number might be entered incorrectly or might be incorrect on
the label (this can sometimes be compared with the original jewelers tag (hangetiket in
Dutch) attached to the plant).
2. If this does not solve the problem check whether any of the collections does not fit in
the collection series (based on date or locality). The odd collection receives the ‘A!’.
3. If any of the two is a type add the ‘A!’ to the other specimen.
4. If any of the two was cited in a publication (or has a detslip of a revisor), add the ‘A!’ to
the other specimen.
5. When all collections fit the collection series (have same date/locality) and none or both
are types or are cited, the specimen with alphabetically the last genus (or species)
name will receive the ‘A!’.
[decide what a “simple” registrator should be able to distinguish here and what should be
dealt with afterwards; a registrator cannot know/recognize from a label whether or not a
collector has been using more than one series ]
• • 10
•
PREFIX (look-up list available)
DESCRIPTION: In case the collector’s number is not simply a number but consists of a
combination of letter and/or number codes, then the first alphanumerical (character) part of
this code is recorded in this field. The field prefix is also used to store institutional series or
to store information to separate collections made by collectors who started a numbering
series more than once, for instance every year.
SYNTAX: Alphanumeric; no fixed syntax. A PREFIX entry should never finish on a digit because
combining the prefix with the number on a print could create one single number.
Example:
1995 410 PREFIX: 1995/ NUMBER: 410
Therefore, a slash ( / ) must be added when necessary to discriminate between prefix and
number.
GUIDELINES: Use the look-up list to enter the prefix. Annex F could also be of help.
Institute series. If a collection is made in an institutional series, the acronym is recorded

in PREFIX and not in COLLECTOR. A list of acronyms of institutional and personal
collection series can be found in Annex F.
NOTE 1: Sometimes an institutional prefix is not indicated on the label. But when it is clear
that the collection belongs within a known institutional series its abbreviation should be
entered in PREFIX.
NOTE 2: Sometimes it seems you are dealing with an institutional series number but
actually it is an accession number (e.g. with BKF and FHI).
Collector's initials (e.g. MS for M. Shaw). Initials, if used in combination with the number,
should not be included as part of the number and thus should not be filled out in PREFIX.
Non-alphanumeric characters have to be copied as written on the label, including
characters like / or –, this to ensure compatibility with other database sources.
Examples:
96-410 PREFIX: 96- NUMBER: 410
900810-1/4 PREFIX: 900810-1/ NUMBER: 4
205.E.3PT.70 PREFIX: 205.E.3PT. NUMBER: 70
99-222-80 PREFIX: 99-222- NUMBER: 80
• • 11
•
NUMBER
DESCRIPTION: The number given to the collection, by the primary collector(s) or institute and
written on the specimen label.
SYNTAX: Alphanumeric. No fixed syntax. In case a number starts with leading zero’s these are
not to be included in PREFIX or NUMBER (e.g., 0001244, just enter 1244 in NUMBER).
Be careful: Some collectors use the year of collecting as a prefix. In the case of the year
2000, this might be indicated as 00-1244 or 001244, referring to the last two digits of the
year. This should be entered in as PREFIX 00/ and NUMBER 1244.
GUIDELINES: In case the collector’s identifier is not simply a single number but clearly consists of
a combination of letters and/or numbers, the first characters part of this code is recorded in
PREFIX, the second part (a number) in NUMBER, any third (letter) part is entered in
SUFFIX. See the descriptions under PREFIX for more rules and examples.
Example:
99-547a PREFIX : 99- NUMBER: 547 SUFFIX: a
No number present. If the label contains a collector name but no collector number,
NUMBER should contain the value “s.n.”
Number present, but collector name not mentioned. If the label carries a number but
no collector name, NUMBER should contain the value ‘s.n.’ and the number is to be
entered in NOTES.
Number present but doubtful if it is a collector number. Many pre-1900 collectors
(Blume, Korthals, Junghuhn, Reinwardt, De Vriesse, etc.) did not use collection numbers.
However collection labels on their collections might contain numbers which have been
added at a later stage. Such numbers are not to be considered collection numbers:
NUMBER should contain the value ‘s.n.’. The number indicated on the label needs to be
entered in NOTES.
More than one number present. The label carries more than 1 number for instance an
institute number and/or a collector’s number and/or an accession number:
If it is clear which number is which the correct number should be entered in NUMBER, the
other number(s) in NOTES. In deciding which number to put in NUMBER the following
primary choices for the field NUMBER are to be made based on presence/absence of
numbers on the label
1. Institute series number + Accession number + Collector number: institute series
number
2. Institute series number + Collector number: institute series number
3. Institute series number + Accession number: institute series number
4. Accession number + Collector number: collector number
5. Accession number: “s.n.”
• • 12
•
If it is not clear which number is which (as in the above example), the numbers should be
entered in NOTES with a “?” in NUMBER.
Exsiccata numbers (see below) are entered in SECONDPRE, SECONDNO and

SECONDSUF, see the applicable section on the next page.
Temporary field number and final collector number. Some collectors (e.g. H.C.D. de Wit)
used temporary field numbers and renumbered the sheets once they arrived home. The
field numbers are sometimes mentioned on the labels next to the real numbers. The field
numbers can be recognised in these cases by the prefix ‘sub. no.’. Ignore these
subnumbers, or if desirable they may be entered in NOTES.
SUFFIX
DESCRIPTION: In case the collector’s identifier is not simply a single number but clearly has trailing
alphanumeric characters then this part of the identifier is recorded in SUFFIX.
SYNTAX: Alphanumeric; no fixed syntax, up to a maximum of six characters.
GUIDELINES: See also PREFIX an NUMBER for explanation how to handle in the different
situations.
In some cases a collector used the same number twice or made mixed collections. The
collector often applied an additional letter to differentiate between these collections. This
additional letter is to be entered in SUFFIX.
NOTE: If a suffix is added as result of collection management (see NUMBER), the suffix
should be written in capital, followed by an exclamation mark (A!) to distinguish it from
suffixes added by the collector.
Example:
99-547a PREFIX: 99- NUMBER: 547 SUFFIX: a
• • 13
•
Exsiccata & Second number

Exsiccata are series of specimen collections which are distributed as part of a publication and
are usually available in multiple copies world-wide. The greater part of the exsiccata series
concerns mosses, but series with higher plants do also occur.
The field EXSICCATA is used to store the full name, SECONDPRE, SECONDNO and
SECONDSUF are used to fill in the respective Exsiccata series numbers.
Although these fields are dealt with here, they are placed at the end of the standard RDE file
because of they are used very infrequently.
EXSICCATA B
DESCRIPTION: The name of the exsiccata series.
SYNTAX: Alphanumeric, no fixed syntax

Examples:
Bryophyta Neotropica Exsiccata
Reliquiae of V.F. Brotherus
SECONDPRE B
DESCRIPTION: The prefix part of the second number.
SYNTAX: Alphanumeric, no fixed syntax
GUIDELINES: See also PREFIX
SECONDNO B
DESCRIPTION: The number part of the second number.
SYNTAX: Alphanumeric
GUIDELINES: See also NUMBER
SECONDSUF B
DESCRIPTION: The suffix of the second number.
SYNTAX: Alphanumeric; no fixed syntax, up to a maximum of six characters.
GUIDELINES: See also SUFFIX
• • 14
•
2.6. Hybrids
2.3. Date of collection

GENERAL GUIDELINES: The fields COLLDD, COLLMM and COLLYY follow some general
guidelines.
If no date or only part of a date is given, the field(s) for which information is lacking
should be left empty.
Be aware of the difference between the English and American notation.

Example:
th
06-10-2005, in the English system refers to the 6 of October 2005, while in the
th
American system it refers to the 10 of June 2005.
COLLDD
DESCRIPTION: Day of collection.
SYNTAX: Numeric; maximum 2 digits.
GUIDELINES: See above for general guidelines concerning date of collection.

When entering a day number lower than 10 one can choose between 1 digit (e.g. 6) or 2
digits (e.g. 06). With 1 digit the Tab key has to be uses to move to the next field. With 2
digits the cursor will automatically move to the next field.
COLLMM
DESCRIPTION: Month of collection.
SYNTAX: Numeric; maximum 2 digits.

When entering a month number lower than 10 one can choose between 1 digit (e.g. 6) or 2
digits (e.g. 06). With 1 digit the Tab key has to be uses to move to the next field. With 2
digits the cursor will automatically move to the next field.
Roman notation always refers to a month. In case a date is given in Roman notation (I,
II, III, IV, V etc.) then replace by Arab numbers (1, 2, 3, 4, 5 etc.).
COLLYY
DESCRIPTION: Year of collection
SYNTAX: Numeric; 4 digits including the century.

Years may be present on the label either in 4 or 2 digits. When indicated by 2 digits
one has to interpret the correct century. Be aware that lots of collections date back to the
th
19 century (e.g. 1854). The year ‘54’ can either be 1854 or 1954. Use Tools > Collector
Itinerary to see if the collection fits into a series (based on collector and number) and thus
to find out the correct century. You can also check one of the collectors indexes on internet
to see when de collector was active (see Annex C).
• • 15
•
2.6. Hybrids
DATETEXT (memo field)

If a second collection date or a collection period is provided, the fields COLLDD, COLLMM
and COLLYY contain the earliest collection date. The complete period is filled out in the
field DATETEXT.
Example:
On label and entered in DATETEXT: 6 – 20 May 2005
Entered as: COLLDD 06 COLLMM 05 COLLYY 2005
On label and entered in DATETEXT: 6 & 20 May 2005
On label and entered in DATETEXT: 6 October 2004 – 20 February 2005
DESCRIPTION: A field used to store periods or verbal expressions about collection dates.
SYNTAX: Alphanumeric; the two dates need to be entered in full: DD/MM/YYYY – DD/MM/YYYY
or simply free text, verbatim from the label.
GUIDELINES: : In case the collection date is not mentioned as a single date but as a period (two
dates), this text field may be used to store the complete collection date information. Also
when the date is referred to as text (spring, summer, winter, autumn) it must be mentioned
here.
Example:
spring 2005 COLLDD: empty COLLMM: empty COLLYY: 2005
DATETEXT Spring 2005
Example:
03-04/1888 Entered as: 00/03/1888 – 00/04/1888
22 July 1955 – 7 August 1955 22/07/1955 – 07/08/1955
Dec. 1977/Feb. 1978 00/12/1977 – 00/02/1978
• • 16
•
2.6. Hybrids
2.4. Scientific name

GENERAL GUIDELINES: All fields forming a part of the scientific name refer to the most recent
identification of the plant, which is the name under which the collection is stored in the
herbarium, also called the current name. Often the current name is not mentioned on the
original collector’s label but on a separate identification label which was added at a later
date.
Crucial: The scientific name entered should be the name under which the plant is stored
in the herbarium (the current name) and NOT any of the older names that may be present
on a herbarium sheet! The current name is the key to retrieve material from the collection
depot.
Note: Names may only be changed by staff who are entitled to do so ! Staff employed for
the FES project are not entitled to do this
Wageningen only: In some cases an additional ‘nom. rev.’ label was added to the
sheet indicating the most recent idetification has become a synoniem of a nowadays
accepted name. The name on the nom. rev. label is to be ignored, and still the most recent
real identification is followed (including its identifier etc.).
Look-up lists: In order to enter the various components of the scientific name without
misspellings etc. lookup list are used. The use of lookup lists is compulsory. The easiest
way of entering the scientific name is to start in the field SP1 and use the look-up list to
retrieve the species (or subspecies/var.) from the thesaurus for taxon names. When
present in the database all relevant fields (FAMILY, GENUS, SP1, AUTHOR1, RANK1,
SP2 etc.) will automatically be filled with the correct data. When the species is unknown
the same can be done by using the look-up list of the field GENUS. By doing this the fields
FAMILY and GENUS will be filled out automatically.
New names: Taxa which are not yet present in the thesaurus for taxon names database
can be entered in the correct field(s) without problem. The taxon name will be added to the
taxon database as soon as the RDE file is added to the database. Although the SP fields
will have to be added manually, it is urgently recommended to use the look-up list for the
AUTHOR fields.
Hybrid names: The entry of hybrid names follows a strict set of rules, see chapter 2.6.
FAMILY (look-up list available)
• • 17
•
2.6. Hybrids
DESCRIPTION: The family name appropriate to the genus name.
SYNTAX: Text; entered in full without author name(s).
GUIDELINES: See above for general guidelines on entry of scientific names.

A family name often ends on -aceae, this is sometimes left out on labels.
GENUS (look-up list available)
DESCRIPTION: The name of the genus of a plant. GENUS combined with the following SP1
(species epithet) and, when applicable, SP2 & SP3 (infraspecies epithet) fields, constitute
the minimum taxonomic information for the identity of the specimen.

Genus not known: the GENUS and SP1 field should be left empty.
See the next chapter for how to enter genus names of hybrids.
SECTION
Description: The infra-generic group (section or sub-genus) to which a species belongs.
Syntax: Text, the name of the group.
Guidelines: This field will only be used in case a specimen can not be identified to the species
level (therefore a sp.) but does clearly belong to a particular sub-genus or section within
the genus.
• • 18
•
2.6. Hybrids
SP1 (look-up list available)
DESCRIPTION: The species epithet of the plant entered in full.
SYNTAX: Text; entered in full without author name(s). Use normal (lower case) characters and do
NOT start the name with a capital.
GUIDELINES: See above for general guidelines on entry of scientific names. Please, keep in mind
that it is crucial to enter the name under which the plant is stored in the herbarium!
Species name not indicated: If the species epithet is not known this should be indicated in
SP1 by leaving it empty. If ‘sp. nov.’, ‘sp. A’ or ‘sp. 1’ is indicated on the label, this must be
entered as such, only if the taxon is stored as such in the herbarium.
Genus name not indicated: In case the genus is not known, the field SP1 must be left
empty.
Hybrid names: See the next chapter on how to enter species names of hybrids.
• • 19
•
2.6. Hybrids
AUTHOR1 (look-up list available)
DESCRIPTION: The author name of the species (as given in GENUS and SP1, above).
SYNTAX: Text; author names are always abbreviated. The abbreviation follows the standard
abbreviation according to Brummitt & Powell. Correct abbreviations can be looked up
online at http://www.ipni.org/ipni/authorsearchpage.do for which a shortcut button is
available in the website toolbar in BRAHMS.
Joint authors a comma and space (, ) are used to separate authors except for the last
two, who are separated by a space-ampersand-space ( & ). Do not use ‘et’ or ‘and’.
Initials: in accordance with Brummit and Powell, initials if used in an abbreviation are
placed in front of the name (contrary to collector names!!), not separated by spaces.
Examples:
Humb., Bonpl. & Kunth
J.J.Sm.
Use of brackets In case a species has been shifted from one genus to the next or
between infraspecific ranks, the author(s) of the original combination is (are) enclosed in
round brackets, followed by a space.
Example:
The name Phaeanthus ebracteolatus was created by Merrill based on Uvaria
ebracteolatus by C.Presl. Therefore, the complete author reference of the first species
is: Phaeanthus ebracteolatus (C.Presl) Merr.
Combinations with “in”, “ex”, “apud”, “emend”: at times author names are linked by
words like “in” or “ex”. Only in case the word “ex” is used both names are copied into the
AUTHOR fields. In case “in” is used the name in front of the word “in”is kept. In case
“apud” or “emend” are used the name behind it are left out.
New author: in case of a new author, the correct abbreviation has to looked up in IPNI
and added.
Adding authors(combinations): for adding author(combinations) using BRAHMS one is

referred to the BRAHMS data entry instructions.
• • 20
•
2.6. Hybrids
Infraspecific names
Often a species is subdivided in smaller units called subspecies, variety, forma or cultivar. The
status, name and author of these infraspecific names are entered in the fields RANK1, SP2,
AUTHOR2, RANK2, SP3 and AUTHOR3. In case there are three or more infraspecific names
(subspecies + variety + forma) only the two toplevel names and their ranks are registered.
RANK1 (look-up list available in browse mode only)

DESCRIPTION: The infraspecific rank for the name in SP2 (= infraspecific epithet).

Value of field Meaning
subsp. Subspecies, often abbreviated on labels to ‘ssp.’
var. Variety
subvar. Subvariety
f. Form
subf. Subform
cv. Cultivar
cvgr. Cultivar group.
GUIDELINES: If SP2 is not filled, then RANK1 must be empty.

This field is only applicable for non-hybrid names. See the next chapter on how to enter
hybrids.
Example with picture:
The infraspecific rank of the collection on the picture is:
Vatica oblongifolia subsp. oblongifolia
Other examples:
Acalypha amentacea Roxb. cv. Marginata
Polyalthia cauliflora var. beccarii
SP2 (look-up list available in browse mode only)

DESCRIPTION: The epithet of the first infraspecific rank of the name (RANK1).
SYNTAX: Text; entered in full without author name(s). Please note that cv. names should
always start with a capital, all other names should be fully in small characters.
Examples:
GENUS SP1 AUTHOR1 RANK1 SP2 AUTHOR2
Acalypha amentacea Roxb. var. palauensis Fosberg
Rhododendron arboretum Sm. var. delavayi Hook.f.
Begonia quadrialata Warb. subsp. quadrialata
See the next chapter on how to enter hybrids.
AUTHOR2 (look-up list available in browse mode only)

DESCRIPTION: The author name of the first infraspecific epithet (SP2).
SYNTAX: Text; following the standard abbreviation according to IPNI’s Author abbreviations
(based on Brummitt & Powell, but continuing to get updated and corrected).
• • 21
•
2.6. Hybrids
GUIDELINES: See the beginning of this chapter for general guidelines on entry of scientific names.
Also see AUTHOR1 for information on the entry of author names.
NOTE: no author name is entered in this field when the SP2 name is identical to the SP1
name.
Examples:
Vatica oblingifolia Hook.f. subsp. oblongifolia -
Rhododendron arboretum Miq. var. delavayi Hook.f.
RANK2 (look-up list available)

DESCRIPTION: The second infraspecific rank for the name in SP3 (= infraspecific epithet).

Value of field Meaning
var. Variety
subvar. Subvariety
f. Form
subf. Subform
GUIDELINES: If SP3 is not filled, then RANK2 must be empty.

This field is only applicable for non-hybrid names. See the next chapter on how to enter
hybrids.
Rank in RANK2 can never be subsp., cvgr. or cv., since a subspecies or cultivar group
rank is always entered in RANK1 and RANK2 is lower in rank than RANK1.
SP3 (look-up list available)

DESCRIPTION: The epithet of the second infraspecific rank of the name (RANK2).
AUTHOR3 (look-up list available)

DESCRIPTION: The author name of the second infraspecific epithet (SP2).
SYNTAX: Text; following the standard abbreviation according to IPNI’s Author abbreviations
(based on Brummitt & Powell, but continuing to get updated and corrected).
GUIDELINES: See the beginning of this chapter for general guidelines on entry of scientific names.
Also see AUTHOR1 for information on the entry of author names.
NOTE: no author name is entered in this field when the SP3 name is identical to the SP2
name.
See examples under SP2.
• • 22
•
2.6. Hybrids
2.5. Hybrids
According to the International Code of Botanical Nomenclature (Appendix I in the Vienna Code of
2006), hybrids may have either a name of their own, recognizable as a hybrid because an ‘x’ is
added in front of it, or it should be the combination of the two parental names. A typical example
is Aronia x prunifolia (Marshal) Rehder, which could also be written as Aronia arbutifolia (L.) Pers.
x melanocarpa (Michx.) Ell.
If a separate name exists for a taxon this name should be given precedence over the parental
combination.
A hybrid (also called nothotaxon) will be entered in BRAHMS as follows:
1) In case of a separate name, you store the x and epithet (prunifolia in the example) in the field
SP1. The authors go into AUTHOR1.
Example:
GENUS SP1 AUTHOR1
Aronia x prunifolia (Marshal) Rehder
2) In case of a combination of two parental names you store the parent with the name that
comes first in alphabetical order in SP1, its author(s) in AUTHOR1, an x in RANK1, the second
epithet in SP2 and the author of the second name in AUTHOR2. In case of a hybrid between two
subspecies, one can put the first subspecies in RANK1 and SP2, an x in RANK2 and the second
subspecific name in SP3.
Examples:
Aronia arbutifolia (L.) Pers. x melanocarpa (Michx.) Ell.
GENUS SP1 AUT1 R1 SP2 R2 SP3 AUT3

Begonia loranthoides Hook.f. subsp. loranthoides x rhopalocarpa (Warb.)J.J.de Wilde
Geneticists that make artificial crossings tend to put the maternal name first, followed by the
paternal name. Since this might create two different combinations for each nothotaxon, this is not
a good idea for a herbarium database: follow the alphabetical order of the two names. Which
species was used as mother and which as father of a hybrid plant may better be databased in
labelnotes of a specimen, than be reflected in its name.
3) Rarely a plant is a hybrid between two genera. In such cases we suggest you put the
(alphabetically) first parental name in GENUS, SP1 and AUTHOR1, an x in RANK1, the
genusname of the second parent in SP2, the epithet of the second name in SP3 and its author in
AUTHOR3.
Example:
GENUS SP1 AUT1 R1 SP2 AUT2 R2 SP3 AUT3
Ammophila arenaria (L.) Link x Calamagrostis epigejos (L.) Roth
4) In case of intergeneric hybrids, the separate name for such a hybrid starts with a separate
hybrid generic name (nothoname). In such cases add the x to the generic name:
Example:
The in example 3 mentioned hybrid has a separated name, including a separate nothogenus.
GENUS SP1 AUTHOR1

x Calammophila baltica (Schrad.) Brand
• • 23
•
2.9. Coordinates
2.6. Location of collection

GENERAL GUIDELINES: Most collections have labels with information on the location where they
were collected. This varies from very coarse (e.g. “Europe”) to very detailed. It is not
always clear which part of the information has to be entered in which of the available fields.
Following the instructions in this general guideline will help you in this process. More
detailed information is provided with the description of the fields.
The fields mentioned below are to be used for collections made in the wild. For
collections originating from botanical gardens, nurseries, private gardens etc. these fields
should be left empty UNLESS the original location is mentioned. The location of the
botanic garden etc. is to be noted down in the field CULTNOTES.
Often the geographical information is presented in a fixed order, from the biggest
(country) to the smallest unit (village or even smaller) or vice versa. This can be of great
help when entering the data.
Look-up lists when entering the geographical information. This will save time and prevent
you from fouling the database by entering multiple versions of the same locality.
Unfortunately the current database already contains many double entries, so make sure to
choose the right version. The easiest way of entering the location is to go directly to the
field GAZETTEER and use the look-up list to retrieve the location from the database.
When present in the database, all relevant fields (COUNTRY, MAJORAREA,
MINORAREA) will automatically be filled with the correct data. When the location is
unknown (i.e. not present on the label), the same can be done by using the look-up lists of
the other fields. By doing this, the fields of the larger geographical units are also filled out.
Multiple occurrences of a single name: In many cases a locality name exists more than
once in the world or even in a country or region within a country. ALWAYS verify
COUNTRY, MAJORAREA and MINORAREA information present in the look-up list with
that on the label. When the label data do not provide for a singular choice (e.g. having to
decide upon which of the hundreds of places called Santa Ana present in the Philippines is
concerned, with no further information on province, island etc.), then only fill out
COUNTRY and LOCALITY and leave the other fields empty (except LOCNOTES, when
applicable).
Tools in BRAHMS: The “Itin” option in the BRAHMS toolbar allows one to check the
whereabouts of the collector of the record the cursor is in, based on database collection
records. At times this can be a (very) useful tool to compare geographical information
There are many other resources on the internet providing geographical information, for
instance online gazetteers and Wikipedia. Searching by Google or other search engines
can give you good information or at least some hints. Some shortcuts (e.g.Fuzzy
Gazetteer) are available in BRAHMS (taskbar at right side of screen). See Annex C for
more useful websites.
New location: A location which is not yet present in the database can be entered in the
correct field(s) without any problem. By doing this, the location will be added to the
geographical database as soon as the RDE file is imported into the database.
Synonym names: The BRAHMS thesaurus of geographical names contains synonym
links between current names (with the preferred spelling) and older names or names with
different spellings. When typing an old name BRAHMS will automatically jump to the
accepted version of it.
Examples:
Old name/misspelling Automatically changed in
Buitenzorg Bogor
Batavia Jakarta
Djakarta Jakarta
Angi Gita Anggi Gita
• • 24
•
2.9. Coordinates
Shifts in boundaries: Be aware that boundaries of administrative areas may change over
time! If this causes doubt as to the name of next higher geographical unit, this should not
be filled in. In case the next higher unit is a country COUNTRY should be filled with
“Unknown”
Locality name(s) incomplete or missing: More often than not the label information about
the location does not mention names for all the geographical levels. Below the most
common scenarios are presented:
1. Not a single geographical name: GAZETTEER, MINORAREA, MAJORAREA
should be left empty. COUNTRY filled with “Unknown”.
2. Only a locality(-like) name is present, without indication of country and region,
type “Unknown” in COUNTRY and place the locality name in GAZETTEER.
3. If majorarea and minorarea are not indicated, the corresponding fields should be
left empty.
In the case of cultivated plants the location fields will contain the original location and
NOT the cultivated location. The latter is placed in CULTNOTES (see later in this
paragraph).
Interpreted information should be followed by a question mark between square brackets,

e.g. San Antonio [!] or Leiden [!].
In case of doubt, - one is not sure whether a specific text string refers to a geographical
information a “?” is placed in GAZETTEER.
In case of unreadable information. If a label is completely handwritten and unreadable,

the field TEXT is filled with: !. In case only part of the information is handwritten and
unreadable, an ! is stored in the field for which this applies. So if all information is readable
but the geographical is not, an ! is placed in the field GAZETTEER. If part of a name is not
readable, for instance 1 or two characters of a locality name and one interprets it as being
a certain name, the name is picked from the lookup list and a [!] is added behind it. If one
cannot interpret it because of one or two characters being unreadable a ! is filled in.
If a question mark is given with a name on the label, the name with the questionmark is
not registered in COUNTRY, MAJORAREA, MINORAREA or GAZETTEER. The name is
only entered in LOCNOTES
SYNTAX: Text.
Use the spelling of the locality name including high ASCII signs and use of capitals as
used on the label..
Examples:
On label: Manaos On label: Manáos
GAZETTEER: Manaos GAZETTEER: Manáos
On label: Královéhradecký On label: Kralovehradecky
GAZETTEER: Královéhradecký GAZETTEER:: Kralovehradecky
Single versus separate words: Geographical names may consist of two separate words
which together form the name like Monte Carlo, El Dorado, Ned’s Range. These are
copied verbatim.
Local versus English name: Names are written in many different languages. Like variant
spellings the local and English name can be used.
• • 25
•
2.9. Coordinates
Use of commas, semicolons, etc. is to be avoided. Sometimes the format of a name

of a location is not unequivocal but consists of additional characters etc. One should strive
to avoid all the additional characters and use a single word.
Examples:
On label: To be entered:
Marahoué (Parc National de) Parc National de Marahoué
When a hyphen (-) is part of the official placename, leave out any spaces.
Examples:
Schouwen - Duiveland Schouwen-Duiveland
For truncated text strings and abbreviations, look-up the full name and enter that in the
concerned field.
Examples:
Gral. Güemes General Güemes
See Annex H for a list of occurring (locality) abbreviations like Massey Cr or Parana R and
their corresponding forms written in full. Sometimes a letter at the end of a string should be
left like that, for example in “Sectie O”.
LOCPREFIX (look-up list available)
DESCRIPTION: The descriptive term which in combination with a name forms a gazetteer name.
This term, as a rule, is placed in front of the gazetteer name, e.g. Gunung, Mont
(mountain), Bukit (hill), Sungai (river), Desa (village), Kampung (village), Danau (lake), Ulu
(delta) etc..
SYNTAX: Text.
GUIDELINES: Use the look-up list to enter the locprefix. The list can also be found in Annex G.
• • 26
•
2.9. Coordinates
Only use LOCPREFIX for parts of names which are normally placed in front of the main
gazetteer name. Parts of names which are normally placed behind the main gazetteer
name should be entered in GAZETTEER. Put LOCPREFIX (and GAZETTEER) in the
language given on the label, and write in full.
Examples:
On label: Gunung Leuser
Entered as: LOCPREFIX Gunung GAZETTEER Leuser
But: On label: Gunung Leuser National Park

Entered as: LOCPREFIX empty GAZETTEER Gunung Leuser National Park
On label: Kaieteur Falls

Entered as: LOCPREFIX empty GAZETTEER Kaieteur Falls
On label: Phu Mieng Mt.

Entered as: LOCPREFIX Mt. GAZETTEER Phu Mieng
On label: Cerro Champaquí

Entered as: LOCPREFIX Cerro GAZETTEER Champaquí
On label: Mt. Champaquí

Entered as: LOCPREFIX Mt. GAZETTEER Champaquí
GAZETTEER (look-up list available)
DESCRIPTION: The nearest named place where the plant was collected within the country and
subdivisions assigned in the respective fields.
SYNTAX: Text.
• • 27
•
2.9. Coordinates
GUIDELINES: See the beginning of this chapter for general guidelines on entry of locations.
In case more than one name is mentioned, the locality nearest to the collection spot
should be entered in GAZETTEER. In addition all text relating to the geographical
information about the collecting spot should be entered verbatim in LOCNOTES (see
below).
Examples:
On label: Indonesia, Kalimantan Timur, PT Inhutani, 35 km from Labanan
Entered in GAZETTEER: Labanan
On label: Kabili Forest Reserve, Sandakan, Sabah

Entered in GAZETTEER: Kabili Forest Reserve
In case collections are found in between localities, for instance along a road, enter
both gazetteer names in GAZETTEER separated by “ - “.Designations like “near” are
copied verbatim in the LOCNOTES, never mentioned in GAZETTEER. However the
mile/km marker on the road, if mentioned, is included.
Examples:
On label: Along road Balikpapan-Sambodja
GAZETTEER: Balikpapan - Sambodja road
On label: Road Balikpapan-Sambodja at km 75
GAZETTEER: Balikpapan – Sambodja road, km 75
th
On label: 85 mile Simanggang road
GAZETTEER: Simanggan road, mi 85
In case spelling variants are used, each variant is accepted and should be used as on
the label. Later on one of the variants will be chosen as the accepted name, and other
names linked to it as synonyms. If such synonym links are in place, when chosing a
synonym name automatically the accepted variant will be entered
Examples:
On label: Brazil, Manaos
GAZETTEER: Manáos
On label: Brazil, Manáos
Entered in GAZETTEER: Manáos
Former versus. recent names: Like for spelling variants, both former and current names
occur on labels and are to be entered verbatim. If former names have been linked (as a
synonym) to a recent name, chosing a former name will automatically cause the current
name to be picked from the list.
• • 28
•
2.9. Coordinates
MINORAREA (look-up list available)
DESCRIPTION: The second highest-order subdivision of the country, preferably a political unit such
as a district.
SYNTAX: Text.
Depending on the country of origin minor areas may not always be comparable in size or
carry the same administrative level.
Recent versus old names As we cannot know all the changes that have taken place
across the world regarding geographical names, minorarea names should be used as
indicated on the label. In case synonym links have been established in the database,
choosing a synonym name will automatically lead to the current name.
Minorarea name absent: leave blank.
Spelling variants, each variant is accepted and should be used as on the label. Later on
one of the variants will be chosen as the accepted name, and other names linked to it as
synonyms. If such synonym links are in place, when chosing a synonym name
automatically the accepted variant will be entered.
Identical names, but different boundaries: If boundaries of minorareas changed over

time and consequently a single locality name shifted from one to the other minor area
name, both variants have to be recorded. If a synonym link can be established, when
entering the synonym combination (GAZETTEER + MINORAREA) the accepted
combination will automaticaaly be filled in.
• • 29
•
2.9. Coordinates
MAJORAREA (look-up list available)
DESCRIPTION: The highest- order subdivision recognized within the country, either a political
(province, state) or natural unit (island).
SYNTAX: Text.
Depending on the country of origin major areas may not always be comparable in size or
carrying the same administrative level. Try to adapt as much as possible to the
subdivisions already present in the database.
Where the locality covers more than one country, e.g. “Himalayas”, and the country of
origin is unknown, an entry in MAJOR AREA / MAJOR COUNTRY REGION may be used
in conjunction with the value “Unknown” (in COUNTRY).
Recent versus old names As we cannot know all the changes that have taken place
across the world regarding geographical names, majorarea names should be used as
indicated on the label. In case synonym links have been established in the database,
choosing a synonym name will automatically lead to the current name.
Majorarea name absent: leave blank.
Spelling variants, each variant is accepted and should be used as on the label. If, later on
one of the variants is chosen as the accepted name, other names are linked to it as
synonyms. If such synonym links exists, when chosing a synonym name automatically the
accepted variant will be entered.
Identical names, but different boundaries: If boundaries of major areas changed over
time and consequently a single locality name shifted from one to the other major area, both
variants have to be recorded. If, later on, a synonym link is established, entering the
synonym combination (GAZETTEER + MINORAREA + MAJORAREA) will automatically
reveal the accepted combination.
• • 30
•
2.9. Coordinates
COUNTRY (look-up list available)
DESCRIPTION: The name of the country where the plant specimen was collected.
SYNTAX: Text; entered in full.
Country name absent/unknown, then this field should contain the value “Unknown”.
Recent versus old names As we cannot know the names of all the countries, nor the
changes that have taken place across the world, country names mentioned on a label may
differ from currently used country names. If in doubt use the name as indicated on the
label. In case synonym links have been established in the database, choosing a synonym
name will automatically lead to the current name.
Island groups that belong to a remote country: There are across the world quite a few
islands/territories that belong to larger countries quite some distance away. These are
dealt with as separate countries, see below for examples.
Example:
On label: Falkland Islands
Entered as: COUNTRY: Falkland Islands (British Overseas Territory)
On label: Azores
Entered as: COUNTRY: Azores (Portugal Autonomous Region)
On label: Canary Islands
Entered as: COUNTRY: Canary Islands (Spain Autonomous Community)
• • 31
•
2.9. Coordinates
LOCNOTES (memo field)

DESCRIPTION: The complete label text which refers to the locality where the plant was collected.
SYNTAX: Text; entered verbatim in full.
The label text should at all times be typed verbatim, exactly as written on the label (using
older names and preserving misspellings). Enter a locality that has a question mark here
exclusively (not in LOCALITY).
Example:
Entered as:
LOCPREFIX empty
GAZETTEER Labanan
LOCTYPE empty
MINORAREA Kalimantan Timur
MAJORAREA Borneo
COUNTRY Indonesia
LOCNOTES PT. Inhutani area, km
35 from Labanan. Along road near Camp
35.
The latter sentence is also added
as it indicates a possible precise
position.
CULTNOTES (memo field) B

DESCRIPTION: Free text field to indicate, in case we are dealing with a cultivated plant, the location
where the plant was cultivated.
SYNTAX: Text.
The original location of the plant (if known) is indicated in the previous locality fields.
Example:
On label: Bogor Botanical Gardens, Indonesia. Plant originally from Kalimantan Timur.
Entered as: CULTNOTES Bogor Botanical Gardens, Java, Indonesia
GAZETTEER empty
MAJORAREA Borneo
MINORAREA Kalimantan Timur
COUNTRY Indonesia
• • 32
•
2.9. Coordinates
2.7. Coordinates and Grid systems

GENERAL GUIDELINES: The coordinates from the collecting spot, if present on the label, are also
transferred to BRAHMS. These are not the same and thus can differ significantly from the
coordinates present in the look-up list of the field GAZETTEER.
The coordinates on the label are the ones directly associated with the collection,
although the accuracy may vary between very good and poor. These are called the
primary coordinates.
The coordinates in the look-up list (extracted from the geographical database) are not
associated with the collection at hand. They are derived from various sources: gazetteers
in paper or on internet, other collections already present in the database, etc. These are
called the secondary coordinates.
Coordinates are used when manipulating data from the database, for instance when
drawing distribution maps. For this purpose the collections without primary coordinates on
the label will temporarily receive the secondary coordinates (“something is better than
nothing”) so they can be used in the manipulation. The collections with primary coordinates
will of course keep those coordinates, as they are the most exact for that collections.
NOTE: with this in mind it is clear that only the coordinates present on the label
(primary coordinates) should be filled out, and not the ones in the look up list!!!
When nothing is indicated on the label the coordinate fields should remain empty at
first. However, using the ITIN button (itinerary) you get a full list of collections of the
particular collector and it is possible that a different collection from the same locality does
have coordinates. The primary coordinates of this collection in the database can be
transferred to your record in the RDE file by using the lat/long -> RDE button in the bottom-
left corner of the ITIN screen. It is also possible that the LAT and LONG fields will be filled
later when the collection is manually georeferenced. Note that when a location in the ITIN
screen only (or also) has secondary coordinates, these will not be transferred to the RDE
file.
NOTE: Most coordinates are in one way or another based on the degrees-minutes-
seconds system (Greenwich coordinates). However, a completely different system is
known and in common use: UTM coordinates (Universal Transverse Mercator). UTM
coordinates have to be filled out in the field UTM.
LLUNIT (look-up list available)

DESCRIPTION: The format in which latitude and longitude based on Greenwich coordinates are
present on a label.
SYNTAX: Text; abbreviation with 3 possibilities:

Category Abbreviation
Degrees minutes seconds DMS
Decimal degrees DD
Decimal minutes DM
GUIDELINES: See the beginning of this chapter for general guidelines on entry of coordinates.
Hopefully the notation and presentation of the coordinates indicate which format is being
used.
HOW TO RECOGNIZE THE SYSTEM

DMS: The classic system of degrees, minutes and seconds. The correct format on the
label should be something like: 1º 54’ 20”N; 117º 13’ 33”E
DD: Decimal degrees, in which the minutes and seconds are configured into a decimal
value. The degree value and the decimal value are separated by a point. The correct
• • 33
•
2.9. Coordinates
format on the label should be something like: 1.90555556º N or 117.22583333º E or

1.90556 N (without degree symbol).
DM: Decimal minutes, in which the seconds are configured into a decimal value. Both
degrees and minutes stay non-decimal. A point is used as separator between the non-
decimal and decimal minutes. The correct format on the label should be something like:
1º 54.33’ N; 117º13.75’ E
It can be difficult to decide which system is used, especially when not one of the above
correct formats was used on the label. For instance 110.20.40 N could mean either DM or
DMS, and 110.2040 N could mean any of the three).
But when the first two digits after the point are higher than 60 it is certain that the DD
system was used.
rd th
If only the 3 and the 4 position are above 60 it is probably in DM, but DD is also
possible.
NOTE: enter as indicated; do not convert yourself to another system. When in doubt
leave empty.
LAT
DESCRIPTION: The latitude (North-South position) as quoted from the herbarium label.
SYNTAX: Numerical, degrees value, followed by a point ( . ) and after that the (decimal or non-
decimal) minutes and seconds written as one string.
Only fill out the primary latitude; that is the one present on the label or derived from an
other collection from the same location and by the same collector.
When a coordinate range is indicated this field contains the average of both extremes
of the range’s latitude. The entire range is filled out in the field COORRANGE; see there.
See NS for examples.
NS
DESCRIPTION: The abbreviated direction of latitude of the collection locality, relative to the
equator, as quoted from the label.
SYNTAX: Text, fixed abbreviation “N” or “S” (North or South of the equator, respectively).
GUIDELINES: If LAT is filled, then NS must consist of one of the letters.

Examples of LLUNIT, LAT and NS (also applicable for LONG and EW):
On label LLUNIT LAT NS
1º54’ 20” N DMS 1.5420 N
1.9055483º S DD 1.9055483 S
1º54.83’ N DM 1.5483 N
1º23’ S DMS 1.23 S LLUNIT can be DMS (1º23’00”) or DM
(1º23.00’). No difference so enter DMS.
LONG
DESCRIPTION: The longitude (East-West position) as quoted from the herbarium label.
SYNTAX: Numerical, degrees value, followed by a point ( . ) and after that the (decimal or non-
decimal) minutes and seconds written as one string.
• • 34
•
2.9. Coordinates
Only fill out the primary longitude; that is the one present on the label or derived from
an other collection from the same location and by the same collector.
When a coordinate range is given this field contains the average of both extremes of the
range’s longitude. The entire range is filled out in the field COORRANGE; see also there.
See NS for examples.
EW
DESCRIPTION: The abbreviated direction of longitude of the collection locality, relative to
Greenwich, as quoted from the label.
SYNTAX: Text, fixed abbreviation: “E” or “W” (for East or West of Greenwich, respectively).
GUIDELINES: If LONG is filled, then EW must consist of one of the letters.
LLORIG (look-up list available)
DESCRIPTION: Field to indicate the origin of the coordinates.
SYNTAX: Text, standard abbreviations.
GUIDELINES: This field is obligatory if coordinates are present on the label and have been entered.
In that case the field LLORIG should contain the word “sheet”. If there are no coordinates,
the field must be left “empty”.
COORRANGE (memo field)

DESCRIPTION: Field to enter data when a coordinate range is given instead of a single coordinate.
SYNTAX: Alphanumerical. No fixed syntax, complete range as stated on label.
When a range is indicated this field contains the entire range while LAT and LONG
contain the average of both extremes of the range.
When no range is given this field should be empty.
Example:
On label LLUNIT LAT NS COORRANGE
3º32’ – 4º16’ N DMS 3.54 N 3.32 – 4.16 N
• • 35
•
2.9. Coordinates
Other coordinate systems: beside latitude and longitude a number of other grid systems are used
worldwide. One of them is UTM.
The Universal Transverse Mercator (UTM) geographic coordinate system uses a 2-dimensional Cartesian
coordinate system to give locations on the surface of the Earth. It is a horizontal position representation,
i.e. it is used to identify locations on the earth independently of vertical position, but differs from the
. traditional method of latitude and longitude in several respects.
The UTM system is not a single map projection. The system instead divides the Earth into sixty zones, each a
six-degree band of longitude, and uses a secant transverse Mercator projection in each zone.
See http://en.wikipedia.org/wiki/Universal_Transverse_Mercator_coordinate_system for more info etc
UTM, MGRS, Amersfoort and other types of coordinates

In some cases labels contain coordinates using a system other than regular lat-longs. For 3 of
such systems, Brahms has specific (linked-file) fields to store these coordinates.
Locations in The Netherlands often are indicated by the so called Amersfoort coordinates.
Amersfoort coordinates are stored in the fields Amersf_e and Amersf_n (see below). The
second value (the northing) must always be a larger value than the first (easting).
The most commonly used grid system is UTM (Universal Transverse Mercator). The
advantage of UTM coordinates is that grid cells are squares with metric dimensions (so 1 x
1km or 10 x 10km). In this system the sphere of the earth is projected as a rectangular
map. This map is divided in 60 North-South zones (indicated by a number), which on their
turn are divided in 20 bands parallel with the equator (indicated by a letter). This
combination of a number with one letter is stored in the field UTMZONE. Within these
rectangles a location is first indicated by the East-West position and second by the North-
South position.
Standard UTM coordinates first indicate the zone in which the point falls, followed by the
number of metres East from an imaginary meridian, followed by the number of metres
North of the equator (for Northern Hemisphere) or North from the South Pole (for Southern
Hemisphere). If standard UTM is used, the easting is stored in UTM_m_e, the northing in
UTM_m_n. Since they are always put down in metres, such numbers tend to be large. In
case lat-long values are calculated based on MGRS coordinates the LLORIG should be
RECAL.
To avoid large numbers, and add the accuracy to a coordinate, the MGRS system has
been invented. MGRS uses the UTM grid system, and is based on the same coordinates.
However, within a zone, MGRS first divides this zone in squares of 100 x 100 km, and
these 100 x 100 km blocks get a code assigned of 2 letters. If the accuracy of a location is
only such that we know it is within that 100 x 100 km zone, the coordinate stops after this
100 km grid code. If we know a location to be precise up to a 10 x 10 km cell, 1 number for
the easting within the 100 km cell is added and 1 number for the northing. If the position is
known up to 1 km precise, 2 numbers are added for both easting and northing, and so on.
If MGRS is used, the entire code, consisting of 2 letters and an even number of numbers is
stored in the UTM_mgrs field. In case lat-long values are calculated based on MGRS
coordinates the LLORIG should be RECAL and the LLRES can be derived from the
number of figures used In the MGRS coordinate.
Examples:
31 U 683392 5765130 typical UTM coordinates: 31U is stored in UTMZONE,
683392 in UTM_m_e and 5765130 in UTM_m_n
31 U FT86 MGRS at 10 x 10 km precision for the same location,
31U is stored in UTMZONE, FT86 in UTM_mgrs
31 U FT833651 MGRS at 100 x 100 m precision for the same location,
31U is stored in UTMZONE, FT833651 in UTM_mgrs
• • 36
•
2.9. Coordinates
Any other coordinate, like old flora grids, IVON, british grid or french coordinates is stored in the
field coordother, where coordiname is used to store the name of this coordinate system.
In case of a converted lat-long system, like that of Southern Africa (e.g.1830AA) it is better
to add this grid reference to LOCNOTES and use it to fill in LAT and LONG with an
appropriate LLRES (usually 3).
UTMZONE
DESCRIPTION: This field contains the zone of both UTM and MGRS coordinates, the content
consists of 2 numbers and a letter.
SYNTAX: Alphanumerical. Do not type a space between the number and the letter.
GUIDELINES: In regular UTM coordinates the zone letter is sometimes left out. In such cases it is
important to know at least the hemisphere: add N for Northern Hemisphere, A for southern.
UTM_MGRS
DESCRIPTION: The part of a MGRS coordinate that is not indicating the zone.
SYNTAX: Alphanumerical. Always starts with 2 letters, followed by an even number of numbers.
UTM_m_e
DESCRIPTION: The easting of a regular UTM coordinate.
SYNTAX: Integer. Represents the number of metres east of meridian.
GUIDELINES: if a label states a modified UTM coordinate (where trailing zero’s have been
indicated by some text: “31 U 683 5765 km”, in this case the km indicates that the last 3
numbers have been left out, you have to complete these by adding zero’s again, so in this
case 683000.
UTM_m_n
DESCRIPTION: The northing of a regular UTM coordinate.
SYNTAX: Integer. Represents the number of metres north of the South pole or Equator.
GUIDELINES: if a label states a modified UTM coordinate (where trailing zero’s have been
indicated by some text: “31 U 683 5765 km”, in this case the km indicates that the last 3
numbers have been left out, you have to complete these by adding zero’s again, so in this
case 5765000.
Amersf_e
DESCRIPTION: The first component of a Amersfoort coordinate, representing the easting in km
from a line just west of The Netherlands.
SYNTAX: Numerical. Since this is a value in km, more accurate coordinates must be filled in using
decimals. Up to 3 decimals can be given (metre accuracy).
Amersf_n
DESCRIPTION: The second component of a Amersfoort coordinate, representing the northing in km
from a line south of The Netherlands.
• • 37
•
2.9. Coordinates
SYNTAX: Numerical. Since this is a value in km, more accurate coordinates must be filled in using
decimals. Up to 3 decimals can be given (metre accuracy).
GUIDELINES: This system is designed such that the second value (northing) must always be
higher than the first (easting), typically above 300 (at least on land within The
Netherlands). If it isn’t: this is not an Amersfoort coordinate, or there some error involved.
Examples:
X = 127.564 Y = 433.089 If a Dutch locality: Dutch grid (Amersfoort coordinates):
put the X value in Amersf_e, the Y value in Amersf_n
amersf. 127 433 Put “127” in Amersf_e, “433” in Amersf_n
Coordiname
DESCRIPTION: The name of the coordinate system for coordinates that are not regular Greenwich
Lat-Longs, UTM, MGRS or Amersfoort coordinates.
SYNTAX: Alphanumerical.
GUIDELINES: Use F9 to select the coordinate system. If you run into a new coordinate system:
notify database management to sort it out or add a system name.
Coordother
DESCRIPTION: The value of the coordinate system for coordinates that are not regular Greenwich
Lat-Longs, UTM, MGRS or Amersfoort coordinates.
SYNTAX: Alphanumerical.
GUIDELINES: For most systems: just fill in what the label reads. For km-blok coordinates use dots
as separator, not dashes (e.g. 39.23.13).
• • 38
•
2.9. Coordinates
2.8. Altitude
ALT
DESCRIPTION: The (minimum) altitude of the collection locality in meters above or below sea
level.
SYNTAX: (Alpha-)numerical; just the value without the unit “m”. When the altitude is in feet,
then “f” is added without a space after the value. Negative values indicate marine or
terrestrial localities (depressions) with altitudes below sea level (e.g. -10 m.).
GUIDELINES: If the collection has been made over an altitudinal range, then the minimum
altitude of the collection locality is filled out in this field.
Note that in negative ranges, e.g., -10 up to -2 m, -10 is the lower altitude, and should be
placed in ALT.
Textual indications of the altitude (e.g. sealevel, high altitude) should be placed in
HABITATTXT.
ALTMAX
DESCRIPTION: The maximum altitude when the collection is cited as having been collected over
an altitudinal range, in meters above or below sea level.
SYNTAX: (Alpha-)numerical; just the value without the unit “m”. When the altitude is in feet,
then “f” is added without a space after the value. Negative values indicate marine or
terrestrial localities (depressions) with altitudes below sea level (e.g. -10 m.).
GUIDELINES: Note that in negative ranges, e.g., -10 up to -2 m, -2 is the upper altitude, and
Examples:
On label ALT ALTMAX
1050 m 1050
675 feet 675f
11 mbs (meter below sealevel) -11
200 – 400f 200f 400f
-10 - -2m -10 -2
3-4 mbs (meter below sealevel) -4 -3
• • 39
•
2.12. Images
2.13. Extras
2.9. IMAGES
IMAGELIST (memo field)
DESCRIPTION: Field to attach one or more images to the record. Once stored, the image(s) can be
viewed the image viewer.
SYNTAX: Alphanumeric; name of file(s), including complete path. Each path on a new line
GUIDELINES: Clicking the right mouse button displays a window in which one can choose the
image file. The files are stored in a Memo field. Attached images can be displayed by
clicking the button.
One to many images can be added to the IMAGELIST memo field using standard lookup
functions or by dragging images from Explorer into the opened memo. When transfering
an RDE file into BRAHMS, images added to the IMAGELIST memo will be added to the
BRAHMS image library and linked to the relevant record in BRAHMS. Images in collection
RDE files can be linked at the collection or specimen level.
2.10. Extras
EXTRAS (memo field)
DESCRIPTION: A memo field for comments of the data typist concerning the label.
SYNTAX: Text, no fixed syntax.
GUIDELINES: For instance used for illegibility of certain words or other problems. Can also be used
for other comments about this collection that are for internal use.
• • 40
•
Annex A – Alphabetical field list

Type: C = Character N = Number M = Memo
Decimals
Width,
Page
Type
Field Description
ACCESSION C 15 Unique identifier of herbarium material 6
ADDCOLL C 80 Additional (team of) collector(s) 11
ALT C 8 (Lowest) altitude 41
ALTTEXT Non-metrical text on the altitude 41
ALTMAX C 8 Highest altitude 41
AUTHOR1 C 55 Author of the species name 20
AUTHOR2 C 55 Author of first infraspecific name 22
AUTHOR3 C 55 Author of second infraspecific name 23
BARCODE C 15 Unique identifier for NHN herbarium material 6
BOTRECCAT C 5 The type of information stored in this record 4
CATEGORY C 2 The kind of herbarium material 4
COLLDD N 2 Day of collection 16
COLLECTOR C 60 Primary collector 9
COLLMM N 2 Month of collection 16
COLLYY N 4 Year of collection 17
COORRANGE M 4 Coordinate range 39
COUNTRY C 25 34
CULTNOTES M 4 Locality where plant was cultivated 34
DATETEXT M 4 Text, period of collection date 17
DEL C 1 For marking records to be deleted 4
DUPS C 55 Herbaria acronyms of known duplicates 5
EW C 1 E/W of Greenwich 39
EXSICCATA C 50 Name of the exsiccata series 15
EXTRAS M 4 Additional info and remarks by the recorder 46
FAMILY C 30 The family name appropriate to the genus name 18
GAZETTEER C 40 Locality name 32
GENUS C 25 The name of the genus of the plant 19
HABITATTXT M 4 Complete text on the environment of the plant 42
LAT N 10,6 Latitude 38
LLORIG C 5 Coordinate source 40
LLUNIT C 8 Unit used for coordinates 37
LOCNOTES M 4 Full locality textnotes 34
• • 41
•
Decimals
Width,
Page
Type
Field Description
LOCPREFIX C 15 Locality prefix 31
LONG N 10,6 Longitude 38
MAJORAREA C 30 Major country division 33
MINORAREA C 40 Minor country division 33
NS C 1 N/S of the equator 38
NOTES M 4 Field to store notes related to problems/exceptions
NUMBER C 15 Collection number, given by primary collector 13
RANK1 C 6 First infraspecific rank 21
RANK2 C 6 Second infraspecific rank 22
IMAGELISTS M 4 Field to attach one or more images to the record 46
SECOND NO C 10 Second collection number 15
SECONDPRE C 10 Alphanumerical info preceding second number 15
SECONDSUF C 6 Letter placed after the second number 15
SP2 C 25 First infraspecific name 21
SP3 C 25 Second infraspecific name 22
SUFFIX C 6 Letter placed after the collection number 14
TAG C 1 For marking records for general purpose 4
UTM C 25 Number series of the grid 40
UTMNAME C 15 name of grid system 39
• • 42
•
Annex B – Shortcut keys
Many functions in BRAHMS can be executed using a function key rather than a mouse click.
For routine data entry, this can speed up your work. Become familiar with at least some of these
e.g. ALT+X to close any data screen, F6 to tag/untag records and Ctrl+M to open a memo field.
Some toolbar options have function key equivalents.
F1 for Help
General Windows stuff

ALT+TAB switch to next program.
CTRL+ESC activate Windows Start menu
Windows key + E activate Windows explorer
PRNT SCRN copy a picture of the screen to the Clipboard.
ALT+PRINT SCREEN copy a picture of the selected window to the Clipboard.
BRAHMS menus
ALT + menu letter activates the system menu. Thus ALT+F opens the File menu (English
version), ALT+Q opens Arquivo in portuguese version).
BRAHMS data grid functions

ALT+A Add a record
F2 Open a form
CTRL+F2 FoxPro commands
F3 Open a datafile
F4 Copy above field to current field in RDE file
CTRL+F4 Copy current record to newly append record
ALT+F4 Copy fields based on your field copy settings but rather than adding a new record,
will skip to the next record in the file and copy in the fields accordingly.
F5 Advanced sort commands (Also see drop-down option next to toolbar and right-
click on a field name header)
F6 Tag toggle
F7 Delete toggle
F9 Lookup functions (Also right-click in field)
SHIFT+F9 Lookup external file
F11 Advanced filter commands (Also see drop-down option next to toolbar right-click
on a field name header)
Alt+F11 Clear filters
F12 Goto first column in data grid
CTRL+F Find data
CTRL+I Open image linker
CTRL+Z Zoom toggle
Memo field functions in data grids

CTRL+M Open current memo field in memo editor
CTRL+W Save and close edited memo field
ESC Close memo field without saving edits
CTRL+HOME Open memo field in plain window
• • 43
•
Annex C – References
Book references are preceded by 

References which are primary internet based are preceded by 
Websites linked with a book are placed at the end of the book reference, preceded by 
To facilitate searching the information is split up in sections and key words/phases are highlighted.
All mentioned websites are gathered in a favorites file which can be imported in MS-Outlook. By this
the links are added to your other favorites. Follow this procedure:
- Choose Favorits (Favorieten)
- Choose Aan Favoerieten toevoegen
- Choose Importeren en exporteren
- A window appears
- Choose: Importeren vanuit een bestand
- tick the Favorieten box
- browse to P:\brahms6data/documentatie/brahms6favorites
NOMENCLATURE & SYSTEMATICS

 Taxonomic Databases Working Group (TDWG). Standards.
http://www.nhm.ac.uk/hosted_sites/tdwg/standrds.html
 Global Biodiversity Information Facility. [ worldwide biodiversity data ]
http://newportal.gbif.org/species/
 ZipcodeZoo. Index to Plant Descriptions. http://zipcodezoo.com/Plants/
 Tropicos.org. Missouri Botanical Garden. [ Names of higher plants, ferns, mosses and
liverworts ] http://www.tropicos.org/NameSearch.aspx
 Index nominum genericorum. [ Generic names in botany ] http://botany.si.edu/ing/
 Flowering Plants Gateway. [Website for the exploration or comparison of 4 systems of
Phanerogam classification.] http://www.csdl.tamu.edu/FLORA/newgate/cronang.htm
 Index Nominum Supragenericorum Plantarum Vascularium. [ Suprageneric names
Phanerogams ] http://www.plantsystematics.org/reveal/pbio/WWW/supragen.html
 International Plant Names Index (IPNI). [ Phanerogams names ]
http://www.ipni.org/ipni/query_ipni.html
 Index Fungorum. Cabi Bioscience. [ Names of Fungi / Lichenes ]
http://www.speciesfungorum.org/Names/Names.asp
 Index Nominum Algarum. Center for Phycological Documentation. University Herbarium,
University of California, Berkeley. [ Names of Algae ]
http://ucjeps.berkeley.edu/INA.html
 Guiry, M.D. & G.M. Guiry, 1996. [continuously updated]. – AlgaeBase. World-wide electronic
publication, National University of Ireland, Galway. http://www.algaebase.org
 Flora of Australia Online. Australian Government, Department of the Environment and Water
Resources. http://www.anbg.gov.au/abrs/online-resources/flora/index.html
AUTHORS
 International Plant Names Index (IPNI). [ Authors names ]
http://www.ipni.org/ipni/query_author.html
COLLECTORS
 Harvard University Herbaria Index of Botanists.
http://asaweb.huh.harvard.edu:8080/databases/botanist_index.html
• • 44
•
 Steenis-Kruseman, M.J. van, – Cyclopedia of Malesian Collectors.

http://www.nationaalherbarium.nl/fmcollectors/
 Index Collectorum. Göttingen Herbarium. [ Collectors who contributed to the Göttingen
Herbarium. ] http://www.sysbot.uni-goettingen.de/index_coll/default.htm
 Auxilium ad botanicorum graphicum. [ Handwriting of collectors. ] http://www.ville-
ge.ch/musinfo/bd/cjb/auxilium/
 Australian Plant Collectors and Illustrators (A), 1780s-1980s. http://www.anbg.gov.au/bot-
biog/bot-biog-A.html
 JSTOR Plant Science. http://plants.jstor.org/search?t=405643
GEOGRAPHICAL DATA
 Administrative Divisions of Countries ("Statoids"). http://www.statoids.com/statoids.html
 ISO 3166 Country codes. http://www.iso.org/iso/country_codes.htm
GAZETTEERS, MAPS & TOOLS

 Alexandria Digital Library Gazetteer [ gazetteer with simple map ]
http://middleware.alexandria.ucsb.edu/client/gaz/adl/index.jsp
 Getty Thesaurus of Geographic Names. [ gazetteer, NO map ]
http://www.getty.edu/research/tools/vocabulary/tgn/index.html
 Global Gazetteer. Directory of Cities and Towns in World. [ gazetteer with simple map ]
http://www.fallingrain.com/world/
 GNS Search. National Geospatial-Intelligence Agency. [ gazetteer with simple map ]
http://geonames.nga.mil/ggmaviewer/MainFrameSet.asp
 Encarta World Atlas. [ online atlas with extensive map ]
http://encarta.msn.com/encnet/features/mapcenter/map.aspx
 Google maps. [ online atlas with very extensive map ] http://maps.google.com/
 Multimap. [ online atlas with very extensive map ] http://www.multimap.com/maps/
 Perry-Castañeda Library Map Collection. University of Texas.
http://www.lib.utexas.edu/maps/index.html
 Directions Magazine. Latitude Longitude Conversion.
http://www.directionsmag.com/latlong.php
HERBARIA & BOTANICAL GARDENS

 Holmgren, P.K., & N.H. Holmgren. 1998 [continuously updated]. – Index Herbariorum: A global
directory of public herbaria and associated staff. New York Botanical Garden's Virtual
Herbarium. http://sweetgum.nybg.org/ih/
[  See http://sciweb.nybg.org/science2/IndexHerbariorum.asp for home page. ]
[  See http://www.nybg.org/bsci/ih/ih.html for background information. ]
EXSICCATA
 Triebel, D. & P. Scholz, 2001 [continuously updated]. – "IndExs – Index of Exsiccatae". –
Botanische Staatssammlung München. [ Database of exsiccata ]
http://indexs.botanischestaatssammlung.de
BRAHMS
 Botanical Research And Herbarium Management System: BRAHMS. Links to tutorial, etc.
http://dps.plants.ox.ac.uk/bol/home/Default.aspx
• • 45
•
Annex D – Primary collectors consisting of more than one name
Aet; Idjan
Argent, G.C.G.; Jermy, A.C.
Bamps, P.; Symoens, J.J.; Vanden Berghen, C.
Breteler, F.J.; Wilde, J.J.F.E. de
Breteler, F.J.; Wilde, J.J.F.E. de; Leeuwenberg, A.J.M.; Letouzey, R.
= Breteler, F.J.; et al. (Mount Cameroon)
Church, A.C.; Ismail
Friis, I.; Hounde, A.; Jacobsen, K.
Friis, I.; Vollensen, K.
Gautier, L.; Béquin, D.
Hallé, N.; Le Thomas, A.
Hedberg, O.; Worfa, A.M.
Jansen, P.C.M.; Wilde, J.J.F.E. de; Koning, J. de
Kostermans, A.J.G.H.; Anta
Kostermans, A.J.G.H.; Kruyt, W.
Kostermans, A.J.G.H.; Soegeng Reksodihardjo, W.
Kostermans, A.J.G.H.; Soepadmo, E.
Kostermans, A.J.G.H.; Wirawan, N
Kostermans, A.J.G.H.; Woerden, C.L.L.H. van
Leistner, O.A.; Oliver, E.G.H.; Steenkamp; Vorster
Leteinturier, B.; Malaisse, F.
Leteinturier, B.; Maroyi, A.
Lisowski, S.; Malaisse, F.; Symoens, J.-J.
Malaisse, F.; Goetghebeur, P.
Malaisse, F.; Grecoire, J.
Malaisse, F.; Matera, J.
Malaisse, F.; Robbrecht, E.
Nedi; Idjan
Nguema, N.S.; Obiang Mbomio, D.
Prance, G.T. ; Silva, N.T.
Olorunfemi, J.; Fagbemi, A.
Soepadmo, E.; Suhaimi, M
Touw, A.; Hennipman, E.
Wilde, J.J.F.E. de; Arends, J.C.; Groenendijk, L.
Wilde, J.J.F.E. de; Arends, J.C.; Louis; Karper; Bouman = Wilde, JJFE (WALK-B)
Wilde, J.J.F.E. de; Gilbert, M.G.
Wilks, C.M.; Team of
Wiriadinata, H.; Maskuri
Wiriadinata, H.; Prawiroatmodjo, S.
Zenker, G.A.; Staudt, A.
• • 46
•
Annex E – Collectors with more than one numbering series
Annex E – Collectors known to have used more than one

numbering series
Aet
Aubréville, A. (Ivory Coast series, Gabon series, possibly others)
Beccari
Bourobou, H.P.
Breteler, F.J.
Floret, J.J. (Mali 1978)
Hallé, N. (Ivory Coast series)
King
Kotschy
Malaise, F. (1990 series next to normal series)
Maxwell
Phusomsaeng, S. (Thailand; started every year again)
Pobéguin, C.H.O. (central Africa series, Guinea series, Ivory Coast series)
Schimper, G.H.W. (I:, II:, III:)
Sieber
White, L.J.T.
Wilde, J.J.F.E. de
• • 47
•
Annex F – Institutional and personal prefixes
Annex F – Institutional and personal prefixes (field PREFIX)

A precursor for SAN
A Ghana series, used in a series of Morton, but also some others from Ghana. It is
important you always add this!
ANU Australian National University
BAFOG Bureau Agriculture Forestier Guyanais (Cayenne, French Guiana)
Berau Berau (not types as B)
bb Netherlands Indies Forest Service: bosschen buitengewesten
Blt Netherlands Indies Forest Service: Billiton
BNB Britisch North Borneo Forestry Department
BRUN Brunei
BS Bureau of Science; precursor PNH
BSI Botanical Survey of India
BSIP British Solomon Isl. Protectorate
BW Boschwezen - Irian Jaya (entered as BW(Ind.))
BW Boschwezen – Suriname (entered as: BW(Sur.))
Cel Netherlands Indies Forest Service: Celebes
CF Conservator of Forests; precursor KEP
CFCR Coleção Flora dos Campos Rupestres (project numbering SPF)
CFSC Coleção Flora Serra do Cipó {Minais Gerais] (project numbering SPF)
CVRD Companhia Vale do Rio Doce (Linhares, Espírito Santo, Brazil)
CTFT See SRFG
CTFTG See SRFG
DSM Dar Es Salaam
EA East Africa Herbarium (Nairobi)
EAC Universidade Federal do Ceará (Fortaleza, Ceará, Brazil)
F Fern collections by Kunkel in Liberia. Important to add this to separate from his
other, identically numbered, collections.
FB Forestry Bureau
FE Enti collections from Ghana (maybe refers to Forest collecties by Enti?)
FH Forest Herbarium Ghana
FHI Forest Herbarium Ibadan
FUEL CCB, Fundação Universidade Estadual de Londrina (Londrina, Paraná, Brazil)
GC Gold Coast herbarium
GUA FEEMA, Centro de Botânico do Rio de Janeiro (Rio de Janeiro, Brazil)
ICN Universidade Federal do Rio Grando do Sul (Porto Alegre, Rio Grande do Sul,
Brazil)
INPA Instituto Nacional de Pesquisas da Amazônia (Manaus, Amazonas, Brazil)
Ja Netherlands Indies Forest Service: Java
KEP Kepong, Malaysia
KEP FRI Kepong, Malaysia (new series)
KL Phytochemical Survey Kuala Lumpur
L Series by Soyaux. Is not indicated on the label, but refers to the plants collected in
Loango. This is to seprate from his identical numbered other collection series (e.g.,
from Sibang, Libreville)
LAE Lae herbarium
LBB Lands Bosbeheer (Suriname)
LIL Fundacion Miguel Lillo (San Miguel de Tucumán, Tucumán, Argentina)
MG Museu Paraense Emílio Goeldi (Belém, Pará, Brazil)
MRC Ethiopia
NGF New Guinea Forces; precursor to LAE (in lower numbers not mentioned)
PB Beccari Borneo collections
PNH Philippine National Herbarium
PK Paul Kessler collections
PPI Philippine Plant Inventory
RB Jardim Botânico do Rio de Janeiro (Rio de Janeiro, Rio de Janeiro, Brazil)
RN Meaning unclear but used as a series in Madagscar (1940’s-50’s)
S Sarawak
SAN Sandakan
• • 48
•
Annex F – Institutional and personal prefixes
SF Singapore Field number (not as SFN)

SF Service Forestiere Madagascar
SFMC Service Forestiere Congo
SL Morton Sierra Leone series
SP A series from Ghana
SP Instituto de Botânica (São Paulo, São Paulo, Brazil)
SPF Universidade de São Paulo (São Paulo, São Paulo, Brazil)
SRF See SRFG
SRFG Service Recherche Forestiere Gabon (use this abbreviation also when SRF, CTFT
or CTFTG is stated on material from Gabon; the SRF, CTFT or CTFTG prefix can
be mentioned in the EXTRAS field by stating: “prefix on sheet: SRF")
SRFK Service Recherche Forestiere K (Cameroon, K from german Kamerun! to prevent
confusion with Congo). Use with collectors: Letouzey and Mpom.
THE a series from Kenya
TRIN National Herbarium of Trinidad and Tobago (Saint Augustine, Trinidad)
VEN Herbario Nacional de Venezuela (Caracas, Venezuela)
WACRI a rare series from Ghana
Woodherbarium Surinam: more or less precursor for LBB
• • 49
•
Annex G – Descriptive terms in gazetteer names
Annex G – Descriptive terms in gazetteer names (LOCPREFIX)

(status june 2012)
Aagan Landing (MY)
Alor Stream, stream channel, distributary, anabranch, canal, ditch, tidal
creek, lagoon (MY)
Aek Stream (ID)
Aer
Ai Stream (ID)
Air Stream, distributary (ID)
Air batang Stream (ID)
Air terjun Waterfall (ID)
Ajer
Ake Stream, marine channel (ID)
Alue Stream (ID)
Alur pelayaran Strait, marine channel (ID)
Ampang Dam (MY)
Amphoe
Anak
Anak ayer see Alor (MY)
Anak sungai Side stream (MY)
Anggi Lake (ID)
Antasan Marine channel (ID)
Apa Batu Mountain (MY)
Apo, apad Mountain (MY)
Arur, aur Stream, anabranch (MY)
Arroyo River (Argentina)
Ayer Stream, stream mouth (MY)
Bukit / buket Hill, small mountain (ID)
Camp
Cap, Cape
Cerro Mountain (Argentina)
Col
Cordillera
Danau Lake (MY)
Desa Village (MY)
Dusun Orchard, neighborhood (MY)
Estancia
Gunong / gunung Mountain (ID)
Jalan Road (ID, MY)
Isla Island
Kampung / kampong Camp, village (ID)
Lago Lake (Argentina, Italy, …)
Lake
Mount [Mt.]
Mountain
Pulau Island (ID)
Puncak Peak, summit (MY)
Rio River ()
River
Sierra Mountain ()
Sungai / sungei River (MY)
Ulu Delta (MY)
Valle, Vallee Vallei
• • 50
•
Annex G – Descriptive terms in gazetteer names
Annex H - Abbreviations used in locality names (status june 2012)

Value of Field Meaning
B.G. Botanic(al) Garden
Biol. Biological
Bot. Botanico/-a/-us
CVRD Companhia Vale do Rio Doce
C.
Cr. Creek
Fda. …
FEEMA Fundação Estadual de Engenharia e Meio Ambiente
F.
F.R. Forest Reserve/Forestière Réserve
G. …
Gr. Gross/Groot
Gral. General
HS. Homestead
IBGE Instituto Brasileiro de Geografia e Estatística
ITCI International Timber Company Indonesia)
J.
L.A. Logging Area
M. …, Mercado (in Parque Nacional Noel Kempff M.)
Mnts. Mountains
Mt. Mountain
Mts. Mountains
Nac. Nacional
Nat. National
NBCA National Biodiversity Conservation Area
N. North
N.P. National Park
N.Y. New York
Pres. Preserve
Pt. Point
Pta. Punta
P.
P.N.
P.O. (Jamaica, Saint James)  adjust to “Jamaica, Parish of Saint James (populated
place)”
Q.
Res. Reserve
Rés. Réserve(s)
R. River, Reserve
R.S. Research Station
Sanct. Sanctuary
SEMA Secretaria de Estado de Meio Ambiente
S. San(ta), South(ern), Serra
Sg. …
St. S(a)int
Sta. Santa
Trig. Trig point (a.k.a. Trigonometric Station)
Vulc. Vulcano
Vy. Valley
• • 51
•

Data Entry Protocol - Totaal FES

Uploaded by

Document Information

Copyright

Available Formats

Share this document

Share or Embed Document

Sharing Options

Did you find this document useful?

Is this content inappropriate?

Copyright:

Available Formats

Data Entry Protocol - Totaal FES

Uploaded by

Copyright:

Available Formats

Guidelines for

Collection Data Registration

All typist comments should be placed between square brackets [ ] .

Syntax used in this protocol

2. Description of the fields

SYNTAX: Alphanumeric; herbarium acronym (L,U or WAG), in the case of L or U followed by 2

TEXT [STATUS] Char. 1

SYNTAX: A single character ‘X’ or ‘!’.

2.2. Collector and number

2.2.1 Collector name

COLLECTOR (look-up list available see below for example)

A name consists of more than one name

Collector not mentioned as individual but as a group (e.g. expedition, excursion,

Collector mentioned, as well as a group of collectors (like Expedition). Sometimes an

WEBSITES WITH INFORMATION ABOUT PLANT COLLECTORS

ADDCOLL (look-up list available see below)

2.2.2 Collector number

PREFIX (look-up list available)

Institute series. If a collection is made in an institutional series, the acronym is recorded

Exsiccata numbers (see below) are entered in SECONDPRE, SECONDNO and

SYNTAX: Alphanumeric; no fixed syntax, up to a maximum of six characters.

Exsiccata & Second number

SYNTAX: Alphanumeric, no fixed syntax

SYNTAX: Alphanumeric, no fixed syntax

GUIDELINES: See also PREFIX

GUIDELINES: See also NUMBER

SYNTAX: Alphanumeric; no fixed syntax, up to a maximum of six characters.

GUIDELINES: See also SUFFIX

2.3. Date of collection

Be aware of the difference between the English and American notation.

SYNTAX: Numeric; maximum 2 digits.

GUIDELINES: See above for general guidelines concerning date of collection.

SYNTAX: Numeric; maximum 2 digits.

GUIDELINES: See above for general guidelines concerning date of collection.

SYNTAX: Numeric; 4 digits including the century.

GUIDELINES: See above for general guidelines concerning date of collection.

DATETEXT (memo field)

2.4. Scientific name

FAMILY (look-up list available)

DESCRIPTION: The family name appropriate to the genus name.

SYNTAX: Text; entered in full without author name(s).

GUIDELINES: See above for general guidelines on entry of scientific names.

GENUS (look-up list available)

SYNTAX: Text; entered in full without author name(s).

GUIDELINES: See above for general guidelines on entry of scientific names.

Syntax: Text, the name of the group.

SP1 (look-up list available)

DESCRIPTION: The species epithet of the plant entered in full.

AUTHOR1 (look-up list available)

GUIDELINES: See above for general guidelines on entry of scientific names.

Adding authors(combinations): for adding author(combinations) using BRAHMS one is

RANK1 (look-up list available in browse mode only)

SYNTAX: Text; entered in full without author name(s).

GUIDELINES: If SP2 is not filled, then RANK1 must be empty.

SP2 (look-up list available in browse mode only)

AUTHOR2 (look-up list available in browse mode only)

See the next chapter on how to enter hybrids.

RANK2 (look-up list available)

SYNTAX: Text; entered in full without author name(s).

GUIDELINES: If SP3 is not filled, then RANK2 must be empty.

SP3 (look-up list available)

SYNTAX: Text; entered in full without author name(s).

AUTHOR3 (look-up list available)

A hybrid (also called nothotaxon) will be entered in BRAHMS as follows: