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1. Cody Edwards Kristina Halcomb Michelle Haynie Federico Hoffmann Steve Hoofer Jordana Hooten Bert Marks Charlie Martin Lisa Mitchell Chris O Meilia Mark O Neill and Eric Webb for making this project possible I joined their field crew to collect data as they continued a survey of the mammals of Texas I was able to use this valuable field experience as the majority of my thesis project hopefully contributing to the goal of the Natural Science Research Laboratory to be among the leading museum collections in developing and implementing progressive ideas and procedures I also thank Ms Amy Halter and Ms Susan Fishman Armstrong for their assistance in processing and refining my research data and the accompanying specimens upon return from the field methods excursion Also the support and suggestions of Ms Emma Dawson Ms Katie Anderson Ms Jacqueline Chavez and Ms Marcia Revelez were greatly appreciated Thank you to Dr Bradley Dr Clyde Jones and Ms Brenda Rodgers for reviewing portions of this manuscript and making valuable suggestions Special recognition and thanks belong to Dr Robert C Dowler who ignitec my interest in mammalogy and mammal collection management and encouraged me to pursue a Master s degree in Museum Science from Texas Tech University Finally I thank my parents David and Beverly Fry for the support concern motivation encouragement patience and love shown to me throughout my life and especia2. Controls Navigation Controls Field Number Sex Age Measurements and Comments 54 Data for SEX may be entered by using a mouse click or by using the arrow keys and hitting the space bar Type data for CONDITION in ALL CAPS such as LACTATING ba to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 55 Data for AGE may be entered by using a mouse click or by using the arrow keys and hitting the space bar Boack to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 56 Measurements Enter data in numerical values only Be sure to verify the MEASUREMENTS as this is the only place for recording this information Click the TAIL BROKEN box if necessary Pura to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 57 Comments Commente A NE Type COMMENTS data in ALL CAPS such as T 12MM or R 3 L 4 or TRAGUS 9MM Bi pack to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 58 WildCat III Tour Inventory Data Screen WitdCal til Field Number 0 le Te i Heart 0 Brain JE PF Atcohot asa BE K type Fog i f Skun Other ig F Skeleton Aini AGE EE uu os A Muse of onarrep of Spleen ol Other BE Lung 0 Unknown BJE Testi
3. complete Specific suggestions concerning the three most common problems experienced during this electronic data capture study are as follows 1 Transcription errors in UTM coordinates Mistakes in the final data set resulting from erroneous transcriptions of UTM coordinates can be reduced once the necessary hardware is installed on WildCat III to electronically download Fig 5 coordinates directly from Global Positioning System equipment 2 Computer hardware problems Security The installation of security measures such as passwords will help ensure that the computer its programs and the data contained in WildCat III are not accidentally or intentionally altered by unauthorized users Power supply The computer s energy problem caused by short lived batteries may be alleviated by using a solar panel to generate power The use of solar panels will also provide an alternative power source in the event that AC DC energy is not available Cursor manipulation The cursor movement problems stemming from the laptop computer s overly sensitive touch pad may be unique to the particular computer but can be addressed by installing an external mouse however doing so in turn eliminates the possibility of using the bar code scanner as the two pieces of equipment use the same computer port The choice concerning equipment usage depends upon the value of each piece of equipment and how it would benefit the data capture process 3 Errors in ti
4. hard copy mammal collection catalog 11 CHAPTER III RESULTS AND DISCUSSION A single WildCat IT operator was able to capture data generated by the collecting and specimen preparation activities of the 17 class participants for the duration of the research trip Upon return to the NSRL the final computerized data set excluding the frozen tissue inventory for 598 specimens was found to contain fewer than 38 total errors or inconsistencies including temporary species identifications The 38 errors constituted 0 42 of the total number of possible errors 15 data categories were recorded for each of the 598 specimens All errors were identified and corrected by NSRL staff members Types of errors included but were not limited to incorrect personal preparation numbers incorrect county names for localities and incorrect Universal Transverse Mercator UTM coordinates Incorrectly recorded personal preparation numbers were primarily the result of mistakes in the individual record keeping of various students in the Field Methods class Incorrectly recorded county names resulted from inaccuracies encountered in recording and communicating field locales or from confusing multi county maps of particular wildlife management areas Incorrect UTM coordinates recorded in WildCat III occurred during transcription of written field notes to the computer Also the normal field procedure of many preparators processing animals from multiple localities simult
5. or use the back button on your browser 52 Assign Site Click the ASSIGN SITE button to link the collecting locality data to the specimen Data are automatically entered in numerical values only into the ASSIGNED SITE box when the matching collecting locality from the drop down list is chosen see COLLECTING LOCALITIES It is absolutely necessary to link the Specimen to its collecting site Not doing so will lead to orphans specimen records which are unidentifiable because of incomplete data in the database Back to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 53 WildCat HI Tour Preparation Data Screen Pons page is used for the entry of data taken during the PREPARATION of each specimen NEW RECORD DUPLICATE RECORD and DELETE RECORD on the Record Manipulation Controls are unavailable on this page as are the Navigation Controls The only PREP DATA record available is the one that was active on the COLLECTION DATA screen when the PREP DATA screen or tab was activated The navigation controls can be re activated by using the navigation menu in your computer s toolbar This will allow access to other records but care must be taken to ensure that the incorrect records are not accidentally altered Bd cick on the folder tabs to view other screens Site Data Field Notes Coll Data and Inventory Puso click on Record Manipulation
6. Bradley Prior to this project the individual Raegan King assigned to capture data electronically had no knowledge of either the program or general database design and usage The designated computer operator was introduced to WildCat and learned to operate it in approximately 4 hours by following instructions contained in the existing WildCat HI Data Entry User s Guide Appendix D of Monk 1997 and the NSRL Mammal Collection Data Standards Guide Appendix A of Monk 1997 Before use under field conditions data capture for museum specimens was practiced in house to ensure that the hardware worked properly and that the individual capturing the data understood the software During the trip the computer operator was responsible for using WildCat III to capture maintain and edit site and specimen data Writing data in the field data ledgers and organizing bar coded specimen tags labels and tissue tubes was not assigned to the computer operator of WildCat III but was assigned to other members of the Field Methods class After the trip the computer operator verified all data checking for accuracy and completeness prior to cataloging the field collection intc the mammal collection Cataloging was completed by downloading the field generated database into WildCat I and importing it into the main mammal collection database where the next series of unique catalog numbers were assigned The newly cataloged data were immediately printed and stored with the
7. DATA MANAGEMENT IN RECENT MAMMAL COLLECTIONS by RAEGAN DEANNE KING B S A THESIS IN MUSEUM SCIENCE Submitted to the Graduate Faculty of Texas Tech University in Partial Fulfillment of the Requirements for the Degree of MASTER OF ARTS Approved Chairperson of the Committee Accepted Anterim Dean of the Graduate Sfhog December 2000 O 2000 RAEGAN D KING ALL RIGHTS RESERVED ACKNOWLEDGMENTS I would like to express my sincere gratitude to the members of my thesis committee Dr Robert J Baker Chair Dr R Richard Monk and Ms Nicola Ladkin Completion of this thesis would have been impossible without their guidance and support I thank Dr Baker for his undying devotion to science and mammalogy and for his encouragement and motivation throughout my education at Texas Tech University I would also like to thank Dr Monk for his innovative design and use of relational databases and bar code technology in natural history collections this thesis project is an extension of his dissertation specifically concerning field use of computers and the impact such use has on collection management also thank Ms Ladkin for her willingness to lend a concerned ear her words of encouragement and her knowledge and support concerning the use of computers in museums I would like to thank Dr Robert D Bradley Dr Ron A Van Den Bussche Dr Meredith J Hamilton and the 1999 Mammalogy Field Methods class Darin Carroll Melinda Clary
8. LD NOTES entry are given the same date Pura to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 40 Noteref NOTEREF is for database use only The computer automatically assigns this number as each page of FIELD NOTES is created This number is used to link FIELD NOTES to matching locality and specimen data Pura to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 41 Click to display a drop down list of all possible localities associated with the COLLECTOR at the top of the FIELD NOTES page Highlight to choose the appropriate site Displays the chosen collecting locality Click to link the locality description into the field notes data entry box Pura to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 42 Field Notes Enter data in ALL CAPS Create a new page of FIELD NOTES for each day of the collecting trip by clicking NEW RECORD on the Record Manipulation Controls DUPLICATE RECORD is unavailable on this page FIELD NOTES should be typed in this box just as written field notes would be recorded in a field notebook Use the drop down list to select collection sites and click on INSERT to link the location descriptions into the field notes DO NOT TYPE LOCALITY DESCRIPTIONS Use the paste command to place locality descrip
9. N in the first box e Type the FIELD NUMBER numerical values only in the second box ba to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 49 Source Click to change the method of entering the FIELD NUMBER choose to scan bar codes or type data by hand Eaux to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 50 Identification A Enter data in ALL CAPS IDENTIFICATION is entered automatically by clicking DUPLICATE RECORD on the Record Manipulation Controls but data may be changed by hand Enter the specimen s genus in box 1 Enter the specimen s specific epithet in box 2 if known at time of data entry Enter the specimen s subspecific epithet in box 3 if known at time of data entry Bu to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 51 Collecting Localities DO NOT type data into this field Choose the matching COLLECTING LOCALITY from the drop down list by clicking the arrow button Localities were previously entered on the SITE DATA screen It is absolutely necessary to link the specimen to its collecting site Not doing so will lead to orphans specimen records which are unidentifiable because of incomplete data in the database ba to Site Data Field Notes Coll Data Prep Data or Inventory
10. RY and use a portable bar code scanner to scan the bar codes of the different tissue tubes If multiple tubes of a tissue are collected e g 2 tubes of Liver for TK 12345 and only one tube is labeled with a bar code simply scan the code twice The computer automatically puts the scanned information in the appropriate sections of the VITAL TISSUES area for that particular record and matches scanned information to other records as well To stop scanning bar codes and return to keyboarding data scan the bar code scan stop code provided by the NSRL bra to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 63 PERMISSION TO COPY In presenting this thesis in partial fulfillment of the requirements for a master s degree at Texas Tech University or Texas Tech University Health Sciences Center 1 agree that the Library and my major department shall make it freely available for research purposes Permission to copy this thesis for scholarly purposes may be granted by the Director of the Library or my major professor Itis understood that any copying or publication of this thesis for financial gain shall not be allowed without my further written permission and that any user may be liable for copyright infringement Agree Permission is granted 13 Nov 2600 Stud ht Signature Date Disagree Permission is not granted Student Signature Date
11. alled the computer enters this data automatically See TYPE o Enter numerical data only 7 digits o If GPS software hardware is installed the computer enters this data automatically See TYPE Latitude Hu o Enter data in degrees minutes seconds direction e g 28 52 30 N o If GPS software hardware is installed the computer enters this data automatically See TYPE 35 Longitude e Enter data in degrees minutes seconds direction e g 15 10 05 W o If GPS software hardware is installed the computer enters this data automatically See TYPE o Enter numerical data followed by a space and M meters or FT feet to indicate units If GPS software hardware is installed the computer enters this data automatically See TYPE BS pack to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 36 Type TYPE ura C Lat Long umm Let Long e Automatically designates which TYPE of data are used Rewnload e Clicking here activates the GPS software hardware if installed to automatically download UTM coordinates or LATITUDE LONGITUDE data The computer automatically enters data in the appropriate fields in the GLOBAL POSITION box see GPS Pura to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 37 Site Number site Number 0 SITE NUMBER is for databas
12. aneously may have led to an increased error rate requiring greater attention from the computer operator Finally temporary species identifications were assigned in the 12 field to all specimens therefore erroneous species identifications recorded in the computer database in the TK books and on specimen tags was not unusual Species identifications were verified or corrected at the NSRL when the collecting trip was complete In general the same types of errors occurred in the data recorded in both the TK books and the computer The greater frequency of errors in the TK books was attributed to multiple individuals entering data into the ledgers by hand Mistakes in the frozen tissue inventory were not considered part of the previously mentioned error rate as tissue inventory was not included in the data categories printed on the hard copy editing sheets used at the NSRL The Field Methods tissues were inventoried separately to resolve problems prior to their installation into the NSRL s vital tissue collection Tissue inventory error types included incorrectly recorded tissue types liver heart kidney etc incorrectly recorded numbers of tissues for one animal and incorrectly recorded numbers of multiple tubes of one tissue sample Erroneous tissue data appeared in the TK books and the computerized database The majority of errors in the database can be attributed to the number of individuals reporting information at one time and t
13. ata ledgers TK books have functioned as an alternative data source and as a backup copy of the field generated data in case of loss of electronic cor Additional equipment includes hardware and software to be used at the discretion and need of the computer operator Essential computer equipment IBM laptop computer with at least 16 megabytes of RAM equipped with Microsoft Windows 95 or newer version and WildCat HI Extra battery for powering computer AC adapter for charging computer battery DC adapter for charging computer battery Backup diskettes Essential hard copy material Field Data ledgers called TK books in the Museum of Texas Tech University with uniquely numbered sheets Fig 2 designated for the trip Bar coded skin skull skeleton alcohol tags Fig 3 with corresponding field ledger TK numbers Tissue tubes and bar coded tissue tube stickers Fig 3 with corresponding field ledger TK numbers TK 94775 SPECIES CHAETOMPUS astron S Country State TEXAS County LASA LE Specific Locality CMAPAERAL WMA meee Locality same as TK UTM or LatL ng 14 465 091 Ta des Oz ZAS bib Elevation Collector Beant LEY EX Al E Collection Date TET Preparator F G Hort Nove Preparation DateZ tu O26 jut 44 VOUCHER _ Skin Skull Post craniai Skaleton Aicohalic Other Museum Collection Catalog Number Measurements A31 Kb 23 H A a 144 hng tapi ar weave aug t Male Female Reprodu
14. ble thereby enhancing the value of an entire museum collection McLaren et al 1987 22 LITERATURE CITED Baker R J C J Phillips R D Bradley J M Burns D Cooke G F Edson D R Haragan C Jones R R Monk J T Montford D J Schmidly and N C Parker 1998 Bioinformatics Museum and Society Integrating Biological Data for Knowledge based Decisions Occasional Papers Museum of Texas Tech University 187 i 1 4 pp Hall E R 1962 Collecting and preparing study specimens of vertebrates Museum of Natural History The University of Kansas Miscellaneous Publications 30 1 46 pp Hernandez M J 1997 Database Design for Mere Mortals Addison Wesley Reading Massachusetts 440 pp McLaren S B H H Genoways and D A Schlitter 1987 The computer as a collection management tool pp 97 110 in Mammal Collection Management H H Genoways C Jones and O L Rossolimo eds Texas Tech University Press 219 pp Monk R R 1997 Automated Data Management in Systematics Collections Unpublished Ph D Dissertation Texas Tech University vii 1 118 pp Monk R R 1998 Bar Code Use in the Mammal Collection at the Museum of Texas Tech University Museology Museum of Texas Tech University 8 1 8 pp Parker N C R D Bradley J M Burns G F Edson D R Haragan C Jones R R Monk J T Montford C J Phillips D J Schmidly and R J Baker 1998 Bioinformatics A Multidisciplinary A
15. ciety of Mammalogists 1996 Permission has been granted for this use The standards for most of the NSRL s data fields have been taken verbatim from the ASM s Documentation Standards A fewchanges have been made to some fields to allow for the particular quirks of the database management system WildCat used in the mammal collection at Texas Tech University We do not propose to replace the ASM s standards in any way and encourage other collections to follow them as closely as possible NSRL s Mammal Collection Data Standards Guide The American Society of Mammalogists The Society for the Preservation of Natural History Collections Bs ihe NSRL is a division of the Museum of Texas Tech University NSRL homepage Museum Science Course Data Management lecture topic Field Use of Computers Museum Science Course Data Management lecture topic WildCat and Bar Codes Museum of Texas Tech University Texas Tech University s Department of Biological Sciences Feedback Tell us what you think of this tour 26 WildCat HI Tour Site Data Screen dacat HA cious Emo pamon E pre s Site Number 0 Bihis page is used for COLLECTING SITE DATA entry NEW RECORD on the Record Manipulation Controls will create a blank record except for COLLECTOR which follows the default but may be changed if desired DUPLICATE RECORD on the Record Manipulation Controls will fill in all fiel
16. ctive Condition ee TISSUE 3 _Heart kidney _ tung Reproductive Organs Heart Spleen Entire Specimen Kidney Brain Lysis Buffer 4 tiver 1 _Blood Alcohol Muscle Embryc Other OTHER PREPARATIONS totic ___ Meiotic Tissue Culture __ Sparm _Karyotype Other gt 3 MISCELLANEOUS Age Juvenile Subaduit Adull Molting Yes No Broken Tail Yes No Special Numbers ACUC Number ena Comments ere ene ne e a o Fiesse fill out form completely items m bold are mandatory Welds Figure 2 Completed field data ledger TK Tissue and Karyotype sheet Figure 3 Bar coded specimen tags tissue tubes and tissue tube stickers Additional equipment which may be useful Portable printer User s manuals for computer Windows 95 and WildCat III Extra diskettes not for backup Extension cords for AC and DC adapters External mouse Bar code scanner Bar code scan stop card Fig 4 Cellular modem PC card Cellular phone with extra battery Solar panel as optional power source Other software such as MS Office etc Carrying case to protect equipment from physical damage Figure 4 Bar code Scan Stop card 10 Methods A continuation of the initial field test of WildCat III described in Automated Dat Management in Systematics Collections Monk 1997 was performed July 8 24 1999 ts capture data generated by Texas Tech University s Mammalogy Field Methods class led by Dr Robert D
17. ds except LOCALITY and GLOBAL POSITION which should be unique for each new collecting site WRolick on the folder tabs to view other screens Field Notes Coll Data Prep Data and Inventory Puso click on Record Manipulation Controls Navigation Controls Country State County Locality Collector Global Position Type Site Number 27 Record Manipulation Controls New record For Site Data clicking will create a blank record except for COLLECTOR For FIELD NOTES clicking Ewin create a blank record with the current date as the default but the date can be changed if desired For COLL DATA clicking will create a blank record except for COLLECTOR is unavailable for PREP DATA is unavailable for INVENTORY Duplicate record For SITE DATA clicking will fill in all fields except LOCALITY and GLOBAL POSITION which must be unique is unavailable for FIELD NOTES For COLL DATA clicking will duplicate all data except PREP NUMBER Automatically entered data may be changed is unavailable for PREP DATA is unavailable for INVENTORY Edit record Delete record Pura to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 28 Navigation Controls CL Previous or next record Skip ahead or back 10 records Skip ahead or back 100 records CIC First or last record Exit WildCat MI pack to Site Data Field Notes Coll Data Prep Data
18. e on such sources of electricity limited the intended mobility of the computer and operator Cursor manipulation also was problematic due to the laptop s overly sensitive touch pad thus affecting navigation through WildCat IH Finally the computer was not equipped with any security control to limit access to the system and its programs The need for such security protocols did arise during this field test as one case of unauthorized use occurred and may have led to the corruption of various computer files near the conclusion of the trip Equipment problems were associated with previously untested limited computer hardware devices and although the hardware problems affected the performance of WildCat III these problems are not attributed to the data entry program itself WildCat IIT performed as expected during this extended field test The resulting data set though not error free was as complete concise and accurate as a data set produced using any other method of field data capture The resulting specimens and accompanying data were verified corrected and cataloged within one week of the end o the trip This study verifies that the introduction of technology to museum collection management can reduce the effort associated with multiple transcriptions of data increase the accuracy and consistency of data in the NSRL database and result in a more useful electronic database which allows immediate access to such data Monk 1998 For succ
19. e process of electronic data capture may be facilitated by using a portable printer to create daily backup copies of data in hard copy format Figure 5 Site data capture screen from WildCat III A indicates navigation controls and B indicates UTM data download option This field test revealed general and specific issues that once solved will make electronic field data capture more effective From a general standpoint computerized data capture will be enhanced if field party members are familiar with all activities required for the successful completion of a field trip Field members need to be familiar 16 with collecting primary locality data both classical and UTM coordinates entering data into a field computer using bar codes preparing study skins pulling and preserving tissues including appropriate data for field notes and how all of these tasks interface for the success of a field trip Collection of field data has always required concerted effort to ensure accuracy of data accompanying specimens and to ensure efficiency of the trip so that as many specimens as possible can be collected and processed Because the initial capture of locality and field data form the basis for future data sets generated from the electronic file i e field notes specimen labels museum catalogs etc it is important for all field members to spend a little extra effort to ensure that the initial capture is accurate and
20. e use only The computer automatically assigns this number as each unique SITE is entered This number is used to link specimen data on the COLLECTION DATA page Back to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 38 WildCat III Tour Field Notes Screen il al mM E mE Berni page is used for the entry of FIELD NOTES Create a new page of notes for each day of the collecting trip A single collector must not use multiple pages of notes on a particular date even if several collecting sites are used in one day Use only one page of notes for each day Also it is not necessary for each person on a collecting trip to keep individual notes A single page of notes where the name of the trip leader is entered as COLLECTOR will suffice but the name of the other collectors should be included in the typed notes Pura on the folder tabs to view other screens Site Data Coll Data Prep Data and Inventory Bu click on Record Manipulation Controls Navigation Controls Field Notes for Collector Noteref Insert and the data entry box 39 Field Notes Date Field Hotes for DAT Dates for FIELD NOTES are entered as mm dd yy all numerical values The current date is entered as the default each time NEW RECORD is clicked on the Record Manipulation Controls Dates may be changed but be sure that specimens which correspond to the FIE
21. essful electronic data capture it is important that new users of WildCat HI be well trained in all aspects of the hardware and software The laptop computer and its components should be thoroughly tested by the intended computer operator before taken into the field Practice sessions under museum conditions designed to test familiarity with aspects of data capture using the hardware will result in greater efficiency and accuracy in the field Also familiarization with WildCat III is essential for the user to manipulate the program quickly and easily An on line version of the WildCat III user s manual can be found at www nsrl ttu edu wildcat Appendix Although WildCat III succeeded in capturing field data in an extended trial particular changes and additions to the system may make it more effective The existing user s manual could be improved by including a troubleshooting section and glossary of terms making the manual more understandable to a user with limited computer experience As the manual states the navigation controls Fig 5 may be unavailable at particular points in WildCat III but can be reactivated when desired In this field test it 15 was necessary to halt the data entry procedures to activate the navigation controls to facilitate the recording of orally reported data from multiple preparators WildCat HI would be more efficient if the navigation controls could be reprogrammed to stay active at all times Also th
22. field WildCat III will permit data capture on a laptop computer thereby creating an initial relational electronic database of all data from field notes personal preparation catalogs specimen tags and tissue tubes for every specimen resulting from a given collecting trip As designed the use of WildCat III for data capture in the field i not field cataloging however Upon return to the museum the field generated datab is held in WildCat III until the electronic data are verified to be complete and accurate After verification the field generated database is downloaded into WildCat I importing into the main database of the mammal collection WildCat I is programmed to assign unique catalog numbers to new specimen records thereby maintaining a sequential primary database which is available for search distribution and curation of the mamm collection and frozen tissue collection Monk 1997 Materials Equipment and supplies used in the field are divided by importance in electronii field data capture using WildCat III Essential computer equipment includes the least amount of hardware and software required to capture data using WildCat III in the field Essential hard copy material includes hard copy data capture and data linking items A the discretion of the trip coordinator the secondary equipment may or may not be the responsibility of the computer operator During the development of computerized field data capture the field d
23. lly during graduate school Thanks to my brother Aaron Fry for reminding me of the value of good writing and hard work Ultimately 1 would like to thank my husband Timothy King for his patience and support during the development research and writing of this thesis project Knowing that 1 have such a devoted intelligent and strong partner in life is the greatest comfort in the world iii TABLE OF CONTENTS ACENOWEEDOMENTS SE nn AS nn cn i PS TR e tome ess ES TOPPIGURES iO NS nn tose vi CHAPTER I INTRODUCTION taipas cn te aeea Mate T H MATERIALS AND METHODS 5 WildCat A ae un 5 Materials Le 6 MERDE uns A E 11 IM RESULTS AND DISCUSSION tiree eenee 12 IV CONCLUSION 4 rad RO 21 LITERATURE CIFT D 45h25 Sun ne ne Lun lo 23 APPENDIX ON LINE USER S MANUAL FOR WILDCAT III 24 ABSTRACT Current trends in museum practices show increasing awareness of the importar role complete and accurate data play in collection management Careful integration of computer technology into data management procedures can reduce the effort associated with multiple transcriptions of data increase the accuracy and consistency of data and result in a more useful electronic database WildCat is a relational database managemer system developed in 1997 to facilitate data management in the Recent mammal collection of Texas Tech University WildCat consists of four distinct parts the third oi which WildCat III is a data entry a
24. ng ali tissue data from each specimen in the field When the collection of tissues are returned to the museum then all the vials should be scanned and inventoried to determine if any samples were lost unlabeled mislabeled or otherwise problematic Inventory taken at the time of tissue installation will ensure that the records for the tissue collection are accurate and verified Most problems associated with any electronic data capturing system can be overcome with patience proper usage and practice As discussed previously detailed knowledge of hardware and software associated with WildCat III is imperative for the operator to perform successfully Furthermore adequate knowledge of WildCat III and the NSRL s bar coding process is important for all members of a research team using this system as the accuracy and completeness of initial data has a lasting effect on all subsequent data handling procedures Typing data into and navigating through WildCat 19 IH takes time which may not correspond exactly to a traditional field oriented specimen preparation schedule but further field experience with WildCat III should ease this problem 20 CHAPTER IV CONCLUSION Any discipline based on tradition such as museum collections management or mammalogy field methods is likely to resist change and introducing electronic equipment to a paper based data recording methodology certainly qualifies as change In order for new technol
25. o the need to put tissues in the liquid nitrogen tanks before they begin to degrade These two factors restricted the computer operator s ability to use the bar code scanner to inventory tissues during this field test During this study it was decided that the computer operator would enter all of the tissue inventory data by hand to prevent slowing the specimen processing by the 17 preparators However when the bar code scanner is used in the field to expedite data entry some data must still be entered by hand For example if additional vials or tissue types are saved for which no bar coded 13 labels have been pre printed adrenal gland for example these data must be entered manually When multiple tubes of one tissue type are collected and only one label is bar coded the bar coded tube is scanned as many times as necessary to account for all the extra tubes of a given sample or the number of tubes may be typed manually While the computer software performed well the computer hardware was more problematic When fully charged the laptop computer s lithium battery provided power for only two hours of continuous use The additional battery helped provide extended power as it too lasted two hours but changing the battery and re booting the computer during a specimen preparation session caused undesirable delays in data capture Asa result the computer was often powered by automobile batteries and wall outlets when available This dependenc
26. ogies and methods to be of value they must be embraced by all those involved with the project According to the Society for the Preservation of Natural History Collections 1994 maintenance of data and collection documentation is an important responsibility of any person who may collect prepare use and care for scientific specimens General knowledge and correct utilization of programs such as WildCat III are essential to their livelihood in data management procedures Designing testing and implementing computer technology generates attention to detail and general review of the value of current data and collection management methods As new fields of science such as bioinformatics are emerging much more scientific data will be in demand Undoubtedly efficiently managed mammal collections benefit the researchers who use them but such collections also serve a broader constituency Likewise bioinformatics is relevant to scientists and the general public as well Data sets used in fields like bioinformatics will need to be larger more complex and diverse Baker et al 1998 to help us understand and make decisions concerning biodiversity environmental quality and resource distribution Parker et al 1998 Data management constitutes a great portion of mammal collection management and the 21 importance of good data management cannot be over emphasized Complete accurate and efficiently managed data make individual specimens more valua
27. or Inventory or use the back button on your browser 29 Country Enter data in ALL CAPS COUNTRY is entered automatically by clicking DUPLICATE RECORD on the Record Manipulation Controls Data in this category are to be written out completely and anglicized or transliterated before data entry e g UNITED STATES or PEOPLE S REPUBLIC OF CHINA Pura to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 30 State we Enter data in ALL CAPS STATE is entered automatically by clicking DUPLICATE RECORD on the Record Manipulation Controls Enter the state province or other first level political subdivision of the collecting locality Back to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 31 County Enter data in ALL CAPS COUNTY is entered automatically by clicking DUPLICATE RECORD on the Record Manipulation Controls Also enter the appropriate geographic designation abbreviation CO county PAR parish DIST district DEPT department ID island 1DS islands Do not use a period following the abbreviation pack to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 32 Locality Enter data in ALL CAPS LOCALITY is not entered automatically by clicking DUPLICATE RECORD on the Record Manipulation Controls It is vital
28. pplication for use in house and in the field WildCa ITI allows a new approach to data management by introducing computerized data entry into the first stages of data gathering rather than at the more traditional final stage This thesis determines the effectiveness of WildCat III in the capture of field generated data provides information concerning the use of computers in field situations and discusses the impact electronic data capture has on mammal collections management LIST OF FIGURES Relational database design schematic illustrating the linking of separate tables using key fields AAA Completed field data ledger TK Tissue and Karyotype sheet Bar coded specimen tags tissue tubes and tissue tube stickers Bar code Scan Stop Card teuntmern din tent I Site data capture screen from WildCat III e I vi CHAPTER I INTRODUCTION The quality of data associated with specimens in systematic mammal collections has long been a concern not only for researchers but also for museum professionals responsible for maintaining such collections In many museum collections where research and exhibition are practiced the data associated with a specimen quite often determines the value of that specimen According to Hall 1962 the data associated with a specimen may be more valuable than the specimen itself Therefore maintenanc of collection related data is of utmost importance to ensure the perpetual
29. pproach for the Life Sciences Occasional Papers Museum of Texas Tech University 186 1 1 8 pp Society for the Preservation of Natural History Collections 1994 Guidelines for the Care of Natural History Collections Collection Forum 10 1 32 40 pp Yates T L 1987 Value and potential of the collection resource pp 9 17 in Mammal Collection Management H H Genoways C Jones and O L Rossolimo eds Texas Tech University Press 219 pp 23 APPENDIX ON LINE USER S MANUAL FOR WILDCAT III www nsr wildcat 24 Welcome to WildCat III BS witacat III is the NSRL s data entry application for use in house and in the field As a part of the NSRL s relational database management system written in Microsoft Visual FoxPro WildCat II reduces data transcription and errors commonly associated with a hand written data management system WildCat III allows data to be entered directly into the computer during the first stages of the data gathering process The NSRL is currently testing the use of computers and WildCat ID in the field as Texas Tech s mammalogists gather specimens and data to provide valuable information about our natural surroundings Tour WildCat MI Berne NSRL s Mammal Collection Data Standards Guide is used to assist data entry using WildCat ITI The standards outlined in the NSRL s guide are based on Documentation Standards for Automatic Data Processing in Mammalogy version 25 2 0 American So
30. puters can complete better than humans such as generating reports searching for particular data or creating labels Electronic databases can allow for the storage of more data greater access to data and more efficient processing of data but no computer can do any specific task without being told to do so Without proper programming a computer will not curate a collection ensure data accuracy or completeness or solve collection management problems Computer are best used as collection management tools McLaren et al 1987 The mammal collection database at the Natural Science Research Laboratory NSRL of the Museum of Texas Tech University was updated in 1997 from a flat database model to a relational database model The NSRL s flat database stored data fo every specimen in the collection in a single table similar in structure to a spreadsheet Entering all the data for every specimen in a collection created a great deal of redundancy where many of the specimen records contained identical data Maintaining data in a flat database system consumes time for data entry leads to a greater chance for error as data are entered repeatedly uses greater physical space on a computer hard drive and results in slower and limited searching and printing capabilities Monk 1997 To increase the efficiency of data handling the NSRL moved to a relational database model written in Microsoft Visual FoxPro Relational databases reduce data redundancy by
31. rate and concise initial database Likewise subsequent collection management tasks such as generating reports inventories and catalog sheets will be made easier less time consuming and more error free CHAPTER II MATERIALS AND METHODS WildCat II WildCat is a relational database management system developed in 1997 to facilitate data management in the Recent mammal collection of Texas Tech University A relational database management system is a software program used to create maintain modify and manipulate a relational database Hernandez 1997 p 17 WildCat consists of four distinct parts the third of which WildCat HI is a data entry application for use by researchers in the field and museum staff members in house WildCat III allows a new approach to data management by introducing computerized data entry into the first stages of the data gathering process rather than in the more traditional final stage Computerized data capture early in the data gathering process benefits general data management by reducing errors associated with transcription and by decreasing time attributed to maintaining a hand written cataloging system Relational databases reduce data redundancy 1 e a WildCat III user needs not repeatedly enter site information for each specimen from the same locality Site data are entered once in WildCat IH and linked to each of many specimens that may have been collected and processed from that site In the
32. s ok Ectop stes 0 Embryo ME 0 Pons page is used for recording the Preservation Status and INVENTORY for each specimen on this page data may be entered by hand typing or scanned from bar codes on the specimens NEW RECORD DUPLICATE RECORD and DELETE RECORD on the Record Manipulation Controls are unavailable on this page as are the Navigation Controls The only INVENTORY record available is the one that was active on the COLLECTION DATA screen when the INVENTORY screen or tab was activated The navigation controls can be re activated by using the navigation menu in your computer s toolbar This will allow access to other records but always verify the specimen number before making any changes Click on the folder tabs to view other screens Site Data Field Notes Coll Data and Prep Data Puro click on Record Manipulation Controls Navigation Controls Field Number Preservation Preservation Comments Scan Inventory or Vital Tissues 59 Preservation F Skin f7 alcohol F Skui F Other Prep fT Skeleton 7 Tissues PRESERVATION data may be hand entered by using a mouse click or by using the arrow keys and hitting the space bar Click all parts that apply for one specimen i e skin skull skeleton and tissues Data are preferably entered using a bar code scanner Click SCAN INVENTORY and use a portable bar code scanner to scan the bar codes of the different specimen parts skin tags skull tags
33. skeleton tags alcohol tags and tissue tube stickers The computer automatically puts the scanned information in the appropriate sections of the INVENTORY screen for that particular record and matches scanned information to other records as well To stop scanning bar codes and return to keyboarding data scan the bar code scan stop code provided by the NSRL Pura to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 60 Preservation Comments Preservation Comments Enter PRESERVATION COMMENTS data in ALL CAPS such as ADDITIONAL LIVER IN LYSIS BUFFER bc to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 61 Scan Inventory Click here to prompt computer to accept data from bar codes The computer will alert the user if an attempt is made to SCAN a bar code for which collection data has not been previously entered eack to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 62 Vital Tissues T RERERERA IK Liver Muscie Spleen Lung Testis Embryo VITAL TISSUE data may be hand entered by using a mouse click or by using the arrow keys and hitting the space bar Click all tissue types that apply for one specimen i e H K liver muscle spleen blood and karyotype Data are preferably entered using a bar code scanner Click SCAN INVENTO
34. ssue inventory Errors in the frozen tissue inventory can be reduced by using the bar code scanner to enter tissue data rather than typing the data by hand When the hand held bar code scanner is used a temporary holding freezer or ice chest would allow the computer operator to scan tissues into WildCat HI at a less frantic pace An intermediate island freezer for temporary cold storage of tissue tubes would increase the computer operator s access to such material as the tissue tubes are inaccessible once they are dropped in the liquid nitrogen tanks Also a smaller ratio of preparators pulling tissues to data entry personnel would permit the use of bar code scanning equipment in a more efficient manner However these two 18 alternatives may not be feasible in many field situations and therefore do not solve the current difficulties experienced in the field collection of tissue data During this field test problems occurred in recording and verifying all the variations associated with tissue collection in the field primarily because WildCat III uses two modes of data entry keyboarding data and scanning bar codes As currently designed the two modes of data entry cannot be used simultaneously entering tissue inventory using the bar code scanner interrupts the keyboarding process To minimize such disruptions it may be more feasible to use WildCat III only to record variances in standard tissue data for each specimen rather than recordi
35. storing related collection data in separate tables and linking those tables via key fields Fig 1 By restructuring the flat NSRL database into linked tables like collecting site data specimen data and inventory data the physical size of the database is reduced a great deal of data redundancy is eliminated and the data is much more efficiently accessed and retrieved Monk 1997 series z fialdnum fieldnum f skin genus skull species PS skeleton ag alcohol tissues Figure 1 Relational database design schematic partial illustrating the linking of separate tables using key fields in bold typeface LU Although computers and relational databases do indeed offer great advantages to data management the placement of computer use in typical collection management procedures can actually alter a computer s effectiveness For example entering data into a computer at the end of a series of data handling steps will not save effort associated with recording field and museum data by hand deciphering non standard data and transcribing that data into various ledgers and catalogs by hand Ultimately data entry at the end of data handling only serves to record less complete and less accurate data from a great number of data sources By introducing computerized data entry into the first stages of the data gathering process many labor intensive and error prone data handling steps can be avoided thus resulting in a more complete accu
36. that the LOCALITY description is uniquely identifiable If it is necessary to use identical LOCALITY descriptions e g CHAPPARAL WMA then add an identifier such as SITE 1 or TRAP LINE A bea to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 33 Collector Cottector 3 E Sa Enter data in ALL CAPS COLLECTOR is entered automatically by clicking NEW RECORD or DUPLICATE RECORD on the Record Manipulation Controls Note that COLLECTOR is used by the system in identifying unique site descriptions A group of people in a collecting trip are best identified by the name of the main COLLECTOR such as BAKER R J ET AL with the names of other individuals listed in the field notes Bp ack to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 34 Global Position Data Fields Enter GPS data for ZONE EASTING HEMISPHERE NORTHING UTM coordinates or LATITUDE LONGITUDE ELEVATION UTM data are preferred over LAT LONGs when given a choice Zone o Enter numerical data only 2 digits If GPS software hardware is installed the computer enters this data automatically See TYPE Hemiaphere o Enter 2 character code e g NO or SO o If GPS software hardware is installed the computer enters this data automatically See TYPE e Enter numerical data only 6 digits e If GPS software hardware is inst
37. tions throughout the entered field notes pack to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 43 WildCat III Tour Collection Data Screen Cat H Preparstor Preparation Date tt Bernis page is used for the entry of COLLECTION DATA for each specimen The computer will prompt the user to enter a new FIELD NUMBER in order to create a new record NEW RECORD on the Record Manipulation Controls will create a blank record except for COLLECTOR which is entered automatically DUPLICATE RECORD on the Record Manipulation Controls will duplicate all data except PREP NUMBER It is possible to use the DUPLICATE RECORD command from any pre existing record not only the last one entered Select the diesired record with the Navigation Controls and click DUPLICATE RECORD Erick on the folder tabs to view other screens Site Data Field Notes Prep Data and Inventory ur click on Record Manipulation Controls Navigation Controls Collector Collection Date Preparator Preparation Date Prep Number Field Number Source Identification Collecting Localities and Assign Site Collection Date Collection otef r COLLECTION DATEs are entered as mm dd yy all numerical values COLLECTION DATE is entered automatically by clicking DUPLICATE RECORD on the Record Manipulation Controls Pb to Site Data Field Notes Coll Data Prep Data or Inven
38. tory or use the back button on your browser 45 Preparator veer Enter data in ALL CAPS PREPARATOR is entered automatically by clicking DUPLICATE RECORD on the Record Manipulation Controls Back to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 46 Preparation Date EN TR PREPARATION DATES are entered mm dd yy numerical values only PREPARATION DATE is entered automatically by clicking DUPLICATE RECORD on the Record Manipulation Controls Pura to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 47 Preparation Number Enter data in numerical values only PREP NUMBER is NOT entered automatically by clicking DUPLICATE RECORD on the Record Manipulation Controls Data must be entered by hand It is not necessary to note PREP NUMBERS in FIELD NOTES as any reports generated will automatically include this data Bra to Site Data Field Notes Coll Data Prep Data or Inventory or use the back button on your browser 48 Field Number Field Humber po If data are entered using the bar code scanner o The FIELD NUMBER acronym text only such as TK or FN is automatically entered in the first box The FIELD NUMBER numerical values only is automatically entered in the second box If data are entered by hand e Type the FIELD NUMBER acronym text only such as TK or F
39. value of scientific specimens Traditionally in many mammal collections the primary source of data for a specimen is the specimen tag Data tags are immediately visible thereby facilitating collection organization and other management duties However data tags hold a limited amount of information on a relatively small space Maintenance of secondary data sources such as field notes personal journals and preparation catalogs collection catalogs inventory lists accession cards and loan records is imperative for collection data to be complete and accurate Historically processing primary and secondary data was accomplished using various hand written methods As collections grew paper base data collections also grew but soon became redundant disorganized unmanageable and inaccessible Data must remain accessible to remain valuable Yates 1987 To make data management simpler and more effective museum professionals turned to technology In the past various technological advances such as typewriters were used to enhance data handling but computers soon became the tools of choice for curators collections managers and museum registrars to aid in data management Computers have been used as collection management tools to varying degrees of success and today electronic data management still offers particular advantages to users In any museum collection not only mammal collections computers should only be used for those jobs which com
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