Process for collecting and documenting Species

Process for Specimens

This is an outline of the process I use to keep track of my specimens and data records.

  1. Take pictures
  2. Collect specimens
    • Put in numbered vials and record vial number and photo number
  3. Take data on weather
    • Temperature degree
    • Dew Point degree
    • Humidity %
    • Wind Speed
    • Wind Direction
    • Baro Pressure
    • Moon Visibility %
    • Time
    • Sky
    • Date
    • Location
  4. Process Pictures (go through and check for focus)
  5. Assign catalog number in specify with data from night collection
    • Use list to assign collected specimens first.
    • Add vial number to field number
  6. Assign catalog numbers to pictures
    • Rename to location and date and catalog numbers
  7. Crop pictures to 6 x 6 inches at 100 DPI
  8. Save pictures. Set parameters to 600 x600 pixels at 100% and 100 Quality.
  9. Move originals to F: pictures/3 moth specimen photos/ (year-number folder)
  10. Import pictures to specify using attachment menu
  11. Pin Specimens
  12. Go to records in Specify and add to "Field Number" x plus the pin board location for the specimen.
  13. Export records from collection plus modified records since last export.
  14. Modify headers per specimen import on website
  15. Import pictures to website from outing corresponding to records.
  16. Run Moth ID program against folder with pictures
  17. Check results against Moth Photographer's Group website
  18. Move pictures to Identified folder
  19. Input specimen identity into Specify
  20. Move web pictures to F: pictures/3 moth specimen photos/ (year-number folder)
  21. Export updated records from specify, fix exported file to match website and load to website.
  22. Check website pictures and select new species pictures as needed. Assign number 1 and 2 to show up on genus/species of family page.
  23. Query Specify for fields not empty, select records, make records file, move to report menu and print labels
  24. After at least 2 weeks, remove specimens from pinning boards and attach labels. Remove pinning board numbers from field in Specify.
  25. Export records in Number 23 query. Retain the catalog number and Hodges Number in Excel file and add columns for size and file number.
  26. Print list and then photograph specimen.
  27. After photographing the specimens, if identification known, (Hodges Number) move specimens to Hodges number drawer. For non-moths, I use numbered drawers and add number to specimen record.
  28. If new species, make a species label and add to location in drawer.