1. There is a working list for imaging that details the cabinet contents and specimens to image and specimens not to image.

2. Locate the starting point or where the last image was carried out on the list and in the cabinet.

3. Pull the next folder that has not been imaged.

4. Choose the specimens you plan to image. To do this, examine each specimen to find the taxon, country and state. Image specimens based on the following guide:

5. Image all specimens from Florida, including cultivated.

6. Taxon occurs in Florida: these specimens should be in a folder with the genus and species name on it. Image these specimens for all geographic areas. In some cases the folders are color coded. In other cases, the specimens are separated geographically within paper sleeves.

7. Taxon does not occur in Florida: image only the specimens from:

Alabama Arkansas
Delaware Georgia
Kentucky Louisiana
Maryland Mississippi
North Carolina South Carolina
Tennessee Virginia
West Virginia


Taxa not from Florida should be in one of the following types of folders:

8. Ignore blue, yellow and purple folders with only the genus on them.


√ = already databased
= already databased and imaged
= already databased and imaged
\ = already imaged (but, tag and notify the Collection Manager)
O = already databased as minimal
Ø = already databased as minimal and imaged


10. Pencil an “s” at the bottom left corner of each sheet you image, or, on the bottom as far to the left as possible. Do not write on labels or annotations.

11. See the Imaging Workflow guide for camera and software setup and imaging.

Pay special attention to the following:

Some struggles and solutions

1. Specimen does not have a barcode: look for it and place it on the sheet following the barcoding protocol.

2. The cursor is out of barcode field, you read the barcode and a black image will appears. Erase that image immediately and read the barcode again.

3. The image is out of focus: click on live view, click on AF and focus in a different place until you get a green rectangle; then close live view and take the image again.

4. If the amount of the images does not match with the amount of data in the skeletal file, look for duplicate images or data.