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:
|North Carolina||South Carolina|
Taxa not from Florida should be in one of the following types of folders:
- Manila folder with only the genus name on it. This is likely to be the only folder for the genus.
- Manila folders the end of the genus and marked with the genus name and “END.”
- Green folders at the end of the genus. These will contain specimens from Canada and the United States.
8. Ignore blue, yellow and purple folders with only the genus on them.
9. DO NOT IMAGE THE FOLLOWING SPECIMENS
- Rare and endangered species (these should already be marked those off the working list).
- Specimens with the following marks in or near the bottom left corner:
|√ =||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:
- The herbarium where the specimen originated from may not be the same as the state where the specimen was collected. The originating herbarium is often a header or footer on the label.
- Specimens may have handwritten labels so read carefully.
- Specimens may have the state name abbreviated with two or even four letters while some write out the names in full.
- If there is not a county on the label, skip this field for all states except Florida. You will need to look up the county, if it is not on a Florida specimen.
- If the label has no country or state, ask the Collection Manager.
- Make sure the barcode matches the accession number.
- Be sure that the specimen is placed with the top to the right in the light box (label to the front left).
- Be sure that specimen’s left edge and top are aligned with the light box’s left and top edges.
- If the specimen is bent, use the magnets to get it flat.
- Be sure that the cursor is placed in the barcode field before you scan the barcode.
- The barcode sometimes misreads the barcode. Double check it.
- When you finish imaging a taxon, put a check in the list that is in the white folder.
- When you finish a session, be sure that the number of pictures matches with the data rows in the skeletal file.
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.