NAPIS® Collection: Terrestrial Collection

From the NAPIS main menu select Collection | Terrestrial Organisms | Collection Data to open a Terrestrial Collection Data Record.

The Terrestrial Collection Data Record is used for documenting a taxonomically distinct organism collected from a Site, as well as the one or many biomass samples collected from that organism. This Data Record uses a 'tab-form' motif, and is similar in look and feel to the Marine Collection Data Record and the Microorganism Isolate Record.

TAXONOMY TAB-FORM

Systematists classify organisms phylogenetically using approximately nineteen different taxonomic levels (not including tribes, for example), whereas the NAPIS design uses only nine. This design strategy simplifies the taxonomic assignments to a level that is appropriate for natural products discovery and relieves a data-entry burden from the user.

A binary large object (BLOB) photo can be saved on the Taxonomy form for each Collection, allowing users to scroll through records looking at the photos much like they would leaf through a series of printed papers.

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With the scroll buttons in the tool-bar, you can view the sequence of Collection records.

The 'Site' button in the tool-bar opens the Site Data record that corresponds to this Collection, and the 'Chemistry' button opens the associated Chemistry eNotebook.

Taxonomy data are entered using pull-down lists. Alternatively, you can enter a 'Genus' value and back-populate the higher taxonomy fields where the 'Family' field is empty. Or, you can enter a 'Family' value and back-populate the higher taxonomy fields where the 'Order' field is empty. When entering data to assign higher taxonomy, NAPIS is case-sensitive and requires all CAPITAL letters for the values. Move off the field using the Tab key to execute the back-population of higher taxonomy data.

The Variant and Authority can be automatically populated by clicking the '...' browse button to the right of the Species field, or they can be entered manually.

The Common Name is phylum-specific and is entered via a pull-down list, or it can be entered manually.

The Morphology, or habit, of an organism is defined using a lookup table whose values populate the pull-down list, or it can be entered manually.

Taxonomic Determinations are tracked by NAPIS, so the investigator responsible for the current determination should be entered on the form along with the Determination Date (which is entered using the 'Set' button to open a calendar, where the date is selected using mouse clicks, and not entered at the keyboard).

The Taxonomy Note field is for recording knowledge about taxonomy. It is not searchable in the database, but may be used in reporting.

The 'Save Taxonomy' button saves the current taxonomic determination, allowing an investigator to enter an alternative determination in the future. All past determinations that have been saved can be viewed by selecting the 'Other ID's' button.

The Is Taxonomy Complete? radio-button is designed for overall records management, allowing you to query for all records that are not complete to assess the taxonomy work remaining on your database. Selecting 'Yes' has system auditing consequences displayed on the Control tab-form.

A Thumbnail Photo of the organism can be saved to the database with a right-click on the photo field and 'Paste' from the clipboard (for an image stored in Windows memory) or 'Paste From' a discrete file (*.bmp) that is selected using the 'Browse' dialog. These images are stored in a field in the database table, so try to keep your image file sizes as small as possible for optimal network performance.

The Vicinity Map shows the collection site location. Single-click on the map for access to the NAPIS-GIS features.

BIOLOGY/ECOLOGY TAB-FORM

The Biology/Ecology tab-form is designed to document characteristics that are specific to the organism. Throughout the NAPIS development effort careful consideration was given to include the most appropriate fields for recording these data, a particular challenge with this form. It is important to not burden users with unnecessary data-entry, while providing an adequate amount of searchable fields to document the collection. The emphasis is on which "data" are important to have searchable by the database. The 'Ecology Note' field provides a place to document "knowledge" about the collection that is important to track, but will not need to be searched.

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Evidence of Grazing, Evidence of Wasting, Odor, Abundance, and Rationale are defined using lookup tables whose values populate the pull-down lists.

Color communication is an example of how to manage "data" vs. how to manage "knowledge". In NAPIS, color is communicated according to a controlled format. Documenting the color of an organism or its parts is done using only primary or secondary color names, in addition to the appearance (e.g. light or dark) of the color. Use the 'Set' buttons to open a dialog for entering the color description with radio-button choices or with a Pantone color number from the pull-down list.

The Ecology Note field is for recording knowledge about biology/ecology. It is not searchable in the database, but may be used in reporting.

SAMPLE TAB-FORM

This is where the relationship between the one Collection (a taxonomically distinct organism) and the many Biomass Samples (e.g. roots, bark, twigs) is managed. Each biomass sample is assigned a unique Sample ID. Enter additional biomass samples for this Collection by selecting Record | New Record from the menu while you are on the Sample tab-form.

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When the Sample tab-form is active, the scroll buttons on the tool-bar are constrained to the Samples for the current Collection.

The Organism Part is defined using a lookup table whose values populate the pull-down list.

Hazards, such as sharp parts or toxic constituents that should be noted for safe handling, are defined using a lookup table whose values populate the pull-down list.

The Initial Wet Weight (g) of the Bulk Sample is entered on this form, and will be detracted from as transactions with the NAPIS database occur, changing the values in the Remaining Material fields.

The Container, Status, and Storage fields are a common feature throughout NAPIS where material sample quantities are tracked.

The 'Sample Submittal' button opens a list of submittals and work orders that were created for processing and distribution of biomass samples from the parent Collection. NAPIS maintains an extensive archive of these related records.

VOUCHER TAB-FORM

A voucher is a specimen saved for accession to a herbarium or museum. Vouchers may be dried plant samples or fixed and preserved organisms in a solvent like ethanol. The Voucher tab-form documents how many voucher specimens were taken and tracks their distribution. These specimens play an important role in verifying the taxonomic origin of a biomass sample requiring museum curation. NAPIS is not a curatorial program, but does support researchers in the initial management of these related specimens.

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The Container, Status, and Storage fields are a common feature throughout NAPIS where material sample quantities are tracked.

The Curation Type Number is entered from the keyboard.

Herbarium Labels can be created and printed by the system. These labels are attached to each of the voucher specimens to support their curation.

The 'Voucher Submittal' button at the bottom of the form opens a list of submittals and work orders that were created to track the distribution of vouchers for the parent Collection.

ETHNOBOTANY TAB-FORM

The Ethnobotany tab-form documents 'Medicinal Uses' and 'Local Names'. Each section has a one-to-many relationship with the Collection (a taxonomically distinct organism). Both sections have their own scroll bar and panel for creating and viewing records. The design of this tab-form is based on the U.S. National Cancer Institute format.

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Enter a link to an External Document if you have a file with additional ethnobotanical information. Once a document has been linked, clicking the '…' button will open it.

The scroll buttons in the Medicinal Uses and Local Names fields are constrained to those areas of the current Collection.

The Medicinal Use and Parts Used of the organism are defined using lookup tables whose values populate the pull-down lists.

The Preparation, Informant, and Comments fields are for recording knowledge about the medicinal use and are not searchable in the database.

The Local Name of the organism is defined using a lookup table whose values populate the pull-down list.

The Informant for the Local Name can be entered at the keyboard.

To Add or Delete a Medicinal Use or Local Name, click the '+' or '-' signs on the form.

CONTROL TAB-FORM

The Control tab-form contains non-editable details about the Collection Data Record. The only editable field is the Is Collection Record Complete? radio-button that is designed for overall records management, allowing you to query for all records that are not complete to assess the work remaining on your database. Selecting 'Yes' has system auditing consequences displayed on this tab-form.

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PHOTOS TAB-FORM

Many images of an organism can be linked to one Collection Data Record. The Photos tab-form can display the images by linking to a discrete file-name via an explicit path. File size is not as important when working with linked files as it is when inserting a BLOB, though image size does affect network performance. Please see a description of image handling in NAPIS for more information. Stored images are viewed by double-clicking on their image file names.

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Click the 'Add Image' button to open the Select Image File Name dialog and link to a discrete file name.

Meta data, such as the person who took the photo and the equipment used, can be entered for each photo.

Explicit paths are set in the lower right corner; you may have images stored on your computer, on a CD-ROM, or somewhere on a file server.