Q4 2024: Requests for updates to Herbarium Workflow Guides

[nms419]

Updates needed July - September 2024.

Herbarium Imaging Guide:

• [x] Expand on missing barcodes, incorporating the new protocol of a reference barcode #101
• [x] A lot of the ' What to do...' section is from when we still used shapes to indicate MSO's and MOS's. Edit out any redundant scenarios.
• [x] Update and clearify the MOS/D-BC section. Maybe update D-BC name?
• [x] Add 'Electronic Shutter Set Up' to 'Inital Camera Set Up'
• [x] Edit name to follow version convention
• [x] Add a checklist of workflow points to the workstation
• [x] Add the Calibration Protocol

Herbarium Barcode Workflow Guide:

• [x] Decide where to note signifiers for MSO's (e.g. a), b), 1., 2. etc). Next to or under the barcode?
• [x] Edit name to follow version
• [x] Change the title to "Herbarium Barcoding Guide" to follow the format of the Herbarium Imaging Guide
• [x] Added a small section on how to open the SQLite database and the need to check the records at the end of a session before export. The Digi App Guide is still the main source for these intstructions and is referred to in the guide.
• [x] Added graphic elements to help make the workflow easier to read.
• [x] Added the specific placement of barcodes for each institution.

Herbarium Imaging Issues Protocol:

• [x] CG edits incorporated
• [x] Sub-number formatting replaced by dots to streamline
• [x] Name changed from Herbarium_Imaging_issues_protocol_v2 to Herbarium Issues Protocol v.3.0.0

[chelseagraham]

Please print up copies and include at all workstations once revisions have been made and accepted.

Ideally - save on workstation desktops - as agreed at our digitiser meeting

[RebekkaML]

Regarding the imaging guide, Pip suggested to explain the missing barcodes / MSOs table in the Issues log in more detail, especially the new format with the reference barcode (#101). At the moment it only says "flag the specimen in the Issues Log, as not entered into app", which we could expand a bit.

[PipBrewer]

In herbarium imaging guide on page 13 it says "If you encounter a multi object specimen containing multiple barcoded specimens and labels on the same sheets". Surely this should say multi specimen object, not multi object specimen?

[PipBrewer]

Can we add links to easily navigate the document as agreed at one of our team meetings? So that when you click on the contents section - you go directly to that section?

[PipBrewer]

Perhaps instead of saying disposable barcode - we could call them linked asset identifiers?

[nms419]

Can we add links to easily navigate the document as agreed at one of our team meetings? So that when you click on the contents section - you go directly to that section?

This is already implemented. You should be able to jump to the relevant section by using ctrl+click in the table of contents. Any reference to a section (e.g. "see 'Intial Install'") should also be a hyperlink.

[nms419]

In herbarium imaging guide on page 13 it says "If you encounter a multi object specimen containing multiple barcoded specimens and labels on the same sheets". Surely this should say multi specimen object, not multi object specimen?

It's definitely worded unclearly. I think it might actually refer to MOS's with labels on all sheets? Do they still need to be linked with a D-BC?

[chelseagraham]

Please add to the Herbarium Imaging Guide camera set-up section how to ensure the camera is set to electronic shutter (with screenshot from Fuji guide, if possible).

[nms419]

Please add to the Herbarium Imaging Guide camera set-up section how to ensure the camera is set to electronic shutter (with screenshot from Canon guide, if possible).

Screenshots from the guide is absolutely possible, but surely it would make more sense from the Fuji guide for the Herbarium?

CG: Yes ;) I don't know my own name today! I've edited it now.

[PipBrewer]

In herbarium imaging guide on page 13 it says "If you encounter a multi object specimen containing multiple barcoded specimens and labels on the same sheets". Surely this should say multi specimen object, not multi object specimen?

It's definitely worded unclearly. I think it might actually refer to MOS's with labels on all sheets? Do they still need to be linked with a D-BC?

Yes.

[nms419]

Document title of the guides have followed "x edit yyyymmdd"-format to differentiate between them.

This has been changed to "v.1.2.3"-format where 1 signifies major changes, 2 substantial changes and 3 minor changes (starting at v.1.0.0).

Quaterly updates fall under number 2.

Old versions in the Archive have had their version number added in paranthesis and current guides in the Master folder have had their title changed to version format with a 1 at the end to signify a title change.

The new version-format follows the old edit-format - 1st edit has become v.1.1.0, 2nd edit is 1.2.0 etc. The date of the edit can still be found in the documents header.

Currently we are updating Herbarium Imaging Guide v.1.4.0 and Herbarium Barcode Workflow Guide v.1.3.0, which can be found in the "Editing in process" folder.

[nms419]

When dealing with Herbarium MSO's, we write the number or letter of the label/specimen that the barcode is assigned to in pencil.

It's my impression that most digitizers write the identifier under the barcode (which is the instruction in the Issues Protocol), but the Barcoding Guide says to write it next to the barcode.

It seems like there is less chance of confusion if the identifier is written under the barcode, but please let me know of any arguments to the contrary.

If there is no objections I'll edit the Barcoding Guide to be in alignment with the Issues Protocol.

[PipBrewer]

When dealing with Herbarium MSO's, we write the number or letter of the label/specimen that the barcode is assigned to in pencil.

It's my impression that most digitizers write the identifier under the barcode (which is the instruction in the Issues Protocol), but the Barcoding Guide says to write it next to the barcode.

It seems like there is less chance of confusion if the identifier is written under the barcode, but please let me know of any arguments to the contrary.

If there is no objections I'll edit the Barcoding Guide to be in alignment with the Issues Protocol.

What is the purpose of writing an identifier? Where is this decision documented? @chelseagraham

[chelseagraham]

This is in the Issues Protocol (N:/SCI-SNM-DigitalCollections/DaSSCo/Workflows and workstations/GUIDES/2 Masters/Herbarium Guides/Herbarium_Imaging_issues_protocol_v2.docx) written by Matilde after very close collaboration and discussion with the Collections Managers, including Jens. The date on it is 11 January 2024, but I believe that she was in discussion about this particular issue earlier even that and it had been adopted as a protocol from a much earlier point. I can still bring this up in our next Herbarium Catch-up in September.

[PipBrewer]

@chelseagraham No need if it has been fully discussed and documented and doesn't slow down digitisation. Thank you.

[chelseagraham]

We discussed it during the training yesterday and the CMs are happy with what has been discussed, documented and applied :) I will delete it from the September Catch-up Meeting agenda!

[nms419]

Regarding the imaging guide, Pip suggested to explain the missing barcodes / MSOs table in the Issues log in more detail, especially the new format with the reference barcode (#101). At the moment it only says "flag the specimen in the Issues Log, as not entered into app", which we could expand a bit.

I have edited this specific "what to if":

It is still very simplified, but I feel like the sheet Rebekka has set up explains it self so well that it is not necessary to expand further in the guide. Let me know your thoughts :)

[chelseagraham]

Please incorporate the Calibration Protocol in the guide Please ensure that MOS and Label data matrix use is clear in the guide

[nms419]

Please incorporate the Calibration Protocol in the guide Please ensure that MOS and Label data matrix use is clear in the guide

For now this is the wording, but final format depends on the solution of Issue 287.

[PipBrewer]

Check that the guide is Institution agnostic and more general, with any specific things that are local - taken out and referenced as appendices

[chelseagraham]

As we agreed at the Digitizer Meeting yesterday, @nms419 Please release the newest version that you have worked on once all items are addressed except making the guide more generic. A further version can then be released that is more generic.

[nms419]

Guides updated and placed in the Masters folder. Old version moved to the Archive folder. New guides will be printed and placed by the workstations.