The Importance of Standardization of the Data Format:

A Case Study from the National Herbarium

of the Netherlands

Universiteit Leiden

Willemse, L.P.M., Mols, J.B., Welzen, P.C. van & Smets, E.F.

(willemse@nhn.leidenuniv.nl)

Standardization:

The process of ensuring that the electronic storage of (biodiversity) information is consistent within and between databases in such a way that information is similarly structured and the individual basic data elements have an identical format.

Data format:

The exact layout and text arrangement of the contents of a basic data-element including guidelines on how to deal with exceptional/ extraordinary instances.

Universiteit Leiden

NHN digitization

• start 1996

• project - permanent

• taxon – region - group

• 850,000 specimens (out of 5.5 million)

• off the shelf software

• three branches

Introduction

www.nationaalherbarium.nl/virtual/

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Data structure• HISPID

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Introduction

Standardization of:

Data

• plant distribution

• ISO country code

• author abbreviation

• collections

• periodicals

Protocol:

• description

• domain/value

• syntax

• guidelines

• annexes

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Introduction

Software used at the NHN: BRAHMS

Data files with botanical specimen data handled between 1996 – 2006

• from the Leiden branch of the NHN

• from the other two branches of the NHN

• from institutes worldwide

• from herbaria participating in SEABCIN (KEP, SAN, SAR, BKF, SING, BO, PNH)

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Data format

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www.seabcin.org

Data format

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Data format

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Data format

The same

Different

Collector names:

www.nationaalherbarium.nl/fmcollectors/

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Data format

Collector names:

• different notation

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Data format

Collector

Willemse, L.P.M.

Willemse, L.

Willemse

Collector Addcoll

Mogea W.J.J.O. de Wilde

J.P.Mogea W.J.J.O. de Wilde

Mogea, J.P. Wilde, W.J.J.O. de

Mogea & W.J.J.O. de Wilde

Mogea; W.J.J.O. de Wilde

J.P.Mogea & W.J.J.O. de Wilde

J.Mogea & W. de Wilde

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Data format

Collector names:• different notation

• more collectors

Addcoll

P.C. van Welzen

van Welzen, P.C.

Van Welzen, P.C.

Welzen, P.C. van

Universiteit Leiden

Data format

Collector names:• different notation

• more collectors

• prepositions

Collector names:• different notation

• more collectors • prepositions

• Titles/ranks & composition

title/ranks

composition

Sarifa Abu Bakar

Postar Jaiwit Miun

Yu Ming Ju

Ignatius Bernard

Duanis GuritamDr./Ir./Prof.

Hj. (Haji)

Mr./Mrs./M.

Père/Father

F.G./D.O.

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Data format

Collector Addcoll Prefix Number

Anderson, J.A.R. S 27682

Anderson, J.A.R. S27682

S Anderson, J.A.R. 27682

Universiteit Leiden

Data format

Collector number:

insitute series

Collector number:• insitute series

• used more than once

Collector Addcoll Prefix Number Suffix

Clemens, J. Clemens, M.S. 30339

Clemens, J. Clemens, M.S. 30339 A!

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Data format

Collector number:• insitute series• used more than once

• more series

Collector Prefix Number Suffix

Beccari, O. Musci 167

Beccari, O. 167

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Data format

Collector number:• insitute series• used more than once• more series

• compound numbers

Prefix Number Suffix

920419-1/7

920419-1/ 7

920419- 1 /7

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Data format

• Data from different sources are rarely completely consistent

• Differences in format are “difficult” to solve (in comparison with differences in structure)

• Differences interfere with data exchange

• Many factors cause these differences

• Standardization data format underrated

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Conclusions

• more effort in promoting and findingmeans to enforce standards

• expand HISPID

• develop standard specimen labels

• standard for collector names

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