Table of Contents

Agriculture Western Australia's Insect Reference Collection represents a significant resource for the entire State. It is a physical database of Western Australia's arthropod biodiversity built up over many decades by staff of the Agency. Many thousands of man-hours are represented in its preserved, labelled and classified specimens. It houses some 200,000 insects, including 4,000 spirit mounted specimens and 3,500 microscope slides and photographic material.

The content of the collection reflects the needs of the Agency as it is particularly strong in insect species of economic significance such as fruit flies, codling moth and its relatives, stored-product insects, wood-boring beetles and thrips. These specimens are essential reference material for any entomological research program undertaken by the Agency. Researchers use it as a repository for voucher specimens for their studies. The collection becomes essential during times of crisis such as Queensland fruit fly and codling moth outbreaks, when it becomes necessary to identify suspect adults and larvae as quickly as possible. The State Quarantine Entomologist must refer to the collection of endemic and exotic pests on a day-to-day basis when identifying insect contaminants to determine their quarantine status.

Some specimens in the Agriculture Western Australia Reference Collection were taken from around the Swan River Valley at the turn of the century and these specimens can be equated with exquisitely preserved fossils of populations which are now extinct due to man's activities. These specimens give us a unique window on the original fauna of the Perth and its environs. There are also specimens collected from the Ord Valley during the 1940's, these represent an important insight into the history of man's development of the Kimberley region.

The need for a collection database

Australia is a signatory to the International Plant Protection Convention under which countries are required to maintain an effective surveillance system for pests as well as accurate endemic pest records which can be provided on demand to other countries. Under international standards for phytosanitary measures, requirements for the establishment of pest-free area claims must be verified by official detection surveys to delimit the extent of the area. There must be an absence of official or published records in databases, libraries or collections.

Following GATT, countries will be required to provide accurate and timely information on the status of endemic pests for export trade as well as providing clear technical evidence justifying the placement of any quarantine measures against importing countries.

The Agriculture Western Australia Insect Reference Collection satisfies this requirement without the need of a computerised database however, the information, held entirely on specimen labels, cannot be indexed and requires that entomologists have access to the specimens. Often the only information required by researchers is collection data (collector, date, location, host plants etc). A remotely accessible database is the only means of providing immediate access to up-to-date information.

Invertebrate taxonomists will always require actual specimens for their work and hence there is a steady flow of specimens between taxonomic institutions. The Insect Collection Database (ICDB) provides curators with an essential tool for maintenance of loan information, updating of scientific names, spell checking of place-names, specimen label printing and more.

Development of the collection database

Databasing the Agriculture Western Australia reference collection was initiated by Kevin Richards and Rob Emery in 1988 using Borland Quattro Pro® spreadsheet. This was converted to Borland Paradox® in 1990 and by his retirement in 1992, Kevin Richards had databased some 13,000 specimens. In 1993, an entirely new database was created in Microsoft Access® by a professional database designer, Jon Wardrop. The new database was based on the Australian National Insect Collection data dictionary provided by Tracy Harwood to ensure compatibility. Microsoft Access® is the database management system used by Agriculture Western Australia. All early data was converted to the new structure.

By September, 1996, over 40,000 specimens (20% of the collection) had been databased, mostly by contract staff Natarsha Zilm and Romolo Tassone. The use of extensive use of lookup tables, combo boxes and macro's has refined data entry to the point where up to 600 specimens can be databased per person each day. In 1996 the Australian Land Information Group gazetteer of Australian placenames was purchased and linked to the ICDB to provide automatic lookups for latitude and longitude data for Australian placenames. A loans database has also been incorporated which links to a Microsoft Word for Windows® document template generating a loan issue form letter and the software can print specimen labels using fields from the database. The database is set up for multi-user use over the Agency's wide area network to allow and will soon be available for querying using CGI scripts over the World Wide Web. Provision has also been made for scanned images of specimens to be linked to database entries.

Features

• Typical data input forms can be seen here, here, here and here.
• User friendly
• Industry standard database engine: Microsoft Access®
• Compatibility: Follows the data dictionary provided by the Australian National Insect Collection.
• Data Integrity: Extensive use of relational data structures and lookup tables insures data integrity as most entries are picked from a list ensuring consistent spelling
• Designed by entomologists: Based upon the experience of numerous curators and collection managers. Built in taxonomic dictionaries are updated continuously.
• Loan Management: To make a loan, simply check the on-loan check-box in the main table, pick the name of the person borrowing the material from a drop down list and ICDB will automatically produce an invoice.
• Help System: The help system is context sensitive and available by a single keystroke for menu items, fields, files and actions. Users can add additional help information appropriate to their collection.
• Latitude/longitude information for 240,000 Australian named places is automatically inserted and linked to provide eastings and northings if required.
• Prints specimen labels
• Scanned images: ICDB allows graphics to be linked to specimen information.

Technical Requirements

• DOS and Windows 3.x or Windows95® running on an IBM compatible PC.
• Microsoft Access® version 2 or Microsoft Access95®
• Minimum of 15 megabytes of free disk space (40 megabytes if using AUSLIG® lat/longs)
• Minimum of 8 megabytes of RAM
• Microsoft compatible network for remote access.

The structure of ICDB is outlined graphically here using Microsoft Access's VIEW:RELATIONSHIPS function. The accession table is too long to fit on the graphic screen and is duplicated to the left as accession_1.

Backing up ICDb
A backup of the Insect Collection Database should be carried out daily.

To do a backup:

• Exit the ICDB input form and associated files.
• Click the Backup Menu button on the ICDB Start Form.
• Select Incremental Backup and click OK.
• Microsoft will exit the Backup when it has finished. Click the Exit button on the ICDB Start Form to exit the database.

Printing Batches of Specimen Number Labels

These labels have "Agriculture (Dept) Western Australia" and a unique specimen number. This number is important as it identifies the specimen and locates it in the collection.

To print out specimen number labels:

• Open ICDB Id. Labels in the ICDB window. In the first cell of the spread sheet
• Enter the number to appear on the first label.
• Select the printer icon in the tool bar
• Repeat steps 2-4 for each page of consecutively numbered labels that is required.
• The labels are printed on a long-lasting acid-free card such as Superfine Soft White A4/216gsm, 270pcs, o/w. 77084. The labels may be photocopied onto the card or printed to it directly from the computer.

Printing Loan Form Letter
When specimens are loaned out, a Loan letter is required showing the borrowed specimens, who is taking them, where they are going and how long for.

To produce a loan letter:

• Open Microsoft Word.
• From the File menu select New.
• Select the Loans template.

The computer will require the specimen loan number. The loan number can be found on the specimens loan record in the top right hand corner. To access this click on the Update Loans button on the Start Form. Two copies of the Loan are produced, one to be kept on file and the other for the loanee. An example file name for a loan letter would be "loan16.doc".

Start Form
This will appear when you first open the Insect Collection Database. From this form you can add specimens to the database or update previously entered records. Information about specimens on loan and the institutions they were loaned to is accessed from this form. Queries regarding the latitude/longitude of Australian place names can also be performed. Backups of the database are activated from the Start Form.

Add Specimen
The "Add Specimen" button on the Start Form is to be used only when entering a new specimen into the database. If you accidentally click "Add Specimen" and you don't want to enter a specimen, you can quit out of it safely if the Specimen Number reads (Counter). Once the computer has assigned a number, you can not quit out of it without entering data down to the field "Family". If you don't enter data in those fields, the unique number in the counter field will be permanently allocated to a nonexistent specimen. This is not a serious problem however, a batch of consecutive missing specimen ID numbers could be confusing.

Note: A specimen number will only be assigned to a new specimen if you press the enter button in any field.

Updating Specimen Records
This enables you to view specimens previously entered. Changes can easily be made to any data entered (except the unique specimen identifier) and scientific names can be updated. You can use these at the bottom of the screen to scroll from specimen to specimen.

If you need to go to a specific specimen number:

• Place the cursor on the specimen number field
• Select the Find icon
• Enter the unique number of the specimen in the Find What field
• Select the "Find First" button. The specimen you want will be on the screen.

Update Species
You can change the spelling of the genus, species, author and other taxonomic details relating to a particular species. The screen that comes up is exactly the same as for species in the add species form. However, you can not add a new species to this screen. If a coloured picture has been added for the specimen or species, it will appear on this screen.

Species Query
This is a quick way to find basic information on specimens entered in ICDB. You can search using one or more of the following:

• Genus
• Species
• Subspecies
• Locality

ICDB will search the database and find all specimens matching your criteria and output the following information:

• Specimen's unique identification number
• The cabinet and drawer it is in
• Family name
• Genus name
• Species name
• Subspecies
• Where the specimen was collected (locality)
• Who collected it (collector)

Update Loans
This is a permanent record of all specimens that have been loaned out to other Institutions. Use this screen to look up loan information and when a specimen is returned from loan, to enter the date it was returned and who accepted the return.

You need to fill in only 2 fields:

• date returned
• checked in by

New loans can not be entered on this screen. To put a specimen that has already been databased on loan, you need to use the Loan Form screen by checking the On Loan check box for each specimen in the update specimen form.

Hint: If you are the person checking the specimen in from loan and returning it to the collection, use the Update Specimen to find its exact location in the collection, i.e. cabinet and drawer number.

View Latitude/Longitude
This data, compiled by Auslig (Australian Land Information Group) and marketed as the Gazetteer of Australian Placenames©, provides the degrees (in decimal format) for both latitude and longitude for most named places in Australia. Eastings and northings for locations are also included as is the original map number that the coordinates came from. A description of the locations type is also provided, i.e. suburb, stream, reserve, mountain range etc. The AUSLIG database is copyrighted and therefore placename queries cannot be run over the network.

Updating Institutions
This is used to maintain the correct addresses of collaborating Institutions. New Institutions can be added by taking relevant information off of the letterhead for loan requests. It is important that the Institutions address is up to date so that any letters regarding overdue loans reach the right people.

Adding a new Institution:

• Select this to take you to the last record.
• Select this to take you to a blank screen.
• Enter all information about the Institution available to you.

Latitude/Longitude Query
This is a quick way to look up the latitude and the longitude of a named place within Australia. The coordinates are taken from the Auslig table. By entering in the first few letters of the location, all places listed in the table starting with those letters will be shown. All Western Australian places are listed first followed by the other States. This query is only for places within Australia.

Note: The Auslig data is copyrighted and licensed for use on the Insect Collection computer only

Hint: The more letters of the place you enter in the search, the more precise the search will be.

Printing Specimen Labels
This report form prints out labels showing the specimen's identification number, locality, state, date of collection and collector. This method of printing labels can be used when two or more people are entering data over the network simultaneously. This ensures that two specimens will not be assigned the same specimen number.

To print the labels:

• Select Print Labels on the Start Form.
• Enter in your Dataset .
• Enter in the specimen number of the first and then last specimen for the required labels.
• A page preview of the labels is presented.

When printing, two labels will be produced for each specimen, one bearing the specimen number and the other the remaining information listed above. When putting these labels on the pin, make sure that the specimen number label is put on last, longways and with the writing facing right.

Adding New Specimens to the Database
To access the screen to add a new specimen to the database, you need to click the Add Specimen button on the Start Form.

Specimen Number
This is an unique number assigned to a specimen by ICDB when you enter it into the database. This number uniquely identifies the specimen and is used to locate it in the collection. The number can only be used once and when it has been assigned to a specific specimen, it can not be changed. The numbers are given to specimens in consecutive order. The number is printed on a specimen number label and placed on the specimens pin as the last label with the writing facing right.

Dataset Identifier
This refers to the sub-collection in which the specimen will be kept. The default dataset for this field will appear automatically when you add in a new specimen, check the first time to make sure. If you change the dataset, it will be automatically copied to subsequent records entered during this session. To change the dataset identifier, activate the combo box and select from the list of sub-collections (a combo box is a drop down table that lists words relevant to that field, when you start typing into the field the computer will progressively select from the list the words that start with the letters you have typed).

Institution
This indicates which Institution holds the specimen. Choose the Institution from the combo box. If the Institution is not in the combo box, add it to the list using the Update Institution button on the start form.

Previous Identification
If the specimen is originally from another Institution on permanent loan to ICDB, it may have a specimen number from the other Institution. If it does, enter the number in this field in case we need to cross reference data with the other Institution.

Note: The specimen number may consist of letters as well as numbers, copy it exactly as it appears on the label.

Other Number
If the specimen has associated material on slide or SEM micrographs, the reference number is entered in this field.

Collector's Number
If the specimen has been assigned an identification number by the collector, record it in this field. This number will correspond with the specimens field record.

Cabinet
The Insect Collection consists of 92 cabinets, each holding 10 drawers. When adding a new specimen to the database, it is important to record which cabinet it's located in. The value for this field will be automatically entered for subsequent records entered during this session. The cabinet layout of the Insect Collection at Agriculture Western Australia.

Drawer
When adding a new specimen to the database, it is important to record in which drawer it is located. The value for this field will be automatically entered for subsequent records entered during this session. When you start databasing specimens in a drawer, you need to note the drawer and the cabinet it belongs in. Once a drawer has been assigned a position in the collection, it must not be moved without updating ICDB.

On Loan
To indicate that a specimen is on loan, click in the "On Loan" check box . The Loans Input screen will appear and the following fields should be entered:

• Species ID
  This is the same as specimen number, the computer will automatically put it in this field for you.
• Loan Number
  When a group of specimens are loaned to an Institution on a certain date, they are all given the same loan number. ICDB will indicate at the top of the screen the previous loan number, use the next number.
• Loaned By
  This refers to the person responsible for the specimens being taken out of the collection (usually the curator).
• Borrowers Name
  The name of the person who is being loaned the specimens is entered in this field.
• Borrowers Institution
  Enter name of the Institution where the specimens are being sent. The Institution must be taken from the list in the combo box. If it isn't on the list, it can be added using the Update Institution button on the Start Form. If there is no Institution name available or it is an unrecognised abbreviation, choose the "Unknown or Not an Institute" option from the combo box. In Loan Notes enter the Institution's initials or if it is a personal loan, the person's address.
• Date Sent
  Enter the date the specimens will be sent.
• Date Due
  Usually the loans are for one year, but ask whoever is loaning the specimens out when they want them returned.
• Date Returned
  This is only filled out when we receive the specimens back from the Institution. To enter in this date click the Update Loans button on the Start Form and scroll through the specimen records until you reach the appropriate record. Use the specimen number to make sure you have the right record.
• Checked in By
  When entering the date that the specimens are returned, put your surname and initials in this field, e.g. Zilm,N,K.
• Loan Notes
  If you chose the "Unknown or Not an Institute" option from the combo box in the Borrower's Institution field, then enter any information available to you about where the specimen was sent, e.g. the initials of the Institution, person's address if it was a personal loan or the company name.
• The two check boxes on this form are to be used only if the specimen has been lost or retained on permanent loan by another institution.

Data Entered By
The initials of the person making the original entry for the specimen is entered in this field. The value for this field will be automatically entered for subsequent records entered during this session.

Date/Time Entered
When initials are entered in the Data Entered By field, the computer generates the current date, dd/mm/yy and time in this field. When another record is entered, ICDB automatically updates the field.

Data Checked By
This field shows the initials of the last person checking or modifying the data for that specimen. This field will be blank when data is initially added for a specimen.

Date Data was Last Modified
When information in ICDB is updated and the operator's initials are entered in the Data Checked By field, ICDB will automatically generate the date, dd/mm/yy and the time.

Class
The default value for this field is Insecta. If the specimen doesn't belong to Insecta, its Class can be selected from the list supplied in the combo box. The value for this field will now be automatically entered for subsequent records entered during this session.

Order
There is no default value for this field. Select the specimen's Order from the list in the combo box and once entered, the value for this field will be automatically entered for subsequent records entered during this session.

Family
Enter the Family of the specimen in this field. Family names of previously entered specimens are listed in the combo box.
To add a new Family:

• Type the Family name (check the spelling).
• When prompted "Do you want to add a new Family", select Yes if you are sure the spelling is correct.
• Enter in the Superfamily in which the Family belongs.

Genus
Enter the Genus in which the specimen belongs in this field. Genus names of previously entered specimens are listed in the combo box.

To add a Genus:

• Type in the Genus name (check the spelling).
• When prompted "Do you want to add a new Genus", select Yes if you are sure of the spelling.
• Enter the Subfamily.
• Enter the Tribe.
  The Genus has now been added to the list in the combo box but will not be automatically entered in subsequent records.

Note: If you don't know in which Subfamily or Tribe the specimen belongs or there is no Subfamily or Tribe, leave the fields blank.

Hint: If a Subfamily and Tribe are given but no Genus, leave the Genus field blank and write the Subfamily and Tribe in the Comments field.

Species
Enter the species name of the specimen in this field. Species names of previously entered specimens are listed in the combo box.
To add a species, type it in the species field (check the spelling) and press enter. After prompting you for a new species entry, the following fields will appear in an add species form:

• Genus
• Subgenus
• Species
• Subspecies
• Author/ year
• Publication
• Designation-Designator/year
• Original/Previous Genus and species table
• Image File and Hyperlink (links to the graphic file of the species)
• Common Names table

The highlighted fields are the important ones to fill in. Information for other fields can generally be found on the label or in texts. If information cannot be found about a field, e.g. subgenus, leave it blank. If the species is not known, write it as "sp." (ignore quotes and don't forget the full stop). Generally, the name following the genus/species on the label is the Publication Author's surname. The Publication Author is written as surname first followed by a comma then the first initial and then a full stop. If there is more than one initial, separate them with a full stop, e.g. Emery,R.N. Do not use spaces. It is important that you make sure you have spelt the species correctly. Incorrect spelling will result in multiple names for the one species.

Graphic files (adding)

• Save your scanned or digitally photographed image of the species as a JPG file. Remember this file name.
• Go to the Species Maintenance Form.
• Scroll through the records or use the Find icon to locate the correct species record.
• Type the file name (exact spelling) of the image into the Image File field.
• Hit return and a hyperlink to the image will be automatically inserted into the Hyperlink field.

Subspecies
This field indicates the subspecies in which the specimen belongs. However, as the majority of specimens are only identified to species level, the default value for this field is "n/a". A subspecies name can be added to the database using the subspecies field in the species screen. Once the name is added, it will appear on the list in the subspecies combo box.

Specimen Determined By/Year
When a taxonomist identifies a specimen, they normally put a label on the specimen bearing their name and the year they determined the identification of the specimen. If the specimen you are entering in ICDB has such a label, enter the name in the "Determined by" field. The surname is written first followed by a comma then the first initial and then a full stop. If there is more than one initial, separate them with a full stop, e.g. Szito,A. Do not use spaces. The year should be entered in the white unlabelled box directly to the right of the "Determined by" field.

Method of Identification
This field indicates how the specimen was assigned its genus and species names. The default value for this field is "curated". This indicates that the specimen was not individually identified, the curator placed it in the collection. When a name is entered in the Determined By field, "revised" is automatically placed by ICDB in this field. This indicates that the specimen's name has been validated. The third option, "other" can be used provided additional information is provided in comments.

Life History Stage
This field records the developmental stage of the specimen. The default value for this field is "adult". If the specimen is not an adult, its life stage can be selected from the list supplied in the combo box.

Name Qualifier
This field indicates how valid the genus/species assigned to the specimen is. The default value for this field is "no qualifier". The second option available is "questionable" and if used indicates doubt that the specimen belongs to the genus/species ascribed. The remaining three options are "compare with", "akin to" and "near". If either of these three are used, it indicates that the specimens genus/species has not been determined but that the specimen shows a similarity to other specimens assigned that name.

Sex
The sex of the specimen should be entered into this field. The default value for this field is "unsexed/unknown". If the sex of the specimen is known there are four options, "male, "female", "queen" and "worker", available from the list in the combo box.

Type Status
When a scientific name is assigned to a new species, a description must be made of the species and then published to make it valid. Specimens used for the description are given a type status to indicate their importance in the formation of the name. The following is a description of each type status listed in the database:

• Holotype: the single name bearing specimen of the species.
• Paratype: the rest of the specimens in the group (type series) used for the description, i.e. every specimen in the original group except the holotype.
• Allotype: name given to one of the paratypes which is of the opposite sex to the holotype.
• Syntype (cotype): if a whole group of specimens (type series) is used for the description rather than a holotype, then each specimen is called a syntype and are equal in value and status. Cotype is the old name for syntype.
• Lectotype: if the description of a species is reviewed, then the name bearing specimen used for the revised description is called the lectotype and must be selected from the syntype series.
• Paralectotype: during a revised description after a lectotype is selected, then the rest of the specimens in the group (type series) become paralectotypes.
• Neotype: if the holotype/lectotype for a species are destroyed or lost, then one specimen is selected from the paratype or the paralectotype series to become the name bearing specimen. The default value for this field is "specimen is not a type" and should only be changed if the specimen has a label bearing its type status. The eighth option "quarantine", should be used if the specimen has a label identifying it as a quarantine intercept.

Type Designator
The surname of the person responsible for designating the specimen a lectotype, paralectotype or neotype is put in this field. This information will be found on the specimen's label.

Designator Year
This field indicates the year in which the specimen was designated lectotype, paralectotype or neotype. The information will be found on the specimen's label.

Number of Specimens
This field records the number of specimens with identical label information. The default value for this field is "1" and is not generally altered given the difficulty determining the number of identical specimens.

Multiple Mounts
This refers to the number of specimens present on the one pin. Multiple mounted specimens are usually carded but in some cases they are pinned to pith or in a small vial. Count the number of specimens and enter the number in this field. If there is only 1 specimen then leave the field blank, for more than 15 specimens, enter N for numerous. Sometimes there are specimens carded on separate pieces of card on the same pin. If this is the case enter in the numbers separated by a backslash, i.e. 3/2.

Note: A blank field indicates that there is only 1 specimen for this record.

Comments
In this field enter in any comments relating to the taxonomy of the specimen. Any other general notes about the specimen should be put in the General Notes field at the end of the specimens record.

Collector
The collector's name should be written on the specimen label. The surname is entered in ICDb first followed by a comma then the first initial and then a full stop. If there is more than one initial, separate them with a full stop, i.e. Zilm,N.K. Do not use spaces. If there is no collector then leave the field blank.
The 30 most commonly occurring collectors in the insect collection have been entered into a combo box to the right of the field.

Date Collected
When entering in the date that the specimen was collected, there are 6 fields to fill in, 3 for Start date and 3 for Finish date. The finish date information only applies if the specimen was collected during a trial or over a period of days. If so, the latter of the two dates is put in the finish date fields. However, there is usually only 1 date written on the label and this is put in the start date fields. Both the start and finish dates are written as dd/mm/yyyy in the appropriate fields. If part of the date is missing e.g. day, leave that field blank.

Collection Method
The method used to collect the specimen is put in this field. This information will be found on the specimen's label. The default value for this field is "n/a" but if the collection method is known, then the method can be selected from the list in the combo box to the right of the field.

Storage Medium
This refers to how the specimen is stored within the collection, e.g. pinned, carded, in spirit etc. The default value for this field is Pinned. To change the storage medium type, select from the list in the combo box to the right of the field.

This field consists of a checkbox. If this box has been checked, it indicates that the specimen was a quarantine intercept. The value for this field will not be automatically entered for subsequent records entered during this session.

Whether Reared
This field consists of a check box . If this box has been checked, then it indicates that the specimen was reared, if the box is blank then the specimen wasn't reared. The value for this field will not be automatically entered for subsequent records entered during this session.

Rearing Comments
In this field enter any comments regarding the laboratory rearing of the specimen.

Locality
The place where the specimen was collected is referred to as the locality. Enter in all locality information given on the specimen's label. If a place has been spelt incorrectly, write it as it appears on the label and then put the correction in [ ]. Leave the field blank if locality information is not available.

Nearest Place
This field refers to the nearest named place if the specimens locality is within Australia. In most cases it is the same as the specimens locality. The named place is obtained from a table compiled by Auslig (Australian Land Information Group) Gazetteer of Australian Placenames©. It provides the degrees (in decimal format) for both latitude and longitude for most named places in Australia. Distances from the nearest name place can be recorded by entering it in the three offset fields provided, i.e. 3 km west. Up to 200 kilometres or 200 miles for either of the 16 compass points can be recorded from the nearest named placed. The degrees for the latitude and longitude will be changed accordingly.

To enter a nearest place:

• Enter all or part of the place name in the Nearest Place field, and press enter.
• Select the appropriate name from the list in the combo box that pops up along side the Insert lat/long.
• The computer will automatically fill in the following fields:
• State
• Country
• Latitude (in decimal format)
• Longitude (in decimal format)
• Place Derivation
• Place Accuracy

If the specimen's label bears the altitude at which it was collected, enter it in either the "metres" or "feet" field depending on how the altitude was measured. ICDb will automatically convert the measurement so that the altitude for the specimen is recorded in both metres and feet. If you enter an altitude you should enter how the altitude was obtained in the Altitude Derivation field. The options are listed in the combo box to the right of the field. The default value for the Altitude Accuracy field is Circa.

To enter a nearest place using latitude and longitude from the specimens label:

• In the "nearest place" field enter in the name exactly as it appears on the specimens label.
• When the drop-down table appears in the "insert lat/long" field press enter again. Do not click in the table.
• Enter the state.
• Enter the Country
• Enter the degree and minutes printed on the label for the latitude, leaving the "seconds" field blank (direction default value is "S").
• Enter the degree and minutes printed on the label for the longitude, leaving the "seconds" field blank (direction default value is "N").
• In the "Place Derivation" field choose the "collector (if printed on the specimen label)" option from the combo box.
• In the "Place Accuracy" field choose the "within 25km radius (nearest 10 minutes)" option from the combo box.
• If altitude is given, enter it in either the "metres" or "feet" field depending on how the altitude was measured. ICDb will automatically convert the measurement so that the altitude for the specimen is recorded in both metres and feet. Leave blank if altitude is not given.
• In the "Altitude derivation" field choose the "collector (if printed on the specimen label)" option from the combo box. Leave blank if altitude is not given.
• The default value for the "Altitude Accuracy" field is Circa.

To enter a place located outside Australia:

• Enter the place name in Locality.
• In the Nearest place field type in "unknown".
• Choose the "unknown" option from the list in the Insert lat/long combo box that has no Australian state listed (shown here highlighted in black).
  
• In the "State" field choose the option "not applicable" from the combo box.
• Enter the name of the country in the Country field (the default value is Australia.

Micro Habitat
Enter a concise description of the specimens micro habitat copied from its label. Leave the field blank if this information is not available e.g. "in rotten log".

Macro Habitat
Enter a concise description of the specimens macro habitat copied from its label. Leave the field blank if this information is not available e.g. "jarrah forest".

Common Name of Host
Enter the common name of the host plant on which the specimen was found. Leave the field blank if this information is not available.

Note: This field is for plant hosts only. That information should be put in the macro habitat field.

Host Genus
The host genus copied exactly from the specimen's label. Leave the field blank if this information is not available.

Host Species
The host species copied exactly from the specimens label. Leave the field blank if this information is not available.

Host Genus (Census name)
The genus name of the host as listed in the Census of Australian Vascular Plants, 1990.

Host Species (Census name)
The species name of the host as listed in the Census of Australian Vascular Plants, 1990.

Host Remarks
Any relevant information or comments about the specimen and/or plant host.

Voucher Specimen
Specimens involved in research studies are called voucher specimens and are held in the collection. They are proof that research was done and can be re-examined at a later date to confirm or dismiss earlier findings.
This field consists of the check box . Checking this box indicates it is a voucher specimen. The value for this field will not be automatically entered for subsequent records entered during this session.

Voucher Remarks
In this field enter any comment relevant to the voucher specimen, including its voucher number.

General Notes
This field is for any notes you wish to make about the specimen that don't belong in any of the other fields.

Updating Existing Specimens in the Database
To access the screen to update specimens in the database, click the Update Specimen button on the Start Form. The screen that appears is titled Insect Collection Maintenance and is similar to the add specimen screen with three differences:

• New specimens can not be added.
• There are no default values for any of the fields.
• The value for a single field will not be automatically copied from a previous record into subsequent records.

Specimen Number
This is an unique number assigned to a specimen by ICDb when it is entered into the database. This number uniquely identifies the specimen and is used to locate it in the collection. The number can only be used once and when it has been assigned to a specific specimen, it can not be changed. The numbers are given to specimens in consecutive order. The number is printed on a specimen number label and placed on the specimens pin as the last label with the writing facing right.

Note: Specimen numbers can not be assigned to a specimen from the update screen. To do this, go to the add specimen screen. Once the specimen is assigned a number, it can not be changed.

Dataset Identifier
This refers to the sub-collection in which the specimen will be kept. To change the dataset, click on the combo box and select from the list the sub-collection, (a combo box is a drop down table that lists words relevant to that field. When you start typing into the field the computer will progressively select from the list the words that start with the letters you have typed in). For example if specimens are to be kept in John van Schagen's ant collection, the dataset is VAN SCHAGEN.

Institution
This indicates which institution has the specimen. Choose the Institution from the combo box. If the Institution is not in the combo box then add it to the list using the Update Institution button on the Start Form.

Previous Identification
If the specimen was originally from another Institution and is on permanent loan to us, it may have a specimen number from the other Institution. If it does, enter the number in this field in case we need to cross reference data with the other Institution.

Note: The specimen number may consist of letters as well as numbers. If so, copy it exactly as it appears on the label.

Other Number
If the specimen has associated material on slide or SEM micrographs, the reference number is entered in this field.

Collector's Number
If the specimen has been assigned an identification number by the collector, record it in this field. This number will correspond with the specimens field record.

Cabinet
The Insect Collection consists of 92 cabinets, each holding 10 drawers. When updating a specimen in the database, it is important to record which cabinet it's located in (if different from its original position previously recorded). See the cabinet layout of Agriculture Western Australia's Insect Collection.

Drawer
When updating a specimen in the database, it is important to record in which drawer it is located (if different from its previously recorded position).Once a drawer has been assigned a position in the collection, it must not be moved without updating ICDb.

On Loan
To indicate that a specimen is on loan, click in the check box called "On Loan" . This will bring up the Loans Input screen and the following fields should be filled in (see screen graphic under adding new specimens, on loan):

• Species ID
  This is the same as specimen number and ICDb will automatically complete this field for you.
• Loan Number
  When a group of specimens are loaned to an Institution on a certain date, they are all given the same loan number. ICDb will indicate at the top of the screen what the previous loan number was, use the next number .
• Loaned By
  This refers to the person responsible for the loaned specimens.
• Borrowers Name
  The name of the person who is being loaned the specimens is entered in this field. If no name is supplied, only the Institution, then write The Curator.
• Borrowers Institution
  Enter name of the Institution where the specimens are being sent. The Institution must be taken from the list in the combo box to the right of the field. If it isn't on the list, it can be added using the Update Institution button on the Start Form.
  If there is no Institution name available or it is an unrecognised abbreviation, choose the "Unknown or Not an Institute" option from the combo box. Then in the Loan Notes put in the Institution's abbreviation or if it is a personal loan, the person's address.
• Date Sent
  Enter the date the specimens are to be sent.
• Date Due
  Usually the loans are for one year, but ask whoever is loaning the specimens out when they want them returned.
• Date Returned
  This is only filled out when we receive the specimens back from an Institution. To enter this date click the Update Loans button on the Start Formand scroll through the specimen records until you reach the appropriate record. Use the specimen number to make sure you have the right record.
• Checked in By
  When you put in the date that the specimen was returned, put your surname and initials in this field, e.g. Zilm,N,K.
• Loan Notes
  If you chose the "Unknown or Not an Institute" option from the combo box in the Borrowers Institution field, then record any information available to you about where the specimen was sent, e.g. the initials of the institution, person's address if it was a personal loan or the name of the company.
• The two check boxes on this form are to be used only if the specimen has been lost or retained on permanent loan by another institution.

Data Entered By
The initials of the person making the original entry for the specimen is put in this field. This should not be changed when updating the specimen's record.

Date/Time Entered
When the initials were entered in the Data Entered By field, ICDb will generate the date, dd/mm/yy and time for this field. This should not be changed when updating the specimens record.

Data Checked By
This field should show the initials of the last person checking or modifying the data for that specimen. Every time the specimen's record is updated, new initials should be entered.

Date Data was Last Modified
When information in the database is updated and the operator's initials are entered in the Data Checked By field, ICDb will generate the date, dd/mm/yy and the time for this field.

Class
The specimens Class can be selected from the list supplied in the combo box if it differs from the original record.

Order
Select the specimen's Order from the list in the combo box if it differs from the original record.

Family
Enter the Family of the specimen in this field. Family names of previously entered specimens are listed in the combo box.
To add a new Family:

• Type the Family name (check the spelling).
• When prompted "Do you want to add a new Family", select Yes if you are sure the spelling is correct.
• Enter in the Superfamily in which the Family belongs.

Genus
Enter the Genus in which the specimen belongs in this field. Genus names of previously entered specimens are listed in the combo box.
To add a Genus:

• Type in the Genus name (check the spelling).
• When prompted "Do you want to add a new Genus", click Yes if you are sure of the spelling.
• Enter the Subfamily.
• Enter the Tribe.

The Genus has now been added to the list in the combo box but will not be automatically entered in subsequent records.

Note: If you don't know in which Subfamily or Tribe the specimen belongs or there is no Subfamily or Tribe, leave the fields blank.

Hint: If a Subfamily and Tribe are given but no Genus, leave the Genus field blank and write the Subfamily and Tribe in the Comments field.

Species
Enter the species name of the specimen in this field. Species names of previously entered specimens are listed in the combo box.
To add a species, type it in the species field (check the spelling) and press enter. After prompting you for a new specimen entry, the following fields will appear in the add species form:

• Genus
• Subgenus
• Species
• Subspecies
• Author/ year
• Publication
• Designation-Designator/year
• Original/Previous Genus and species table
• Image File and Hyperlink (links to the graphic file of the species)
• Common Names table

The highlighted fields are the important ones to fill in. Information for other fields can generally be found on the label or in texts. If information cannot be found about a field, e.g. subgenus, leave it blank. If the species is not known, write it as "sp." (ignore quotes and don't forget the full stop). Generally, the name following the genus/species on the label is the Publication Author's surname. The Publication Author is written as surname first followed by a comma then the first initial and then a full stop. If there is more than one initial, separate them with a full stop, e.g. Emery,R.N. Do not use spaces. It is important that you make sure you have spelt the species correctly. Incorrect spelling will result in multiple names for the one species.

Graphic files (updating)

• Save your scanned or digitally photographed image of the species as a JPG file. Remember this file name.
• Go to the Species Maintenance Form.
• Scroll through the records or use the Find icon to locate the correct species record.
• Type the file name (exact spelling) of the image into the Image File field.
• Hit return and a hyperlink to the image will be automatically inserted into the Hyperlink field.

Subspecies
This field indicates the subspecies in which the specimen belongs. A subspecies name can be added to the database using the subspecies field in the species screen. Once the name is added, it will appear on the list in the subspecies combo box. If the subspecies is not known, enter as "n/a".

Specimen Determined By/Year
When a taxonomist identifies a specimen, they put a label on the specimen bearing their name and the year they determined the identification of the specimen. If the specimen you are updating has such a label, then in the "Determined by" field enter the name of the taxonomist. The surname is written first followed by a comma then the first initial and then a full stop. If there is more than one initial, separate them with a full stop, i.e. Yeates,D.K. Do not use spaces. The year is entered in the white unlabelled box directly to the right of the "Determined by" field.

Method of Identification
This field indicates how the specimen was assigned its genus and species names. Entering "curated" indicates that the specimen was not individually identified and that the curator placed it in the collection. When a name is entered in the Determined By field, "revised" is automatically placed by ICDb in this field. This indicates that the specimens name has been validated. The third option, "other" requires additional information in comments.

Life History Stage
This field records the developmental stage of the specimen. The life stage of the specimen can be selected from the list supplied in the combo box.

Name Qualifier
This field indicates how valid the genus/species assigned to the specimen is. Usually "no qualifier" is entered in this field. Another option available is "questionable" and if used indicates doubt that the specimen belongs to the genus/species ascribed. The remaining options are "compare with", "akin to" and "near". If either of these three are used, it indicates that the specimens genus/species has not been determined but that the specimen shows a similarity to other specimens assigned that name.

Sex
The sex of the specimen should be entered into this field. If the sex of the specimen is known there are four options, "male, "female", "queen" and "worker" available from the list in the combo box. If the sex of the specimen is not known enter "unsexed/unknown".

Type Status
When a scientific name is assigned to a new species, a description must be made of the species and then published to make it valid. Specimens used for the description are given a type status to indicate their importance in the formation of the name. The following is a description of each type status listed in the database:

• Holotype: the single name bearing specimen of the species.
• Paratype: the rest of the specimens in the group (type series) used for the description, i.e. every specimen in the original group except the holotype.
• Allotype: name given to one of the paratypes which is of the opposite sex to the holotype.
• Syntype(cotype): if a whole group of specimens (type series) is used for the description rather than a holotype, then each specimen is called a syntype and are equal in value and status. Cotype is the old name for syntype.
• Lectotype: if the description of a species is reviewed, then the name bearing specimen used for the revised description is called the lectotype and must be selected from the syntype series.
• Paralectotype: during a revised description after a lectotype is selected, then the rest of the specimens in the group (type series) become paralectotypes.
• Neotype: if the holotype/lectotype for a species are destroyed or lost, then one specimen is selected from the paratype or the paralectotype series to become the name bearing specimen.
  Usually "specimen is not a type" is entered in this field and should only be changed if the specimen has a label bearing its type status. The eighth option, "quarantine", is used if the specimen has a label identifying it as a quarantine intercept.

Type Designator
The surname of the person responsible for designating the specimen a lectotype, paralectotype or neotype is put in this field. This information will be found on the specimens label.

Designator Year
This field indicates the year in which the specimen was designated lectotype, paralectotype or neotype. The information will be found on the specimens label.

Number of Specimens
This field records the number of specimens with identical label information. The value for this field is "1" and is not generally altered given the difficulty determining the number of identical specimens.

Multiple Mounts
This refers to the number of specimens present on the one pin. Multiple mounted specimens are usually carded but in some cases they are pinned to pith or in a small vial. Count the number of specimens and enter the number in this field. If there is only 1 specimen then leave the field blank. For more than 15 specimens, enter in "N" for numerous. Sometimes there are specimens carded on separate pieces of card on the same pin. If this is the case enter in the numbers separated by a backslash, i.e. 3/2.

Note: A blank field indicates that there is only 1 specimen for this record.

Comments
In this field enter in any comments relating to the taxonomy of the specimen. Any other general notes about the specimen should be put in the General Notes field at the end of the specimens record.

Collector
The collector's name should be found on the specimen's label. The surname is written first followed by a comma then the first initial and then a full stop. If there is more than one initial, separate them with a full stop, i.e. Zilm,N.K. Do not use spaces. If there is no collector then leave the field blank.
The 30 most commonly occurring collectors in the insect collection have been entered into a combo box to the right of the field.

Date Collected
When entering in the date that the specimen was collected, there are 6 fields to fill in, 3 under "start date" and 3 under "finish date". The finish date information only applies if the specimen was collected during a trial or over a period of days. If so, the latter of the two dates is put in the finish date fields. However, there is usually only 1 date written on the label and this is put in the start date fields. Both the start and finish dates are written as dd/mm/yyyy in the appropriate fields. If part of the date is missing e.g. day, then leave that field blank.

Collection Method
The method used to collect the specimen is put in this field. This information will be found on the specimen's label. The collection method can be selected from the list in the combo box to the right of the field. Enter "n/a" if the method of collection is not indicated on the label.

Storage Medium
This refers to how the specimen is stored within the collection, e.g. pinned, carded, in spirit etc. To change the storage medium type, select from the list in the combo box to the right of the field.

This field consists of a checkbox. If this box has been checked, it indicates that the specimen was a quarantine intercept. The value for this field will not be automatically entered for subsequent records entered during this session.

Whether Reared
This check box indicates that the specimen was reared, if the box is blank then the specimen wasn't reared. The value for this field will not be automatically entered for subsequent records entered during this session.

Rearing Comments
In this field enter in any comments regarding the laboratory rearing of the specimen.

Locality
The place where the specimen was collected is referred to as the locality. Enter in all locality information given on the specimen's label. If a place has been spelt incorrectly, write it as it appears on the label and then put the correction in [ ]. Leave the field blank if locality information is not available.

Nearest Place
This field refers to the nearest named place if the specimens locality is within Australia. In most cases it is the same as the specimen's locality. The named place is obtained from a table compiled by Auslig (Australian Land Information Group) Gazetteer of Australian Placenames©. It provides the degrees (in decimal format) for both latitude and longitude for most named places in Australia. For graphic screen see adding new specimen, nearest place. Distances from the nearest name place can be recorded by entering it in the three offset fields provided, i.e. 3 km west. Up to 200 kilometres or 200 miles for either of the 16 compass points can be recorded from the nearest named placed. The degrees for the latitude and longitude will be changed accordingly.

To enter a nearest place:

• Enter the place name in the "nearest place" field.
• Select the appropriate name from the list in the combo box that pops up along side the "insert lat/long" field.
• The computer will automatically fill in the following fields:
• State
• Country
• Latitude (in decimal format)
• Longitude (in decimal format)
• Place Derivation
• Place Accuracy

If the specimen's label bears the altitude at which it was collected, enter it in either the "metres" or "feet" field depending on how the altitude was measured. ICDb will automatically convert the measurement so that the altitude for the specimen is recorded in both metres and feet. If you enter an altitude you must enter how the altitude was obtained in the "Altitude Derivation" field. The options are listed in the combo box to the right of the field. The value for the "Altitude Accuracy" field is "circa" so leave it on that value unless the label states otherwise.

To enter a nearest place using latitude and longitude from the specimen's label:

• In the "nearest place" field enter in the name exactly as it appears on the specimens label.
• When the table appears in the "insert lat/long" field press enter again. Do not click in the table.
• Enter the state the specimen was collected in.
• Enter the Country.
• Enter the degree and minutes printed on the label for the latitude, leaving the "seconds" field blank (direction default value is "S").
• Enter the degree and minutes printed on the label for the longitude, leaving the "seconds" field blank (direction default value is "N").
• In the "Place Derivation" field choose the "collector (if printed on the specimen label)" option from the combo box, press enter.
• In the "Place Accuracy" field choose the "within 25km radius (nearest 10 minutes)" option from the combo box, press enter.
• If altitude is given, enter it in either the "metres" or "feet" field depending on how the altitude was measured. The computer will automatically convert the measurement so that the altitude for the specimen is recorded in both metres and feet. Leave blank if altitude is not given.
• In the "Altitude derivation" field choose the "collector (if printed on the specimen label)" option from the combo box. Leave blank if altitude is not given.
• The value for the "Altitude Accuracy" field is "circa".

To enter a place located outside of Australia:

• Enter the place name in "locality".
• In the "nearest place" field type in "unknown".
• Choose the "unknown" option from the list in the "insert lat/long" combo box that has no Australian state listed (shown here highlighted in black).
  
• In the "State" field choose the option "not applicable" from the combo box.
• Enter the name of the country in the "country" field (the computer automatically enters "Australia" so make sure you change it).

Micro Habitat
Enter a concise description of the specimen's micro habitat copied from its label e.g. "under log". Leave the field blank if this information is not available.

Macro Habitat
Enter a concise description of the specimens macro habitat copied from its label e.g. "jarrah forest". Leave the field blank if this information is not available.

Common Name of Host
Enter the common name of the host plant on which the specimen was found. Leave the field blank if this information is not available.
Note: This field is for plant hosts only, do not enter in animal host names. That information should be put in the macro habitat field.

Host Genus
The host genus copied exactly from the specimen's label. Leave the field blank if this information is not available.

Host Species
The host species copied exactly from the specimen's label. Leave the field blank if this information is not available.

Host Genus (Census name)
The genus name of the host as listed in the Census of Australian Vascular Plants, 1990.

Host Species (Census name)
The species name of the host as listed in the Census of Australian Vascular Plants, 1990.

Host Remarks
Any relevant information or comments about the specimen and/or plant host.

Voucher Specimen
Specimens involved in research studies are called voucher specimens and are held in the collection. They are proof that research was done and can be re-examined at a later date to confirm or dismiss earlier findings.
This check box indicates that the specimen is a voucher specimen. The value for this field will not be automatically entered for subsequent records entered during this session.

Voucher Remarks
In this field enter any comment relevant to the voucher specimen, including its voucher number.

General Notes
This field is for any notes you wish to make about the specimen that don't belong in any of the other fields.

Appendix 1: Data Dictionary
The data dictionary for ICDb is available on request from the above contact addresses.