How we process eLoans

Herbarium specimens imaged at the request of researchers (including NYBG staff) are considered eLoans. Other image requests that require additional time by the digital asset manager are also considered eLoans (supplying different image formats, sending batches of images, etc.).

eLoan Guidelines

• Requests for new images are capped at 200 specimens maximum.

• Unusual requests, time-sensitive requests, or requests beyond the specimen limit need to be assessed by Amy/Laura, with input from Leanna and others as needed, before staff time is committed. Exceptions can be made if the request is covered by an existing grant-funded project.

• Given limited staff time and a lack of equipment, we do not provide images beyond a standard herbarium specimen image or cellphone picture for vascular plants. This includes requests for close-up shots under magnification.

Please help us manage people’s expectations. Due to the volume of images we process, their images might not be ready for some time. Currently, a wait of one month is typical.

eLoan Workflows

For requests of new images of vascular plants, follow the workflow below to ensure timely processing:

-Researcher requests an eLoan by email or in person

-Request is forwarded to Amy Weiss, or brought to her attention, to assess the request

-Specimens are pulled by (or delivered to) Amy, who barcodes and images the specimens as needed and creates an eLoan record in EMu

-Images are processed by Leanna Feder and added to the specimen records in EMu

-Amy will communicate with the researcher when the images are ready

For requests of new images of cryptogamic collections, follow the workflow below to ensure timely processing:

-Researcher requests eLoan by email or in person

-Request is fowarded to Laura Briscoe, or brought to her attention, to assess the request

-Specimens are pulled by (or delivered to) Laura, who will oversee barcoding and imaging as needed, and create an eLoan record in EMu

-Images are processed by Leanna Feder and added to the specimen records in EMu

-Laura will communicate with the researcher when the images are ready

Requests for existing images can be sent to Leanna, but any eLoan requiring imaging should be sent to Amy or Laura to follow the workflows above.

For requests of new images covered by a grant-funded imaging project, follow the workflow below to ensure timely processing:

-Researcher requests eLoan by email or in person

-Request is fowarded to Amy Weiss (vascular plants) Laura Briscoe (cryptogamic collections), or brought to their attention, to assess the request.

-Depending on the size and specificity of the request, the eLoan will either:

      Proceed as normal (via above workflows)

      Grant staff may be asked to facilitate barcoding and imaging

           Grant funded staff must receive permission from the grant PI to facilitate an eLoan

           Directions on how to proceed will be determined on a case-by-case basis.

Imaging eLoans

If you are asked to image specimens relating to an eLoan, you must do the following:

1. Save images to a folder named “eLoan”. The eLoan folder should be nested within an imaging folder labeled with your name. Example: "C:\Public Pictures\Leanna_Feder\eLoan"

For instructions on how to set up a destination folder for your images, please see How to use a Nikon camera imaging station – Transfer options. Remember to change your destination folder when you are done imaging the eLoan.

2. Edit your file names to read: YourName_eLoan_[shooting Date and Time]

For instructions on how to edit your file names please see How to use a Nikon camera imaging station – File Naming. Remember to change your file name settings when you are done imaging the eLoan.

3. Email Leanna when the eLoan imaging is complete. Include in your email the station number at which the images were taken.

To view a map of the imaging lab with station numbers, please see How to reserve a camera station

If you have ANY questions about creating an eLoan folder for images, or how to edit image file names, please contact Leanna McMillin or Emily Vicioso for help. eLoans are typically prioritized over other imaging; please do your best to avoid reshoots and always ask for help if you are unsure how to image something.