Filing Instructions
Follow these procedures when filing newly mounted specimens, returned loans and specimens that have been removed from the cases for study.
Watch for: -Type specimens, and give them to Amy Weiss.
-Specimens stamped ‘Record’ that have been determined and the ‘record’ is not crossed out; give these to Nicole Tarnowsky.
NOTE: There are several blue folders of tour specimens in the cabinet marked “Pterocarpus rohrii”, in the legumes on the 3rd floor of the herbarium. They are not misfiled and should be left where they are.
SORTING PROCEDURE
1. Sort all material to family. Arrange families by family number.
2. Within each family, sort the genera alphabetically.
NOTE: At this point check the list of taxa that should not be filed by you and direct them to the appropriate staff member or graduate student.
3. Sort each genus by geographical region. Consult the colored herbarium map, a geographical dictionary and Index Herbariorum Part II (Collectors) as needed. Small islands are filed with the closest geographical area. Specimens are filed in the herbarium in the following sequence:
US United States and Canada (includes Greenland)
CA Mexico and Central America (includes Baja California)
WI West Indies (includes The Bahamas and Bermuda)
BR Brazil (Only the following families should be filed with Brazil as a separate geographical region!)
47 Bromeliaceae
51 Juncaceae
56 Velloziaceae
64 Burmanniaceae
71 Chloranthaceae
90 Balanophoraceae
146 Chrysobalanaceae
148 Connaraceae
171.1 Krameriaceae
172 Dichapetalaceae
209 Caryocaraceae
224 Flacourtiaceae
245 Lecythidaceae
269 Sapotaceae
SA South America (includes Trinidad and Tobago)
EUR Europe (includes Iceland and part of the former USSR)
AFR Africa (includes Madagascar, Seychelles & Kerguelen Islands)
NAS Northern Asia (includes part of the former USSR)
TAS Tropical Asia (includes Hainan)
AUS Australia (includes New Zealand)
PAC Pacifica (includes Hawaii, New Caledonia, & Easter Island/Rapa Nui)
4. Within each geographic region sort the specimens alphabetically by species name. Paratypes, type photographs and mounted species descriptions are filed in the general herbarium under the currently accepted name, not the basionym. If such a specimen is marked with the basionym only and there is no cross reference sheet in the herbarium consult Index Kewensis, IPNI, TROPICOS or ask Nicole.
5. Hybrids that have published names are put in a separate folder with that name (e.g., Ipomoea x grandifolia (Dammer) O'Donnell) and are filed in the sequence as if there was no ‘X’. If a genus has many hybrids without published epithets (e.g. Salix eriocephala Michx. x S. candida Fluegge ), they should be put in a folder marked “hybrids” at the end of the genus before the indets. If there are only a few specimens they may be filed under the first name to appear on the label.
6. Genus indets. are filed at the end of the genus. Family indets. are filed at the end of the family.
7. Separate fruits are filed in boxes after the indets., at the end of the family.
FILING PROCEDURE
1. Assemble all materials needed: herbarium cart, specimens, old genus covers, new species covers, paper, pencil, black marker. Willis' Dictionary of plant names and a geographical dictionary are also helpful.
2. Take the cart to the cases; always remove the folder from the case and open it on the cart or on the top of a half -high case.
3. If there are several folders of one species check to see if the species has been split into infraspecific taxa or by further geography. Put new specimens in the thinnest appropriate folder. Do not fill folders beyond a thickness of 1 1/2 inches. Overstuffed folders do not properly cover the specimens and may damage the specimens. Literature and photographs are filed on top in the first folder for that name, otherwise there is no arrangement to the specimens within a folder.
4. Add new species covers as required. Write the name in pencil on the lower left hand corner. When a name looks like a new combination (e.g. Phlox gladiformis (Jones) E. Nelson) try to determine where the remainder of the specimens are and file all together with proper cross referencing.
5. When a new genus cover is needed, prepare a temporary cover making certain that the whole of the alphabet is accounted for with regard to epithets (see #6). In black ink, write the family number and name, the genus name, the portion of the genus contained in the cover, and the geographical region on the appropriate part of the cover. Put your initials and the month and year on each temporary cover made. Make a new species cover as in #4, and insert specimens. If you notice a temporary genus cover with an old date please add it to your list and add the current month and year to the temporary cover.
NOTE: If you cannot find the genus cover into which a specimen should be filed BE SUSPICIOUS! Unless it is newly described or from an unusual place, specimens of the genus are probably filed elsewhere.
First check to be sure that the family is correct. If the family is correct, check again for a reference sheet indicating that the genus is synonymous with another. Also check in adjacent cubby holes to see if the genus cover was misfiled. Lastly, consult Index Kewensis, IPNI or TROPICOS for synonymy and also possible misspelling. If there is no synonym, make a new genus cover. If there is a synonym, request a cross reference sheet (1/2 sheet).
IMPORTANT: For barcoded specimens, if you follow a cross reference and file a specimen under a name different than the label, PLEASE change the filed as name in EMu to match where it is actually filed.
6. Make a list of new genus covers needed as you prepare temporary covers. Please be certain that the list is legible and double spaced if typed, so that the typist can read it. Remember to use family names ending in -aceae (eg. Poaceae not Graminae). Arrange the list in the following manner:
145 ROSACEAE
Rosa aa - cz U.S. & Canada
R. da - rugosa I "
R. rugosa II "
R. rugosa "
R. ruh - zz, indet. "
173 EUPHORBIACEAE
Manihot chu - dz S. Amer.
NOTE: Do not number with Roman numerals beyond the second cover. This way if the genus is divided into infraspecific taxa those names can be neatly written on the cover. Also, do not request folders in this format: Rosa rugosa II--zz since this will limit amount of specimens that can be added; however, Rosas rugosa--zz is ok (Rosa rugosa II can go before Rosa rugosa--zz).
ALSO: When requesting new folders for South American specimens, make it clear on your request list whether the folder should say “South America”, “South America except Brazil”, or “Brazil”, depending on whether or not those specimens have Brazil as a separate geopgraphical region.
INFRASPECIFIC DIVISION OF SPECIMENS
If a species has been divided into infraspecific taxa always leave some folders with just the species name (binomial) because some specimens will be identified only to species. For example, a folder in this format:
Campsiandra lb – macrocarpa var. aa – az
does not allow for a separate folder for specimens only identified to species. In this case, it should be broken up into two folders,
Campsiandra lb – macrocarpa I
Campsiandra macrocarpa var. aa - az
Some species have the infraspecific epithet used at both the subspecific and varietal rank depending on who has annotated them. In such a case interfile both subsp. and var. in alphabetical order.
7. When you are finished filing, give your genus cover request list and filing report to Nicole.
8. When you are filing please correct any errors that you find, such as a misfiled folder. Give door cards that need to be retyped to Nicole. If you encounter a large problem make a note of the case and give it to Nicole. Additionally, alert Nicole to any case that is becoming too full to file new specimens in. Tell Nicole immediately about any evidence of insect infestation.
RETURNED LOANS
1. Sort material as for newly mounted specimens.
2. Check that any separate fruits have annotations. If the separate fruits weren't annotated, try to match them by collector name and collection number to the corresponding herbarium sheet and duplicate the annotation.
3. Put specimens needing repair on the table outside of the mounting room with a drop tag indicating the number of sheets and your name so that they will be returned to you for filing. If a loan looks as though it is damaged from poor handling, or appears to have been insect damaged while on loan, show it to Nicole.
4. After filing the material, match the herbarium drop tag to the information on the green drop tags. If the loan was completely returned remove the tag(s), sign your initials and the date and give the green and herbarium drop tags to Nicole. If the loan was partially returned note that and the date on the tag and return it to the case. Sign your initials and date to one of the green drop tags and give them to Nicole.