Voucher Procedure Schema
This describes the information model for the voucher procedure. The voucher procedure will be based upon (i.e., a domain extension of) the existing CollectionSpace Loans Out Schema. The table below lists the fields of information, named to reflect the Botanical Garden perspective. A column indicates whether this is mapped to an existing Loans Out schema field, or is a new field in the domain extension schema.
To class: You probably do not need to make anything Group Repeatable (used when there is a block of info that repeats), but may have a few things Field Repeatable (e.g., perhaps the sheet number).
Schema
This schema is... |
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Changes |
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In progress |
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In progress |
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Information Group |
Information Unit |
Existing Loans Out Field (or New) |
Definition |
Field Type |
Field Repeatable |
Group Repeatable |
Notes/ |
|---|---|---|---|---|---|---|---|
Voucher information |
Voucher Collection Number |
Loan out number (loansout_common:loanOutNumber) |
The unique number assigned to the voucher of an object to be sent to some herbarium. |
Controlled number |
No |
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Optional field. Ex, not relevant to horticultural vouchers) |
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Voucher date |
Loan out date (loansout_common:loanOutDate) |
The date that the voucher is created. |
Calendar date |
No |
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Editable field. |
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Voucher Institution |
Borrower (loansout_common:borrower) |
Destination where the voucher will end up. |
String |
No |
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-Put in name of project- voucher in a pivot table? |
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Voucher Collector |
new (loansout_botgarden:collector) |
Name of who collected the voucher. |
Name authority: Person |
Yes |
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-last name, first name. |
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Horticulaural/Wild |
new (loansout_botgarden:hortWild) |
Is this voucher horicultural or wild? |
Controlled string (Horticultural/Wild) |
No |
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Collection Notes |
new (loansout_botgarden:fieldCollectionNote) |
Notes associated with the collection of the accession. |
String |
No |
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Should be populated with the Field Collection Place (reverse) + Accession Notes. |
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Annotation |
new (loansout_botgarden:annotation) |
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String |
No |
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Should be populated with Determination History/By + Determination History/Institution + Determination History/Date (I think). |
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Phenology |
New x 5 (loansout_botgarden:sterile, loansout_botgarden:fertile, loansout_botgarden:flowering, loansout_botgarden:fruiting, loansout_botgarden:inSpore) |
The state of the collection. |
boolean |
No |
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Voucher Purpose |
Loan Purpose (loansout_common:loanPurpose) |
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String |
No |
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Garden Location |
New (loansout_botgarden:gardenLocation) |
Location of the specimen used for the voucher |
Location authority: Garden Location (Bed number) |
No |
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Voucher Notes |
Loan out note (loansout_common:loanOutNote) |
field usually has sexual system, flower color, fragrance, used for research? y/n, month it has flowers, months it has seeds, etc. |
String |
No |
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Number of Sheets |
(loansout_naturalhistory:numLent) |
The total number of sheets associated with each voucher. |
Numeric |
No |
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-pertains to one specimen |
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Voucher Sheet Accession Number |
New (loansout_botgarden:sheetAccessionNumber) |
The receiving institution's accession number for the voucher. |
String |
No |
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Reviewed By |
Lender's authorizer (loansout_common:lendersAuthorizer) |
Manager who reviews, and then approves new additions to the vouchering system. |
Name authority: Person |
No |
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Controlled based on the bot garden |
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Review Complete |
New (loansout_botgarden:reviewComplete) |
Confirms that the record has been reviewed. |
Binary |
No |
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Label Requested |
New (loansout_botgarden:labelRequested) |
Places the voucher in the label request queue |
Controlled string (Yes/No) |
No |
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The label printing report will operate on vouchers where this field is set to Yes. |
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(Add more rows for your fields) |
If not in Loans Out, say "New Field" here |
Put in brief description, but don't worry too much about this |
See Loans out schema for examples - can be a string, a date, a number, an authority reference, etc. |
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Notes
- Accession number and Taxon are not part of the "loan out" schema. These fields are on the related Cataloging record, and are shown in the pivot table when a Voucher is the current record, or in the title when a Cataloging record is the current record and a Voucher is shown in a secondary tab.
Actions on Page:
- create new from existing
- cancel changes
- delete
- save
Loans Out fields unused for vouchers
- Loan return date (am assuming this unused)
- Loan renewal application date
- Loaned object status: > Loaned object status date
- Loaned object status: > Loaned object status note
- Special conditions of loan
- Loan purpose
- Lender's authorizer: > Lender's authorization date
- Lender's contact
- (fill these in for all unused fields listed in the CollectionSpace Loans Out Schema).
Controlled list contents
This is for lists of simple terms, not authority references. See examples below. Do not represent booleans (true/false) here (e.g. "Flowering"), as these should just be check-boxes, not a drop-down.
Field |
Value(s) |
Default Value |
Dynamic/Static |
|---|---|---|---|
Phenology |
sterile or fertile? if fertile, flowering, fruiting, flowering and fruiting, or in spore. |
none |
dynamic |
Number of Sheets |
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Garden Location |
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example: Loan status |
agreed; authorized; conservation; refused; renewed; requested; returned; sent |
none |
dynamic |
example: Loaned object status |
agreed; authorized; conservation; refused; renewed; requested; returned; sent |
none |
dynamic |
example: Loan purpose |
analysis; conservation; exhibition; long-term collections management and storage; photography; research; scientific preparation |
none |
dynamic |
Controlled number patterns
E.g., V2009.1 (increments V2009.1, V2009.2, V2009.3...)