[Nhcoll-l] Software for zoological specimens -- try it

[Thomas Pape]

Natural History Museums are increasingly expected to be able to provide online data for the specimens in their care: label data, images, and associated information like type status, molecular data, publications, etc.

The very first step is to enter data in a specimen database. That step is often the most difficult to make, but we have a proposal:



Try our simple and easy-to-use specimen database. It is based on FileMaker(r) Pro, it is fully GBIF-ready, and it is free. Check it out at http://Papis.dk



We are here offering a fully complete database system based on FileMaker(r) Pro and designed for registration of zoological specimens. The name is Papis(c), and it is simple and easy to use.

Papis(c) covers the basic needs for registration and online data sharing of specimens (and associated data) and it is well suited for institutions of all sizes as well as for individual scientists/curators.



We have been refining Papis(c) over the last couple of years, and it is now at version 4.5.



You can install Papis(c) on your desktop computer, or bring it with you on your laptop when traveling to other museums or into the field.

Or you can install Papis(c) on a FileMaker(c) server, give access rights to selected individuals and let people work simultaneously with the system.



The Papis(c) system for zoology consists of three interconnected databases (".fp7" files compatible with FM Pro 9-11, or ".fmp12" files compatible with FM Pro 12 or later).



- You can create new records singularly or as multiple records (duplicates) in a few seconds,

- You can search all fields, singly or in combinations,

- You can attach an unlimited number of images to individual specimen records,

- You can auto-create unique names to your images,

- You can search, find and compare images,

- You can import and export in various formats,

- You can extract data to your homepage,

- You have a taxonomic list of more than 72.000 genera names (CoL 2011 Annual Checklist) which you can increase along the way,

- You have a country list with 243 official country names and eight ecozones,

- You have a logging functionality (who did what and when), that registers all changes made to any given record found in the Specimens table, DNA-sample table, Taxonomic List table, and in the Expedition table,

- You have a CatalogueNumber table system that gives you total control of the numbers,

- You have 'WasteBasket' tables where deleted Specimen, DNA-sample, and Expedition records, are stored,

- You can print small size CatalogueNumber Pin-labels or larger size labels with barcode,

- You can create up to four DNA-samples per Specimen record and register your Gene sequences,

- You can create outgoing Loans and print invoices, of registered or not-registered material,

- You can register your Expeditions, generate and print, small or larger size locality labels,

- You can create and print various types of unit tray labels or drawer labels,

- You can create distribution maps,

- You can auto-create, ZIP and export a DarwinCoreArchive ready for GBIF, IPT compatable, and share you data with others, with just a few clicks,

- And much more.



The Papis system is an open-source system. Provided you have FileMaker programming knowledge and a FM Pro license, you can modify the system as you see fit. Check it out at http://Papis.dk



Thomas Pape & Nikolas Ioannou

Natural History Museum of Denmark

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