INTRODUCTION

WildCat is a relational database management system developed in 1997 to facilitate data management in the Recent mammal collection of Texas Tech University. WildCat consists of four distinct parts, the third of which, WildCat III, is a data entry application (Fig. 1) for use in-house and in the field. WildCat III allows a new approach to data management by introducing computerized data entry into the first stages of the data gathering process rather than in the more traditional final stage. Computerized data capture as a function of data gathering will reduce transcription errors and decrease time attributed to maintaining a hand-written cataloging system (Monk, 1997). In the field, WildCat III will permit data capture on a laptop computer, thereby creating an initial, electronic database of all data from field notes, personal preparation catalogs, specimen tags, and tissue tubes for every specimen resulting from a given collecting trip.

Figure 1. Data entry screen captures of WildCat III operating in Windows 3.11. WildCat III is also compatible with Windows 95 and 98.

 

METHODS AND MATERIALS

During the summer of 1999, a continuation of an earlier field test of WildCat III was performed to capture data resulting from Texas Tech University's mammalogy Field Methods class led by Dr. Robert Bradley. One computer operator used an IBM laptop computer (Fig. 2) equipped with Microsoft Windows 95 and WildCat III to record collecting locality data, specimen data, and field notes. The primary objective of this study was to determine the effectiveness of WildCat III in the electronic capture of field-generated data.

Figure 2. Field data entry.

 

RESULTS

WildCat III performed to the programmer's and user's expectations during this extended field test. The resulting data set, though not error free, was as complete, concise, and accurate as any other method of field data capture. The resulting specimens and accompanying data were verified, corrected, and cataloged within one week of the end of the trip. This study indicates that the introduction of technology to museum collections management can reduce the effort associated with multiple transcriptions of data, increase the accuracy and consistency of data in the NSRL database, and result in a more useful electronic database which allows immediate access to such data (Monk, 1998).

 

DISCUSSION

Suggestions concerning the most common problems experienced during this electronic data capture study are as follows:

Transcription errors. Mistakes in the final data set resulting from erroneous  transcription of UTM coordinates can be reduced once the necessary  hardware is installed on WildCat III to electronically download (Fig. 3)  coordinates directly from Global Positioning System equipment.

	Security. Installation of security measures such as passwords will help ensure  that the computer, its programs, and the data contained in WildCat III are not  accidentally or intentionally altered by unauthorized users.
	Power supply. The computer's energy problem caused by short-lived batteries  may be alleviated by using a solar panel to generate power.

Bar code scanner. Errors in the frozen tissue inventory can be reduced by  using the bar code scanner (Fig. 4) to enter tissue data rather than typing the  data by hand (Monk, 1998). During this field test, problems occurred in recording  all the variations associated with the collection of tissues in the field primarily  because WildCat III uses two modes of data entry: keyboarding data and scanning  bar codes. As currently designed, the two modes of data entry cannot be used simultaneously; verifying tissue data using the bar code scanner interrupts the  keyboarding process. Inventory taken in the museum at the time of tissue installation  is the best way to ensure that tissue collection data are accurate and complete.

 

Figure 3. Site data entry screen capture showing GPS coordinates download capabilities (currently under development).

 

Figure 4. Bar code scanners used at the NSRL.

 

CONCLUSION

Careful integration of computer technology into museum collections management can reduce the effort associated with multiple transcriptions of data, increase the accuracy and consistency of data, and result in a more useful database which allows immediate access to such data. Additionally, general knowledge of correct utilization of programs such as WildCat III is essential to their livelihood in data management. Designing, testing, and implementing computer technology generates attention to detail and general review of the value of current data and collection management methods. Complete, accurate, and efficiently managed collections of data make individual specimens in any collection more valuable, thereby enhancing the value of an entire collection (McLaren et al., 1987).

 

REFERENCES

McLaren, S. B., H. H. Genoways, and D. A. Schlitter, 1987. The computer as a collection management tool, pp 97-110 in Mammal Collection Management, H. H. Genoways, C. Jones, and O. L. Rossolimo, eds. Texas Tech University Press. 219 pp. 

Monk, R. R., 1997. Automated Data Management in Systematics Collections. Unpublished Ph. D. Dissertation, Texas Tech University. 
vii + 118 pp.

Monk, R. R., 1998. Bar Code Use in the Mammal Collection at the Museum of Texas Tech University. Museology, Museum of Texas Tech University. 8:1-8.

 

ACKNOWLEDGEMENTS

We thank Dr. Robert Bradley, Dr. Ron Van Den Bussche, Dr. Meredith Hamilton and the 1999 mammalogy Field Methods class: D. Carroll, M. Clary, C. Edwards, K. Halcomb, M. Haynie, F. Hoffmann, S. Hoofer, J. Hooten, B. Marks, C. Martin, L. Mitchell, C. O'Meilia, M. O'Neill, and E. Webb for making this project possible. We also thank Amy Halter and Susan Armstrong for their assistance in processing the data and specimens at the museum. Supported in part by the Natural Science Database of Texas, the Natural Science Research Laboratory of Texas Tech University, and the Museum of Texas Tech University.