1. BioCASE – A Biological Collection Access Service for Europe BioCASE programme – questionnaires and user requirements The Irish National Node Workshop: October 13th, 2003. The Royal Irish Academy, Dublin. Brian Beckett / Chris Emblow Ecological Consultancy Services Ltd. (EcoServe)

2. BioCASE – A Biological Collection Access Service for Europe Acquisition of collection information through a network of Nodes National Nodes collate their information from 4 principal sources: (i) from an initial database of collection addresses and descriptions provided by BioCISE (ii) from existing thematic networks (e.g. information systems for plant and animal genetic resources), some already collaborating, others to be identified and contacted (iii) from mail, email, and telephone surveys carried out by the National Node (iv) from workshops held on the national level

3. BioCASE – A Biological Collection Access Service for Europe BioCASE: National Node Tasks EcoServe (as the Irish national node) is responsible for gathering information on all biological collections in Ireland and subsequently relaying that information to the central node A custom-built database is being populated with information on Irish biological collections This information is ‘harvested’ via the internet and a wrapper system by the central node in Berlin.

4. BioCASE – A Biological Collection Access Service for Europe Collection level metadata Metadata are gathered by the National Nodes are stored in a home database Collection records form hierarchical data structure: [Network] -> Organisation -> [Sub-organisation] -> Collection -> [Sub-collection] –Only organisation and collection are mandatory –Linked collections improve image of organisation –Reflects actual organisational structures –Gives the opportunity to enhance collection keywords (e.g. taxonomic groups)

5. BioCASE – A Biological Collection Access Service for Europe Example 1 of metadata structure Organisation Collection Botanical Gardens of Ireland Living CollectionBG Herbarium MonocotyledonsFungiBryophytes Sub-collection ………………hierarchical data form Dicotyledons

6. BioCASE – A Biological Collection Access Service for Europe Example 2 of metadata structure Organisation Collection Ecoserve Freshwater collectionMarine collection Inverts - Grand Canal Biotope - Killala Biotope - Ballyconneely Sub-collection ………………hierarchical data form Inverts - River Morrell

7. BioCASE – A Biological Collection Access Service for Europe Metadata: content Descriptive data: –All records: Name, Description, Address, Contact Person, URL –Collection specific: kind of collection, kind of objects, number of objects, number of species, collection code, degree of digitisation, … Keywords –Taxonomic group, geographical coverage, time period, …etc.

8. BioCASE – A Biological Collection Access Service for Europe Questionnaire

9. BioCASE – A Biological Collection Access Service for Europe BioCASE: Questionnaire Organisation Class (please tick the box most appropriate to your organisation) Administration (State / Semi-State)  Association / non-profit organisation  University  Non-university college  Research institute  Botanical gardens / herbarium  Zoo / aquarium  Laboratory  Field station  Nature education or visitors' centre  Nature reserves management  Museum  Library / documentation centre  Independent expert / private company  Organisation Class

10. BioCASE – A Biological Collection Access Service for Europe BioCASE: Questionnaire Organisation Details

11. BioCASE – A Biological Collection Access Service for Europe Document Type: (please circle) Electronic / Paper / Photograph Databased (%): Collection Code:No. of Specimens: No. of Species: BioCASE: Questionnaire Collection Details Number of Collections: Please include a Qualifier (None, Some, Mainly, All) if available for the following: Taxon Coverage (higher taxa groups): Common Names: (e.g. animals / deer / birds of prey): Geospatial Coverage: Timeperiod Coverage: Collection Details

12. BioCASE – A Biological Collection Access Service for Europe BioCASE: Questionnaire Collection Development Status: Active  Passive  Selective  Closed  Lost  Other Notes Collection Classes:  Living  Dormant  Culture  Preserved  Observations  Photo  Fossil  Other Notes Preservation Method:  No treatment  Alcohol  Mounted  Dried  Freeze-dried  Deep-frozen  Pressed  Formalin  Glycerin  Microscopic preparation  Arabic Gum  Pinned  Other Notes  Collection Development Status

13. BioCASE – A Biological Collection Access Service for Europe BioCASE: Questionnaire Object Classes:  Bones  Eggs  Shells  Bloodsamples  Whole Organisms  Feathers  Nests  Skins  Wood  Anatomical Slides  Pellets  Seeds  Pollen  Other Notes Related Websites / Publications: Related Collections: Object Classes and other information

14. BioCASE – A Biological Collection Access Service for Europe BioCASE: NoDIT database (data capture)

15. BioCASE – A Biological Collection Access Service for Europe User requirements? Check to verify your details online Are there problems with questionnaire design? Any data category omissions? Ways to improve data capture? Suggestions on further sources of information? How can BioCASE facilitate specific Irish biological collections requirements?