This is an evolving document. The Diptera Unit has just begun to capture Specimen Label Data. For each specimen for which label data has been captured, a unique bar code is attached (see Thompson 1994). For all newly acquired material the data are captured as part of the labelling process. For older material, the specimen label data are captured only as part of the research process (see Thompson 1990). The current standards are derived from those adopted by the Entomological Collection Network and represent only the minimal (critical) data set.

This specimen inventory file is currently implemented in File Maker Pro, version 2.1, for both MacIntosh and PC Windows computers. The data are in a single file with one record per specimen. Further enhancements include migration to a fully relationship database model.

The fields and codes follow the Smithsonian Department of Entomology (OIRM 1992) standards, with one major exception and few minor ones: This data file does not include subspecies nor infraspecific names; and some of the permissive values for some fields have been eliminated. The fields are as follows:

Bar Code: The value of the bar code attached to the specimen

Family: Name of the Family

Genus: Name of present valid genus

Species: Name of the present valid species

Sex/Stage: Sex or stage of the material. Use
A = Adult
E = Egg
F = Female
L = Larva
M = Male
N = Nymph
P = Pupa
= Unknown

TYPE: If there is type material, please enter
HT = Holotype
ST = Syntype(s)
NT = Neotype
LT = Lectotype
= no type material [default

Preservation: The mode of preservation. These codes can be strung together for multiple occurrences, but be sure to separate the codes with a space. So, if specimen has dissected and parts left on a pin and other parts on a slide, one would enter "PIN SLI". Use either:
ALC = in
PIN = pinned
SLI = on a microscope slide

GEOCODE: The longitude and latitude of the locality. Use the prefix - to denote southern latitudes and western longitudes. The default prefix + should be used for northern latitudes and eastern longitudes

BIOREG: Biotic Region(s) from which material was derived.
Use either:
NEA = Nearctic
NEO = Neotropica
PAL =
AFR =
ORI = Oriental
AUS = Australian
OCE = Oceanic

Country: Country from which the material originated. Use the two letter FIPS codes

State: The State or Province or Major political subunit from which the material originated. Use the TDWG standard codes, if desired.

County: The County or minor political subunit from which the material originated. Codes should not be used

Locality: The specific locality from which the material originated. Codes and/or abbreviations should not be used

Displacement: If the locality is given as a displacment from a more general point, such as "5 kilometers west of [general point]," the general point is entered in the locality field and the displacement information entered here

Elevation: The elevation above sea of the locality. Use meters

Date: The date on which or spread of dates over which the material was collected. The format must be year as 4 digits followed by month as 2 digits followed by day or days. If any component is unknown, a query (?) may be used. For example, the following are valid representations:
1995.12.
1955.??.??
1944.04.24-06.
1849.04.??-07.??

Collector: The name of person or entity responsible for the accession

Location: Current location of the specimen. Use standard acronyms.

Authority: Person responsible for the identification of the identification of the specimen.

Id Date: Date of the identificatio

BarCode Genus Species Sex/Stage
Geocode Biotic-Region
Country State County
Locality Displacment Elevation [may be on multiple lines]
...
Date Collector
Comments [may be on multiple lines]
...
Authority Id-Date