Review:
Record-keeping, labelling, catalogues, field notes
First incomplete, unrevised draft. Help for improvement would be appreciated

Only a well-documented specimen can be of full and lasting value. To assure a good documentation, the following steps are necessary:

1) Initial recording of all useful details about the specimen in a field book (diary), necropsy protocol or other notes

2) Best possible preservation of the specimen (method depending on the purpose), see pages about sample collection and preservation methods and preservation of specimens for collections.

3) Labelling of the specimen. During or after collection an initial label / ticket should be attached to or deposited with the specimen. After preservation, the specimen should later be integrated into the collection with an appropriate, durable and properly attached label. Data recorded on labels: see below.

4) A catalogue must be kept together with each collection. Each specimen included in the collection should be given a unique collection number and documented in the specimen catalogue, notes following on in sequence from that of the last specimen added to the collection.
A personal catalogue for each collector with information from field books included, should be kept together with the collection catalogue, with collection numbers added to the notes in the field books so that all specimens can easily be located for future reference, providing a complete record of the information associated with the specimen (Rabinowitz et al., 2000).

Dates ought to be unmistakeable, with confusion of months and days impossible; month noted as a name or three initial latters of name to avoid confusion of month and day. The year including the century must also be noted. Only two numbers for month, day and year are not sufficient.

Places: records should not only include local names of places or minor features unlikely to be on published maps, but localities must be traceable from some of the following data:

country, state,
province, county or equivalent
Local name of place / area,
Location of the place relative to to a permanent reference point which can be found on maps (Ansell, 1965; Rabinowitz et al., 2000), airline distance and direction to it. Existence for instance of more than one such place with the same name or of a place and mountain or river with the same name may cause problems if no additional data are given  (Nagorsen, Peterson 1980)
Coordinates (latitude and longitude to the nearest minute) (Ansell, 1965; Nagorsen, Peterson 1980)
Map of the site, if possible (Nagorsen, Peterson 1980)

Materials, techniques for safe recording and labelling

Waterproof pencils and field books
All weather paper, waterproof note books and all weather pens are commercially available for field research and other purposes. See for instance http://www.fis.com/dynamicaqua/notebooks.html or http://www.keetonaqua.com/NotebookPens.htm.

Material for labels for specimens and samples
Labels must be attached to samples or containers in a way that losses or unreadable notes after contact with liquid are prevented, for instance one label firmly attached outside and a second one inside the sample container. Durable label material and waterproof markers are recommended; starch-filled paper and non-permanent inks should not be used (Wobeser, 1994). The type of labels should be tested prior to studies with sample collection (Wobeser, 1994).
For labelling containers from outside, labels in a plastic bag that is firmly attached to the container or labels fixed with varnish provide some security (Rabinowitz et al., 2000; Munson, 2000). Notes written directly on plastic bags or containers are not recommended (Wobeser, 1994).  In one case, for instance, text was written on plastic containers with durable marker and covered with transparent adhesive tape to prevent wiping out parts of it; due to some chemical reaction the text became invisible after a short time (Schulze, unpublished).
In labels submerged inside containers with liquid, for instance in formalin, a paper label with data written in pencil can be used (Munson, 2000). Wobeser (1994) recommends thin soft copper or aluminium tags inscribed with a stylus or a linen tag written on with waterproof carbon ink or soft lead pencil. The tag material and pencil used of course should not influence sample quality (see for instance sample collection for toxicology).
 
 

Propositions what to note for a variety of purposes / examinations
General list with propositions what might be important to note: see below, propositions to chose from

Field book
Diary for initial recording of all useful details about the specimen (in preparation)

Labels attached to specimens, samples
Labels must be attached to samples or containers in a way that losses or unreadable notes after contact with liquid are prevented, for instance one label firmly attached outside and a second one inside the sample container. See also above: materials for labelling.
The following information may for instance be included on the labels as far as necessary (for more detailed information, including special needs, see list below):

Name of the person(s) who collected the specimen or sample (Rabinowitz et al., 2000; Munson, 2000)
The unique collection number in the collector's series (Rabinowitz et al., 2000)
    When related to a certain necropsy or case: an additional unique case number should be noted on the protocol and on each label (Wobeser, Spraker, 1980)
    A blank space may be left for a number not yet known, but needed in the future
Animal ID (if available) (Munson, 2000)
Date when the specimen was collected (Rabinowitz et al., 2000);
Locality where the specimen was collected
Genus and species, if known (Rabinowitz et al., 2000;  Munson, 2000)
Sex of the animal, if possible (Rabinowitz et al., 2000)
Approximate age, if possible (Rabinowitz et al., 2000)
Tissue identification (Munson, 2000)
Preservation methods (in the field and later in the laboratory). In study skins or mounted specimens, for instance, preserved with methods which might change hair colour, treatment and a remark about limited reliability of colours must be noted on labels (Downing, 1945), see also chapter about preparation of museum skins (in preparation).

Necropsy records:
First records in the place where an animal has been found or caught
The form and possible meaning of necropsy protocols as official documents maybe important in law suits
Necropsy protocol form sheet (based on Munson, 2000, modified) (in preparation)
 

Photographic record:
Photos of specimens and site are a useful way to supplement documentation. For instance close-up photos of the facial region may supplement preserved specimens in which parts may shrink or be altered by preservation / mounting. (Nagorsen, Peterson 1980). If live animals are available, Hangay and Dingley (1985) recommend to take a few quality photos by enclosing the animal in a glass or acrylic box with some natural surroundings. Photos can be made through the glass, some maybe giving the impression that the photo was taken in the wild and may be used not only as a record, but alsofor publications or lectures.
Nagorsen and Peterson recommend a lightweight 35 mm single lens reflex camera with accessories for close-up work (bellows, extension tubes, macrolenses) and a wide angle lend for habitat photos.
 

_______________________________________________________________________

Records for specimens maybe important to note
A list to chose from for a variety of purposes. Based on Rabinowitz et al. (2000), propositions from other authors added

First general records concerning the specimen

Found, brought, collected by ...

Notes by ...

Person(s) who found, brought the specimen

The circumstances in which the specimen was obtained (Rabinowitz et al., 2000).

Examined by ...
    Also present during examination ... (Schoon, lecture manuscript).

A unique collection number (field number) for the specimen or sample in the collector's series, noted both on the label and in the field book (Rabinowitz et al., 2000).
    If a specimen is supposed to become part of a museum, a blank space for the museum specimen ID / number known only later is useful (Nagorsen, Peterson 1980).
    Information for retrieval of the catalogue(s) in which data are permanently documented)
    If the specimen or sample is related to a certain necropsy or case, a unique case number should be noted on the necropsy / case protocol and on each label (Wobeser, Spraker, 1980).

Nature of the specimen: carcass, skin, skull, mounted animal, sample, other? (Schoon, lecture manuscript; Nagorsen, Peterson 1980).

Animal(s): Information about the genus, species, local names and other data of the animal examined as far as known (Rabinowitz et al., 2000).
Why is the animal considered to belong to the taxon? (Correctness of the taxonomic name of course depends on the state of taxonomic knowledge. Therefore, many museum specimens collected before development of actual taxonomy may be suspected to be mislabelled).

Identification of individual: recognition marks, individual characteristics.

Time, date of collection (Rabinowitz et al., 2000)
    The time of day may also be useful (one of us: C. Groves).

Time, place of dissection / other examination (Schoon, lecture manuscript)

Information available from person(s) who found, brought the specimen;
    earlier history as far as known (compare with first aid chapter). Data concerning life history, etiology = cause of observed pathological changes (as far as known) (Schoon, lecture manuscript);
    significant behaviour observed (Rabinowitz et al., 2000).
    In case of captive care of wildcaught animals: in addition the date of capture / removal from natural habitat (Ansell (1965).

Time, circumstances of death, cause of death (if known) (Schoon, lecture manuscript). See also below: environmental conditions which may have lead to the death of animal(s)

Preliminary questions for later examination (Schoon, lecture manuscript).

Any other information which might be of interest in connection with the purpose of sampling.

All preservation methods (in the field and later in the laboratory) should be noted. In skins or mounted specimens preserved with methods possibly changing hair colour, treatment and a remark about limited reliability of colours must be noted on labels (Downing, 1945), see chapter about preparation of museum skins.
    Storage: method(s), date / duration of storage with this method (blank space for later entry of duration, if necessary)

Literature references where to find further useful information, when necessar, later also noted in the catalogue (Nagorsen, Peterson 1980).

Permission to use / quote noted data for conservation purposes (permission to whom?), publication? If so: reference. (US TAG-website, Porton, undated, seen 2002)

Locality and environment-related information

Locality: must be traceable, including place names likely to be on published maps, coordinates (latitude and longitude to the nearest minute) and / or a map of the site if possible (Ansell, 1965; Nagorsen, Peterson 1980).

Taxonomically incorrect identification of specimens may easily occur for instance in lorises, which are only distinguished by minor differences with features sometimes overlapping. Comparison of specimens locality by locality may be most useful (one of us: C. Groves), and considering additional information about the habitat in which the animal / specimen has been found may also help. Therefore, such information may be even more important than taxonomic names

Ecological information for the local population (Nagorsen, Peterson 1980):
    biome (for instance rain forest, desert)
    found in habitat: for instance:
    Forest / woodland / open;
    Primary / Secondary;
    Forest edge / deep forest
    Arid / seasonal / humid;
                (US TAG, Porton, undated, seen 2002)
    Dominant / prevalent types of plants, with scientific names if possible
    History of the area such as earlier deforestation, fires; more recent habitat changes

Altitude of locality above sea level (one of us: C. Groves); elevation can be estimated from topographic maps or with a pocket altimeter (Nagorsen, Peterson 1980)

Soil type or geological formations may also be meaningful (Nagorsen, Peterson 1980)

Climate, weather, annual season
    Ambient temperature (one of us: C. Groves)

Animal, or sample found on / in which substrate, plant species or part of environment (behaviour of animal?),
    carcass found on the ground, in tree (hanging / lying?), in water? (Schoon, lecture manuscript)

In carcasses: circumstances of death? Environmental conditions which may have led to the death of animal(s), recent weather conditions, drought, floods, electrical storm, etc. (Munson, 2000), anything indicating a possible cause of disease or death like evidence for a road kill (Rabinowitz et al., 2000), accident, signs of struggle, bite wounds or other signs of predation, traces of predators? Traps, snares, chemicals found in the environment, other possible causes of death?

Behavioural / ecological observations made in other animals in the same locality (Nagorsen, Peterson 1980)

Additional samples collected, faeces, other samples from the environment which may for instance contain food, toxins

Animal / sample itself: externally visible features

Complete / only parts found (Schoon, lecture manuscript)

Carcass: for instance lying on the back, side, posture (Schoon, lecture manuscript)

Weight (for approximate weight data: addition of “ca.”. Notes concerning causes why this is probably not live weight (see also below: parts missing, signs of evaporation leading to loss of weight, fur wet or dirty, other)

Standards for measuring and describing lorises and pottos
Form sheet for taxonomic measuring and describing specimens
Form sheet for skull measurements

Dead specimens may be fresh or relaxed in putrefecation, rigid with rigor mortis or slightly shrunken because of evaporation, making measurements in general, but particularly measurements over joints inexact. (Sumner 1927). Live animals probably struggle, in anesthetized animals regular seizure-like muscle contractions occur (B. Meier, pers. comm.). If body measurements are taken for taxonomic purposes, it may therefore be useful to note such condition of the animal or carcass.

Hair: condition? Dirty / wet? hair missing? Signs of natural seasonal or age-related moult?

Age

Sex

External signs of reproductive status; genitalia

Males: testes scrotal or inguinal, testes size, scrotal skin patterns, other observation (secretion)
Females: Conditon of the vagina: open, closed, sealed by a skin? A sealed vaginal cleft may occur in juvenile females and in seasonal breeders at certain times of the year, with the vaginal opening closed by a membrane which may look like normal skin with vaginal opening absent (Nagorsen, Peterson, 1980; observation at Ruhr-University). Signs of estrus such as swollen and reddened rims of vaginal opening? (See figure). Signs of pregnancy? Mammary glands: signs of lactation? Nipples looking used? (Nagorsen, Peterson 1980)
Offspring: babies / infants clinging to the adult found, babies / infants found parked in the proximity

External signs of disease, wounds (Rabinowitz et al., 2000)

Sample collection details (Rabinowitz et al., 2000)

Earlier history as far as known (compare first aid chapter)

Any other information about the animal itself, its environment, other data which might be of interest in connection with the purpose of sampling, such as details of the location where it was found (e.g., habitat type, habitat changes or significant behaviour observed (Rabinowitz et al., 2000).
 

Field report of wildlife death: additional notes a copy of which should be sent to appropriate local or national governmental personnel in case of evidence of a possible epidemic
(based on Munson 2000, slightly modified)

Date
Person reporting
Affiliation: Address
Telephone number / Fax / E-mail
Species affected
Age / Sex
Number affected
Clinical signs noted before death
Clinical signs noted in carcasses
Other species in the region / number affected
Location where carcass(es) were found
Environmental conditions
Other information / observations

Preservation methods
All preservation methods (in the field and later in the laboratory) should be noted. In skins or mounted specimens preserved with methods possibly changing hair colour, treatment and a remark about limited reliability of colours must be noted on labels (Downing, 1945), see chapter about preparation of museum skins (in preparation).
 

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In: Loris and potto conservation database: field methods  http://www.species.net/primates/loris.

Last amendment: 7 November 2002