Reference Manual

Tutorial and Reference Manual
Julian Humphries
Cornell University

MUSE
Tutorial and Reference Manual
Julian Humphries
Section of Ecology and Systematics
Cornell University

The MUSE Project
Building 3, Research Park
83 Brown Road
Ithaca, New York 14850
Voice or Fax: (607) 257-8109
Email: muse@cornell.edu
Julian Humphries, Designer, Programmer, Documentation
David Biolsi, Programmer
Jean Burgess, User Support
MUSE Version 3.4
Original Edition: October 5, 1990
Revised: June 21, 1991
Revised: September 28, 1991
Revised: May 5, 1992
Revised: February 15, 1993
Revised: April 26, 1994
Revised: July 15, 1994
Copyright (c) 1990-1994 by Julian Humphries
All rights reserved

ii
Acknowledgments
For ideas, assistance, advice, criticism, support and patience in the development
of MUSE, we wish to express our gratitude to a number of people: Special thanks
go to Barry Chernoff (Field Museum of Natural History), Genie Böhlke and Bill
Saul (Academy of Natural Sciences of Philadelphia), Bill Fink, Doug Nelson and
Jerry Smith (University of Michigan Museum of Zoology), and Karsten Hartel
(Museum of Comparative Zoology). To numerous others, we thank you for your
assistance and apologize for not individually acknowledging your help.
For providing taxonomic dictionary files used in MUSE, we wish to acknowledge
the generous contributions of two people: For the ichthyology taxonomic
dictionary, we thank Bill Eschmeyer of the California Academy of Sciences, and
for the herpetology dictionary we thank Chuck Myers of the American Museum
of Natural History.
For financial support for the development of MUSE software and the production
of custom-tailored versions for natural history collections, we thank the National
Science Foundation for their grants (BSR-8813349, DEB-9209099) to Julian
Humphries.
A portion of the form printing capability within MUSE was programmed by
Clifford Olling. We would also like to thank staff members at the Vertebrate
Collections at Cornell: Roxanna Normark, Jane Hauptman and Ingunn Sachs, for
their assistance in testing MUSE and improving the documentation. Almost all
current code is the work of David Biolsi, the MUSE programmer since 1989.
Earlier versions of the documentation were produced by Robert Beck.
Btrieve (the underlying record management system used by MUSE) is a
registered trademark of Novell.
SLATE (the printer database used by MUSE) is a registered trademark of The
Symmetry Group.
Acknowledgments

iii
About This User's Guide
This manual is intended primarily as a guide to the installation and daily use of
MUSE. It also provides the information needed to modify or design new paper
forms, such as specimen labels, to be printed from MUSE. It is not intended as
a guide to initial choice of data fields or design of your data structure, nor to the
initial setup or later alteration of your data structure, nor to the modification of
data-entry screens or other items in MUSE. Additional documentation is planned
or is being prepared to provide guidance on these topics.
Information about the contents of fields is not provided in this manual. There are
some details in the context-sensitive help; press while on a field to get
some idea of the expected contents. Additional manuals outlining data standards
are currently being prepared.
Information about installation of MUSE is located in the first chapter.
Chapters 1, 2 and 3 ("Introduction," "MUSE Data Files" and "Some MUSE
Concepts") provide information about MUSE software and required hardware,
some important data files and their relationships within MUSE, and some
conceptual background information on the use of Catalog Numbers and Field
Numbers in natural history collections and in MUSE.
Chapter 4, "Getting Started," describes how to load Btrieve and MUSE at the
beginning of a MUSE work session.
Chapter 5, "Menus and Moving Around in MUSE," describes the MUSE menu
system and how to select items, how to access on-line help from within MUSE,
and how to set certain configuration items in MUSE.
Chapter 6, "Browsing and Editing Records," leads you through the process of
accessing MUSE data files, finding selected records, paging through records,
editing fields, and saving data records to disk.
NOTE: So that you can practice accessing and editing records, a newly
installed MUSE may contain a few sample records in several of the data
files. It is important that you thoroughly test MUSE by adding, editing
and deleting records)and resolve any problems)before you begin serious
data entry for your collection.
Chapter 7, "Adding New Records to the Database," guides you through the steps
in adding new records to the Primary and Locality data files.
Chapter 8, "Other Useful Functions," describes a number of additional features
and functions that are available while adding, editing or browsing records.
Chapter 9, "Printing Specimen Labels," describes and guides you through the
portion of MUSE that deals with the printing of labels.
About This User's Guide

Chapter 10, "Processing Loans," describes the loan-management portion of
MUSE and guides you through the many features dealing with the creation of
new loans, modifying loans, printing loan invoices and managing loan returns.
Chapter 11, "Missing Data in MUSE Data Fields," deals with the problem of
distinguishing between unknown, blank and zero values in MUSE data fields.
Chapter 12, "FORMCAP: Designing Printed Forms," describes the structure and
use of the FORMCAP text file that specifies to MUSE the custom forms (labels,
invoices, etc.) that can be printed at a MUSE site. Detailed information is
provided to enable you to modify existing forms or to design new ones. Refer to
"APPENDIX D: Sample FORMCAP File" for example entries and printed output
of specimen labels and a loan invoice.
"APPENDIX A: List of MUSE Files" contains a list of the MUSE files that you
will find on your hard disk after installation.
"APPENDIX B: MUSE Help" lists, for quick reference, the action of special keys
in MUSE. This Help information is also available on line within MUSE.
"APPENDIX C: Device Numbers" lists the SLATE device numbers (for printer
models and paper sizes) currently assigned in the SLATE printer database for
printing MUSE forms.
"APPENDIX D: Sample FORMCAP File" provides a FORMCAP file as an
example and includes sample specimen labels and a loan invoice.
"APPENDIX E: "Configuration Items" discusses the various items for sitespecific
configuration of MUSE available by choosing "Configure" on the
"Utilities" menu.
Additional documentation on various other MUSE utility programs is located in
a separate publication.
iv
About This User's Guide

List of Figures
Figure 1 Partial data structure for a typical fish collection ......................................2-3
Figure 2 "Main Menu" screen .............................................................4-1
Figure 3 Primary record form with typical data fields ..........................................6-1
Figure 4 Locality record form with typical data fields .........................................6-2
Figure 5 Changing the search field .........................................................8-2
Figure 6 Print List Form .................................................................9-2
Figure 7 Loan Record Form .............................................................10-2
Figure 8 Loan Return Data-entry Form .....................................................10-4
Figure 9 A FORMCAP entry .............................................................12-1
Figure 10 Jar Label/Dot Matrix ........................................................... D-9
Figure 11 Jar Label/Laser ............................................................... D-9
Figure 12 Tiny Labels/Dot Matrix (two across) .............................................. D-10
Figure 13 Tiny Labels/Laser (two across) .................................................. D-10
Figure 14 Multi-lot label for tank, box, etc.
(1 Species, n States/1 Column) .................................................... D-11
Figure 15 Multi-lot label for tank, box, etc.
(1 Species, 1 State/2 Columns) .................................................... D-11
Figure 16 Loan Invoice ................................................................. D-12

Table of Contents
Acknowledgments ........................................................................ ii
About This User's Guide ...................................................................iii
List of Figures .......................................................................... vii
1 Introduction ..........................................................................1-1
Software Required ................................................................1-1
Hardware Required ...............................................................1-2
Installing MUSE .................................................................1-2
2 MUSE Data Files ......................................................................2-1
Curatorial Data ...................................................................2-1
Primary Data .............................................................2-1
Locality Data .............................................................2-1
Taxonomic History ........................................................2-1
Taxonomic Dictionary ......................................................2-1
Names ..................................................................2-2
3 Some MUSE Concepts ..................................................................3-1
Catalog Numbers .................................................................3-2
Collecting Events .................................................................3-2
Field Numbers ...........................................................3-2
Site Names ..............................................................3-2
If No Field Number Exists ...................................................3-2
4 Getting Started ........................................................................4-1
Starting MUSE ...................................................................4-1
Muse Statistics ...........................................................4-2
5 Menus and Moving Around in MUSE ......................................................5-1
Menu System ....................................................................5-1
Choosing Menu Items ......................................................5-1
Getting Help .....................................................................5-1
Answering Prompts ...............................................................5-2
Configuration ....................................................................5-2
Exiting Muse ....................................................................5-2
6 Browsing and Editing Records ............................................................6-1
Examining Data ..................................................................6-1
Editing Records ...........................................................6-1
Browsing ................................................................6-1
Selecting Records to Examine .......................................................6-1
Primary & Taxonomic History ................................................6-1
Locality .................................................................6-2
Wildcards ...............................................................6-2
Paging Through Records ...........................................................6-2
Editing A Record .................................................................6-2
Moving Through Fields .....................................................6-2
Editing Data ..............................................................6-3
Saving Records ..................................................................6-4

7 Adding New Records to the Database ......................................................7-1
Primary ........................................................................7-1
Catalog Number ...........................................................7-1
Field Number .............................................................7-1
Site Name ..........................................................7-1
Locality ........................................................................7-2
Return to Primary .................................................................7-3
Next Primary Record ..............................................................7-3
Adding Locality Records ...........................................................7-3
Special Fields in MUSE ............................................................7-4
8 Other Useful Functions .................................................................8-1
Viewing Other Files ...............................................................8-1
Changing the Search Field ..........................................................8-1
Proofing Locality Records ..........................................................8-2
Pop-up Locality Record ............................................................8-3
Pop-up Species List ...............................................................8-3
Reidentification of Specimens .......................................................8-3
9 Printing Specimen Labels ................................................................9-1
Printing Labels ...................................................................9-1
Storing and Retrieving a Print List ....................................................9-3
10 Processing Loans ....................................................................10-1
New Loans .....................................................................10-1
Existing Loans ..................................................................10-1
Adding Additional Records to a Loan ................................................10-2
Editing a Loan ..................................................................10-2
Printing a Loan Invoice ...........................................................10-3
Loan Returns ...................................................................10-3
Fixing Loan Return Records ........................................................10-6
11 Missing Data in MUSE Data Fields ......................................................11-1
12 FORMCAP: Designing Printed Forms ....................................................12-1
Forms per Page .................................................................12-3
Required Parameters .............................................................12-4
Optional Parameters ..............................................................12-6
User-defined Constants ...........................................................12-6
Print Functions ..................................................................12-6
APPENDIX A: List of MUSE Files ........................................................ A-1
APPENDIX B: MUSE Help .............................................................. B-1
APPENDIX C: Device Numbers .......................................................... C-1
APPENDIX D: Sample FORMCAP File .................................................... D-1
Sample specimen labels and invoice .................................................. D-9
APPENDIX E: Configuration Items ........................................................ E-1
APPENDIX F: Site Name Conventions ..................................................... F-1
Index ............................................................................. Index-1

Software Required
1The
current version of Xtrieve (4.10a) is significantly improved over previous versions, the MUSE staff can
only support questions about that (or later) version.
1-1
1 Introduction
MUSE is a database-management system for natural history collections which
operates on PC- or MS-DOS microcomputers. It is designed to increase the
efficiency of many tasks associated with collections management. Data entry and
editing, reidentification of specimens, management of loans, printing of specimen
labels and loan invoices, and querying of the data files are all supported.
MUSE software, documentation and support is made available through a National
Science Foundation grant, awarded to Julian Humphries of Cornell University.
Initial versions of the program were designed exclusively for ichthyological
collections. However, current versions of the program support a variety of
disciplines, including herpetology, ornithology, mammalogy and other natural
history collections.
Btrieve (from Novell, Inc.) is the "database" engine behind MUSE; it is a
memory-resident program that translates requests for data into actual reads and
writes to the database file system. You do not need to buy Btrieve because we
are allowed to redistribute the portion of it which you need to run MUSE and
Xtrieve (see below); Btrieve is included in the MUSE software package. If you
have a Novell network, Btrieve is also packaged with Netware and can be
installed on the server.
You will need some kind of text editor to alter certain files used by MUSE.
Either the text mode of your word processor or a pure ASCII editor will suffice.
Xtrieve (also from Novell, Inc.) is the companion product to Btrieve. It is used
to query the data in MUSE data files and print reports. If you choose to use
Xtrieve (currently packaged as "Xtrieve Plus" which includes a report writer, and
both single-user and network versions in the same package) you will need to
1
purchase it yourself. Xtrieve Plus can be bought for under $600 . We buy most
of our software from a company called Programmers Connection in Hartsville,
Ohio (phone number, 800-336-1166), but Software City and Egghead Software
are also inexpensive sources. The MUSE newsletter contains information on
other front ends which can query MUSE data files.
Please be aware that using Xtrieve with MUSE generally should be limited to
performing queries and producing reports. Because adding or editing data in
Xtrieve increases the probability of data corruption)by bypassing MUSE's datachecking
features)Xtrieve should be used only as a last resort for any
modification of MUSE data. Try always to enter and edit data within MUSE (or
with special MUSE utilities, such as Tdutil for modifying the taxonomic
dictionary).
1 Introduction

Hardware Required
Installing MUSE
MUSE runs on microcomputers with Intel 8088 through Pentium industrystandard
microprocessors with either color or monochrome video systems. Each
computer should have at least 640 kilobytes of memory although MUSE only
needs about 524k. Collections of larger size and with more users will find
distinct advantages in the newer machines with faster processors (80486 and up).
Likewise, larger collections will require more hard disk storage capacity (one or
two 500-1000 megabyte hard disks). Also, a local area network (e.g. Novell
Netware), with a fast fileserver and large hard disk, is strongly recommended for
many medium and all large collections.
For those computers with additional memory beyond 640k, either extended or
expanded (see your computer manual for explanations of these memory types),
MUSE can take advantage of such memory in two ways. The memory resident
program, Btrieve, will load part of itself into expanded memory by default.
Memory usage will be cut from approximately 80k to 40k. MUSE itself utilizes
an overlaid structure for the executable file. This means that code is not actually
loaded into memory until it is needed. If you have either expanded or extended
memory available, MUSE will store overlays there, as opposed to on disk. Either
way will work, but response will be quicker with memory cached overlays.
Through the use of SLATE, a printer database software utility, MUSE supports
over 800 models of dot matrix and laser printer. Users can design specimen label
and loan invoice forms for any supported printer. Contact the MUSE Project for
current information about printer support. We highly recommend that you get a
laser printer for invoices, reports and certain labels.
IMPORTANT: If at your site, data for two or more separately-cataloged
collections are to be stored in separate subdirectories but accessed from a single
MUSE subdirectory, your installation procedures will be different. Refer to the
alternate instructions received with your MUSE package.
To install MUSE on your hard disk, you should follow these steps:
NOTE: Depending on floppy disk density, you may have received MUSE in a
set of one, two or three disks, the sets differing slightly in the names and
arrangement of the files they contain. In the instructions below, alternative
choices are enclosed in square brackets "[ ]". In each case, choose the alternative
appropriate for the file names on your disk(s).
1) Make back-up copies
Make back-up copies of the MUSE floppy disk(s). Store the original disk(s) and
use the copies to install MUSE.
2) Create subdirectories at the root directory
On your hard disk, create three subdirectories at the root directory level (e.g. C:\)
to contain the MUSE files. Using the mkdir command create the three
subdirectories:
a) Name the first subdirectory MUSE; this subdirectory will store most
of the MUSE files.
1-2
1 Introduction

) Name the second subdirectory LASER; fonts for a laser printer will
be stored here. Note: this step is only necessary if you intend to use a
Hewlett-Packard LaserJet II or compatible. Downloaded fonts are not
needed for current printers which have scalable fonts.
c) Name the third subdirectory SLATE; the printer database file(s) will
be stored here.
NOTE: We assume that you are familiar with hard-disk management
and know about subdirectories and how to move around among them.
Please refer to your DOS manual for help.
When you have completed this step you should have three directories, C:\MUSE,
C:\LASER and C:\SLATE.
3) Copy files to your hard disk
a) [Copy UNPACK.EXE to your MUSE subdirectory.]
[Or, copy UNPACK1.EXE and UNPACK2.EXE to your MUSE
subdirectory.]
b) Copy FONTS.EXE to your LASER subdirectory (if installing soft
fonts.
c) Copy SLATE.PDB to your SLATE subdirectory.
4) Expand compressed files
Expand compressed files to their usable forms as follows:
a) Move to the LASER subdirectory (if installing soft fonts).
1. Type "fonts" and press ; a series of font files
should be produced.
2. Type "erase fonts.exe" and press .
b) Move to your MUSE subdirectory.
1. Type "unpack" and press . If you already have
Xtrieve installed prior to installing MUSE see the next section
on whether to answer yes when you are prompted to overwrite
existing files named FILE.DDF, INDEX.DDF and
FIELD.DDF.
[Or, if you have UNPACK1.EXE and UNPACK2.EXE, do a)
through b) here:
1-3
a) Type "unpack1" and press .
b) Type "unpack2" and press .
2. Type "erase unpack.exe" and press .
[Or, if you have UNPACK1.EXE and UNPACK2.EXE, do a)
and b) here:
1 Introduction

5) Check CONFIG.SYS file
1-4
a) Type "erase unpack1.exe" and press .
b) Type "erase unpack2.exe" and press .]
In your CONFIG.SYS file (if necessary, refer to your DOS documentation),
include entries for "files=20" (or higher) and "buffers=20" (or higher).
MUSE is now installed, and ready for use, on your hard disk. For a list of the
files that are now installed in your MUSE-related subdirectories, please refer to
"APPENDIX A" (page A-1).
Installing MUSE with existing
versions of Xtrieve To install MUSE on a system where you already have Xtrieve 4.01 or newer
installed, you will need to decide whether to utilize the three Xtrieve data
dictionary (.DDF) files set up for your MUSE data files: they are FILE.DDF,
FIELD.DDF and INDEX.DDF, and are provided on your installation disks.
Consider the following in deciding whether to use these .DDF files or not:
If you have created files in Xtrieve (files other than the standard MUSE data
files) AND you choose to use our provided .DDF files, you will need to redefine
your files under Xtrieve's Dictionary command (.DDF files). By making
printouts and screen shots of your old definitions first, you should be able to
easily redefine them. On the other hand, if your custom definitions are extensive
you may prefer to keep them and continue using your old .DDF's. If so, you must
use Xtrieve's Dictionary command to modify the definitions to match the MUSE
data files. We have provided a "structure" file (text files with .STR extensions)
for each of the MUSE data files. Look at these to get the required information
on the data fields: data types, sizes, indexing, etc. Be aware that the "note" data
type for a "remarks" field requires a delimiter: use "H0" (i.e., an H and a zero).
1 Introduction

Curatorial Data
2-1
2 MUSE Data Files
When using MUSE, you will be able to add and edit records in several data files.
Here we introduce four of the principal data files in MUSE: Primary, Locality,
Taxonomic History, and Taxonomic Dictionary (see Figure 1) as well as the
Names data file which is used in loan and system management. Three other data
files associated with loan management)Loan Master, Loan Records and Loan
Returns)are discussed in the chapter on processing loans (page 10-1). For a list
of all MUSE data (and other) files see "APPENDIX A" (page A-1).
Primary Data The Primary data file (PRIMARY.DAT) stores taxonomic and catalog data. One
data record is stored for each lot (or specimen). The data fields include Catalog
Number, genus, species, number of specimens, type status, size, and other items,
but not geographical or ecological information.
Locality Data The Locality data file (LOCALITY.DAT) stores geographic and ecological data, and
the collectors' names and collection dates. One data record is stored for each
collection made at a single place and time. Because a Locality record contains
the locality and habitat notes for one or many lots (or specimens) collected at the
same time, these data need be entered only once for all associated Catalog
Numbers in the Primary data file. A Locality record is linked to its associated
Primary records via their mutual possession of a unique Field Number (see page
3-2 for variations on Field Number).
Taxonomic History The Taxonomic History data file (TAXHIST.DAT) stores a record of the previous
identification of a cataloged lot (or specimen) each time the lot is reidentified;
thus, an "audit trail" is maintained of previous identifications. This file makes it
possible to determine which specimens correspond to an old publication even if
the catalog number was not published and the lot has been reidentified (assigned
to a different species or genus). A Primary record is linked to its associated
Taxonomic History records via their shared Catalog Number.
Taxonomic Dictionary The Taxonomic Dictionary data file for fish collections (TAXDICT.DAT) contains,
for each genus, the family name, group number (usually a family-level numbering
scheme). Normally this dictionary is used to automatically check the spelling of
genus names as they are entered in the Primary file and to provide the family
name for printing on specimen labels. Also, when adding new Primary records,
you may have the option of having MUSE automatically look up the group
number (in the Taxonomic Dictionary, and based on the genus name just entered
in Primary) and automatically entering it in Primary (see APPENDIX E: System
Configuration Items).
For types of collections other than fishes, the Taxonomic Dictionary file may
differ in the categories of data stored (e.g. group number is likely to be eliminated
in herpetology).
WARNING! Although it is possible to add, edit and delete records in
the Taxonomic Dictionary just as with other MUSE data files, you
should do so only with great caution because of its special dictionary
functions. Other utilities (see separate utility documentation) are used
to build and maintain this file.
2 Muse Data Files

Hierarchical Taxonomic Dictionary This file contains the recently added dictionary that contains both taxonomic
authority file and classification information. Every taxonomic name, whether
species, genus, family or order is included in this file along with information
about authorship, year of description, reference to a bibliographic entry (not yet
implemented) and other relevant nomenclatural data. This file is currently used
primarily by Clio, the taxonomic query program.
Names The Names data file (NAMES.DAT) contains information about both the users of
MUSE and persons borrowing specimens. It is basically an expanded name and
address file and can also be used for general purpose mailing lists or reprint
addressing. Ancillary information such as phone numbers, email addresses and
interests are part of the structure. You will receive a Names file with several
hundred names (primarily ichthyologists) already included. Additional persons
can be added just as with other data files (Chapter 7). Also, you will be presented
with a form for adding names whenever a new loan is sent to a person not
presently in the Names data file (Chapter 10).
2-2
2 Muse Data Files

Primary
Create Date 10 Dat 4 S
Last Modified 10 Dat 4 S
Catalog # 6 Int 4 IUS R
Group # 2 Int 2 I O R
Genus
24 Str 25 I S
Species
24 Str 25 I S
Subspecies 24 Str 25 S
Type Status 14 Str 15 S
Questionable? 1 Log 1 SC
Determiner/yr 25 Str 26 S
Alch Count 4 Int 2 S
Skel Count 2 Int 2 S
C&S Count 2 Int 2 S
Size
15 Str 16 T
Storage
10 Str 11 T
Cataloger/yr 8 Str 9 TC
Previous # 15 Str 16 T
Field # 15 Str 16 I SCR
Tax History? 1 Log 1 SC
On Loan? 1 Log 1 SC
De-accessnd? 1 Log 1 SCR
Inventory 1 Str 1 SCR
Remarks 360 Not 361 S
Taxonomic Dictionary
Genus 24 Str 25 IUS
Family 24 Str 25 I S
Group # 2 Int 2 I O
Taxonomic History
Create Date 10 Dat 4 S
Last Modified 10 Dat 4 S
Catalog # 6 Int 4 I S
Genus 24 Str 25 I S
Species 24 Str 25 I S
Subspecies 24 Str 25 S
Type Status 14 Str 15 S
Determiner/yr 25 Str 26 S
Questionable? 1 Log 1 SC
Remarks 160 Not 181 S
Figure 1 Partial data structure for a typical fish collection
2-3
Locality
Create Date 10 Dat 4 S
Last Modified 10 Dat 4 S
Access. Date 12 Str 13 OC
Field # 15 Str 16 IUSCR
Ocean/Cont 20 Str 21 S
Country 20 Str 21 I S
State 20 Str 21 I S
County 20 Str 21 I S
Water Body 30 Str 31 O
Locality 118 Str 119 S
Latitude
Degrees 2 Int 2 S
Minutes 2 Int 2 S
Seconds 2 Int 2 S
NS 1 Str 1 SC
Longitude
Degrees 3 Int 2 S
Minutes 2 Int 2 S
Seconds 2 Int 2 S
EW 1 Str 1 SC
Salinity 1 Str 1 C
Temperature 7 Str 8 O
Depth 12 Str 13 O
Gear 20 Str 21 O
Collectors 42 Str 43 S
Date 10 Dat 4 I S
Time 9 Str 10 T
Remarks 360 Not 361 S
Key to columns
(left to right)
Field name (screen prompt)
Screen length (max. characters)
Data type:
Int = Integer
Str = String
Log = Logical
Dat = Date
Not = Note (variable length)
Stored size (bytes)
I = Indexed
U = Unique values only
S = Standardized
C = All caps
R = Entry required
O = Optional
T = Typical
2 Muse Data Files

1The
two groupings are "entities" in technical terms, but we will refer to them as the Primary Relation or Table
and the Locality Relation or Table.
3-1
3 Some MUSE Concepts
MUSE software design is based upon a logical model of the information typically
present in the collection records of natural history museums. To create our data
model, we used computer systems analysis techniques to model natural history
collection data and an examination of standard curatorial practices. Other
examples of data models presented to represent collections data include Blum &
Novecek (1990), based primarily on vertebrate paleontology and Lindbergh
(1991), who presents a composite view of collections' data based on a survey of
numerous disciplines. The MUSE Data Model (MDM) shares some features with
these other efforts but is unique as presented in detail below. To help
illustrate how the MUSE model represents typical museum data consider this
basic example:
A collector, working at a single place on a single day, obtains five specimens of
each of two species. Some information about those 10 specimens is obviously
common to all of them (collector, place, date) while other data is specific to each
specimen (or species).
In a similar way in MUSE we divide collection data into separate groups of
unique taxonomic/specimen information and common locality/habitat
1 information. This means that the taxonomic data associated with each specimen
(or species, depending upon curatorial tradition) will be recorded separately (two
or 10 catalog numbers) and the collection site information will be recorded only
once.
The immediate benefits of this data model include: efficient data entry, efficient
use of disk storage and perhaps most importantly, data integrity when altering
individual data records (see below). Long term results of data modeling (in
general) include producing a systematic view of curatorial data and practices
which encourages efficient management of that data. Where research efforts
overlap with curatorial data (e.g. biogeographic studies), the data will be
available in a fashion that makes clear the exact relationships among the various
components. It is also this shared data model which allows the various functions
of MUSE (loans, labels, pop-up summaries) to function regardless of the exact
nature of the information recorded with each catalog entry.
Two conceptually important fields in MUSE are catalog number and field number
(or site name/date). Every action in MUSE utilizes one of these two pieces of
information to store or extract data.
3 Some MUSE Concepts

Catalog Numbers
Collecting Events
Most curators will be familiar with the idea of a catalog number, although it may
take different forms depending on the historical practices of individual
collections. For most collections, there is a single integer (123456) referring to
either a specimen or a lot. Variations on this practice include decimals (1234.01),
alphanumerics (1234a), and ranges (1234-1236). MUSE can be set up to handle
any of these variants. Catalog number is the principal retrieval field for the
MUSE data file called Primary. In addition, catalog numbers are used in loan
records and in printing labels.
In MUSE, collecting events are defined by the place and time that a collection is
made. In many disciplines field numbers are the typical designations for this
place and time information, but in other disciplines where this concept is not
traditionally used, site name and date are used to link specimens associated with
a unique collecting occurrence.
Field Numbers Field number (or locality number, station number, collection number, site
number, etc.) is a less universally recognized aspect of curation. In many
taxonomic disciplines, for example, ichthyology, it is customary for a collector
to assign a unique number (typically started with the collector's initials), to each
1
place and time where specimens are collected. For example, JMH 89-001 would
be the first collection for Julian Humphries in the year 1989. Other collectors use
a continuing series (JMH 2345) which they maintain throughout their careers. In
some situations there will not be such a number associated with a collection. In
marine sampling a field number will typically correspond to a tow or haul of a net
and as such may be formed from a combination of ship, station and haul
(SUNWARD-2345-1).
Site Names In disciplines where the concept of a field number does not exist, MUSE provides
Site Names for linking a collecting event with the specimens associated with that
event. The Site Name method uses the concept of place names and dates to
uniquely identify a collecting occurrence. In MUSE, each Site Name and Date
combination identifies a single set of collecting origin information. See Chapter
6, Browsing and Editing Records and Appendix F: Creating Site Names for more
information.
If No Field Number Exists There will certainly be instances where this information has not been recorded in
your catalog records. In such cases you have several choices. You may have
access to field notebooks where the number is recorded. If there is no original
collection number, you can make a number based on information about the
collector and date, or based on catalog numbers. In the former case, a typical
number might be JMH 1989JUL22. This obviously refers to a collection made
by JMH on July 22, 1989. If JMH made two or more collections on that date,
append b, c etc.
The second scheme utilizes catalog numbers as the basis for field or station
numbers. If the locality data for a lot are unique to that lot, that is, only a single
species (or specimen for herpetology and others) was collected at one place and
time, we have adopted the practice of prefixing a "Z" to the catalog number and
1Not
to be confused with the tradition (in herpetology and other collections) of a collector assigning a different
type of field number or collector's number to each specimen at the time of collection, also easily accommodated
in MUSE.
3-2
3 Some MUSE Concepts

using that combination. For example catalog number 12345 would become
Z12345. This is not as desirable as `field numbers based on initials, but is handy
where little information exists about the original collector and/or date.
This same plan can be extended for collections consisting of multiple lots (or
specimens). In this case we prefix a "Q" to the range of catalog numbers in
question. Thus if numbers 12345-12358 are from a single original collection, the
field number for all of them could be either Q12345-358 or Q12345-12358.
For most collections, all of these styles will be appropriate for some records. It
is always more informative to include the collector's initials in the field number;
however, any of the styles will work. The important point is to be sure that all
the lots (specimens) collected at the same place and time get the same field
number. Because MUSE stores the locality information once for each field
number, the consistency for these data is enforced for all lots (specimens) with
the same field number. If every catalog number was given a unique field number
(such as with the "Z" style above), then not only would data entry take much
longer, but disk storage requirements would be much higher as well.
3-3
3 Some MUSE Concepts

Starting MUSE
Figure 2 "Main Menu" screen
4-1
4 Getting Started
NOTE: If MUSE is not yet installed on your hard disk, please refer to Chapter
1 "Introduction" before proceeding.
To start MUSE, complete the following steps:
1) Go to MUSE subdirectory
2) Start Btrieve
3) Start MUSE
Move to your MUSE subdirectory, if you are not already there.
Type "btr" and press to start Btrieve, the memory-resident
record manager.
NOTE: Typing "btr" runs a one-line batch file, BTR.BAT, which
contains the appropriate start-up parameters for starting Btrieve. You
cannot run MUSE until Btrieve has been started (loaded into memory).
Once loaded, Btrieve remains in memory until you specifically unload
it by typing "mutil -stop", or until you turn off or restart your computer.
This means that if you quit and re-enter the MUSE program, you won't
need to reload Btrieve.
Type "muse" and press to start MUSE.
You will see an opening screen in MUSE, and then the "Main Menu"
screen will appear (see Figure 2).
4 Starting MUSE

NOTE: If, at your site, data for two or more separately-cataloged
collections are stored in different subdirectories but are accessed from
a single MUSE subdirectory, start MUSE as follows: Type "muse
" and press )replacing "" with
the appropriate subdirectory name (e.g. "muse reptiles", but not typing
the quotes) .
Muse Statistics Notice the Statistics Window on the left side of the "Main Menu" screen. For the
Primary, Locality, and Taxonomic History data files, the statistics give the
number of records stored in each file, the size of each file in bytes, the average
record size (the sum of Primary, Locality and Taxonomic History sizes divided
by the number of Primary records), and, for Primary, the current highest catalog
number. Also indicated are the current amounts of free disk space and free
random access memory. If you have less than 20,000 bytes of free memory, you
will probably need additional memory to print labels or loan invoices.
4-2
4 Starting MUSE

Menu System
5 Menus and Moving Around in MUSE
MUSE uses a hierarchical menu system. Choosing an item from a list on a menu
will either reveal another menu deeper in the layered hierarchy of menus, or
directly issue a command. The title of a menu always appears in its upper-left
corner.
Notice the "Main" menu on the right side of the "Main Menu" screen. The items
on the menu include the Primary and Locality data files mentioned above. The
Taxonomic History and Taxonomic Dictionary data files are listed on another
menu (under "Other Files").
Choosing Menu Items You may choose a menu item in either of two ways:
Getting Help
Use the cursor keys, < > and < >, to move up or down the list of items
on a menu to highlight your choice. Then press .
Or, press the key containing the first letter of the desired menu item (e.g.
for "Locality")you do not need to press the key; the lowercase
letter works fine). On some screens (for example, where two
choices start with the same letter) it may be necessary to press
after pressing the first letter.
Press to exit from any screen or menu in MUSE and return (move back)
to an earlier menu or to the "Main Menu" screen.
Help is available from menus and while viewing records:
From the "Main" menu, you may choose "Help" to obtain a brief
introduction to the Help system.
The Help system can be invoked at any time in MUSE by pressing the
function key. When available, the first level of help presents
information specific to the menu item or field on which the cursor
resides. Press again to obtain a second level of help containing
more general information: from a menu, you will see a short
explanation of current menu choices; from a form, you will see help on
key actions.
Press to expand or contract the help window. Press the
arrows or to scroll lines within the help
window.
In addition, while viewing records (in "Add," "Edit," or "Browse")see
below), a few often-used key functions are listed across the top of the
screen.
For your reference, the help information on key functions is included in
5-1
5 Menus and Moving Around in MUSE

Answering Prompts
Configuration
Exiting Muse
"APPENDIX B" (page B-1).
When MUSE prompts for information, such as a catalog number or field number,
you will always be required to finish the action by pressing . This
documentation will not repeat that instruction each time it indicates you should
type in a response.
You may choose "System Configure" from the "Utilities" menu to access a
number of site-specific configuration items, including institution name and
acronym; whether or not group number is to be automatically retrieved from the
Taxonomic Dictionary and entered in Primary; and the default selection for the
label type to be printed. Some items on this form may be protected against
unauthorized change; others should be changed only with caution. APPENDIX
E: System Configuration Items lists the various items and options on this form
and describes their use.
The menu choice, "Configure" lets users set up the colors used by MUSE. See
Appendix E: for details of these choices.
To temporarily leave MUSE)shell out to DOS)move to the "Main Menu" screen,
choose "DOS Functions", and then choose "DOS". Type "exit" when you are
ready to return to MUSE.
Choose "Xtrieve" from the "DOS Functions" menu to start Xtrieve while running
MUSE. If a message appears indicating insufficient memory, you will need to
exit MUSE with the "Quit" command before starting Xtrieve. In most
configurations of MUSE, you will be unable to run "Xtrieve" from within the
program.
To exit from the MUSE program at the end of a session and return to DOS, move
to the "Main Menu" screen and choose "Quit".
5-2
5 Menus and Moving Around in MUSE

Examining Data
6 Browsing and Editing Records
You may "Edit" or "Browse" Primary, Locality, Taxonomic History, or
Taxonomic Dictionary records. There may be a variety of forms from which to
view your data. Different forms provide alternate arrangements of data fields or
sequences in which the fields are traversed. Both edit and browse forms allow
you to view and page through existing records in a data file.
Editing Records Choosing "Edit..." from an appropriate menu allows you to edit the data in one
or more records and save the changes to the data file on disk.
Browsing Choosing "Browse..." from an appropriate menu, allows you to view the records
without risk of making changes to the data file. "Browse" is slightly faster than
"Edit" for examining the data. Although "Browse" allows you to edit the data on
screen, these changes are never saved to disk.
Selecting Records to Examine
Primary & Taxonomic History 1) To view Primary records, choose "Edit" (or "Browse") from the
"Primary" menu. To view Taxonomic History records, first choose
"Taxonomic History" from the "Other Files" menu, and then choose
"Edit" (or "Browse").
Figure 1 Primary record form with typical data fields
2) At the prompt, type in the Catalog Number for the record you wish to
find. If a record with that Catalog Number is present, it will be retrieved
and shown on screen (see Figure 3).
3) If the record is not found, you will be asked for a "+" or "-" wild card
(to quickly find the next higher- or lower-numbered record). To
proceed, type a or and press . Or, to return to the
Catalog Number prompt, press or . Pressing , as
always, returns you to the previous level.
6-1
6 Browsing and Editing

Locality 1) To view Locality or Site Name/Date records, choose "Edit" (or
"Browse") from the "Locality" menu.
2) At the prompt, type in the Field Number for the record you wish to
find. The record with that Field Number will be retrieved, if it is
present, and shown on screen (see Figure 4). If you are using a Site
Name system, a prompt for Site Name will appear. If you combine the
site name keyword with the "*" as a modifier, a range of records for the
matching site name will appear.
Figure 2 Locality record form with typical data fields
Wildcards 3) If the record is not found, you will be asked if you want to do a wild
card search. If so, just press .
Paging Through Records
Editing A Record
You can also enter a wild card search directly. The wild card for Field
Numbers and Site Name/Date is an "*" and this can be entered directly
after numbers or letters. For example, if "G*" is entered, the first
record with a Field Number or Site Name/Date starting with a "G" (or
"higher" letter) will be found. This is useful if you are not sure if a
collector used two or three of his or her initials for a Field Number or if
you are uncertain as to the spelling of a Site Name. Or, the collector's
initials followed by * would find the alphanumerically-sorted "first"
collection made by a particular collector. Direct wild card searches are
not permitted for numeric search keys.
When editing or browsing records, you may page forward or backward through
adjacent records by pressing the and keys, respectively. See
also "Changing the Search Field."
Moving Through Fields Use the cursor keys, < > and < >, to move from data field to data field within
a record. Alternatively, you may use to move to the next field and
(hold down and press ) to move to the previous
field.
Within multi-line fields, < > and < > scroll the lines of data to show additional
text, when present.
6-2
6 Browsing and Editing

Saving Records
Editing Data You may change data in most fields by typing over existing data and using the
, , and cursor (< > and < >)keys. Press the key
to switch from the default overwrite (typeover) mode to the insert mode: Use the
insert mode when you wish to retain existing text by pushing it to the right as you
type new text. Press again to return to the overwrite mode in which
existing text is replaced with the text you type.
Other special keys that are useful in editing include the following (but see
"APPENDIX B" on page B-1 for a more complete list):
: Moves the cursor to the beginning of a line in a field.
: Moves the cursor to the end of a line in a field.
or : Moves the cursor one word right or left in a
multi-line field (hold down the key and press < > or < >).
: Undo; restores the contents of the field to its value before
entering the field. This is useful if you change your mind about editing
changes before you leave the field; once you leave the field, undo is no
longer effective.
: Ditto field; inserts the contents of the field from the record you
last viewed on screen.
: Ditto record; inserts contents of all fields from the record
you last viewed on screen (but see "The next Primary record" on page
7-3).
: Clear line; clears one line in a data field.
: Clear to end of line; clears from the cursor to the end of the line.
: Delete record; deletes entire record.
: User key; automatically inserts "user-defined" text which you
initially enter by choosing "User Key" from the "Utilities" menu or by
pressing while on a form. In memo fields (e.g. remarks), the
user key appends text to the current contents.
: Copy block; copies current field into the "user defined" text.
Use to retrieve block.
: Next form; rotates among available data editing forms.
Useful when you have customized forms for various kinds of editing.
: Loan records; shows name of person who has that lot out on
loan.
Press to accept any new text in a field and move to the next field.
To save to disk any additions or changes you have made in the current record:
1) Indicate that you wish to save by doing either of the following:
6-3
6 Browsing and Editing

Move below the bottom margin of the form by pressing or < >
from the last field.
Or, press from anywhere on the form.
2) You will then be asked if you wish to exit the form. Press to save
the data on the form to disk and move to the next record. Press to
stay in the current record without saving. To abort (exit without saving
any changes and leave the form), press from any point on the
form.
NOTE: Saving to disk works in "Add" and "Edit" only. In "Browse,"
additions or changes that you may have made on screen are never saved
and the stored data on disk remains unchanged.
WARNING! Be aware that and move you from
record to record without saving any changes that you may have made.
Likewise, exits the current screen without saving. To save
changes to disk (in "Edit" and "Add"), be sure you first press or
move below the last field by pressing or < > and respond to
the prompt with a (steps 1 and 2 above).
6-4
6 Browsing and Editing

Primary
7 Adding New Records to the Database
When you choose "Add..." from the "Primary" menu, you will be presented with an empty
Primary form ready to be filled with data.
Catalog Number The Catalog Number, required in MUSE, may be entered in one of three ways:
For a specimen previously cataloged on paper, you may type in its Catalog Number.
For new material, you may press to automatically enter a number 1 higher
than the highest Catalog Number currently in the database.
As you continue adding new records during a session you may, as appropriate, press
to automatically enter a number 1 higher than the last-entered Catalog
Number (during this session).
MUSE requires an entry into one of two fields to maintain accurate place and time information
concerning collecting events. Depending on the discipline, these fields, Field Number and Site
Name/Date must be completed in order to proceed with data entry. Follow the appropriate
instructions for your system.
s and Species Binomials Species names can be entered into MUSE using two separate methodologies. The
standard data entry forms have Genus and Species as separate fields with data
validation only occurring on the generic name. Starting with version 3.5 of MUSE, an
additional data entry method allows the entry of species binomials in a single field with
validation occurring on the actual binomial combination.
Genus and Species binomials can be entered in MUSE by selecting "Primary" from the
"Main" menu and choosing "Binomial Add". On that form the binomial field can be filled in
in three ways: one value (order, family or genus only), two values (genus and species) or three
values (genus, species and subspecies). At the present time subspecies values are ignored in all
validity checking, but the data is transferred to the subspecies field.
Once genus and species (or other values) have been entered, MUSE currently performs one
level of checking--a check to insure the binomial combination is in the taxonomic dictionary
database. Ultimately, MUSE will also perform a "validity" check to insure that the binomial is
the currently accepted name for a taxon, and a "verification" check determining whether the
name occurs in a discipline level authority file. The following table covers the cases when a
standard binomial is entered:

IF THEN
Generic and specific MUSE accepts data and sets
name both in dictionary. Group Number. Family name is
displayed at bottom of screen.
Generic name in MUSE prompts to allow entry of
dictionary but species not specific name taxonomic
found. information by pressing
. Family name
displayed.
Neither generic nor specific User notified binomial not in
name in dictionary dictionary. Press to
accept information as entered.
Generic name must be entered
through the Insert Name function
in CLIO.
If only an order, family or genus value is entered, MUSE will set the species field value to "sp."
(without the quotes) and set questionable to "Y". If the name is not in the dictionary (for any of
the three levels) the user is notified and can accept the entered value by pressing . New
names should be added using the Insert Name function in Clio.
Field Number Field Number can be entered in one of two ways:
Type in the Field Number directly.
Press to have MUSE generate a Field Number automatically)a "Z" number based
on the Catalog Number (see page 3-2).
Site Name If you are using a Site Name/Date field instead of Field Number
Enter the first word or phrase in the place name. This would be a repeatable and easily
recognized geographical or political unit. This is called the "keyword". For a complete
explanation of the parameters for creating site name, see Appendix F (distributed
separately.
At the end of the keyword place a ";". Without this semicolon, the site name system
will be useless, as MUSE uses the ";" to designate the end of the keyword. Because
the ";" is used as a delimiter, it should never be used within the text of a site name
keyword.
For some localities there may be no other data available, but for many, there will be
information such as a direction ("NW", "SE", etc.) a landmark ("Briarwood Mall") a
geographic feature ("Huron River") or another political unit ("Scio Township"). So, the
data would be entered as follows:
Ann Arbor;
Ann Arbor; NW
Ann Arbor; Briarwood Mall
Ann Arbor; Huron River

Locality
Ann Arbor; Scio Township
When a locality is entered from Locality Add or from the pop-up screen in Primary Add, MUSE
checks to see if that locality already exists. If it is an exact match and the "date" field also
matches, the site name information is displayed in the lower left hand corner of the screen. If it
is a different date or is not an exact match a pop-up screen will display site name choices. For
example:
Site Name Same Date? State County
NEW
Ann Arbor; N MI Washtenaw
Ann Arbor; NW Y MI Washtenaw
Ann Arbor; Briarwood Mall N MI Washtenaw
Ann Arbor; Huron River N MI Washtenaw
Ann Arbor; Scio Township N MI Washtenaw
If there is a site name that is correct, choose the match. If not, choose "NEW" and a new
locality screen will pop-up.
The system is designed to prohibit editing of an exact match site name when there is no
modifier to the keyword. For instance, and entry of "Ann Arbor;" on a duplicate collecting date
will result in the display of complete site information in the lower left hand corner. If upon
review, this information is not what you want associated with the record, a "modifier" such as
an "*" will need to be added after the keyword ("Ann Arbor; *"). This will produce the pop-up
screen for NEW and other choices.
From the first level MUSE menu, the selection of Locality Browse will prompt for a Site Name
to find. Currently the system will return a "not found" when an exact match is entered. This is
due to the link of site name and date, and since the date has not been entered, a match cannot be
found. Combining an exact match such as Ann Arbor; with the modifier "*", will produce the
correct range of records. Searching within Locality returns the same result, so for now the best
search result will be had using the Site Name keyword and the modifier "*".
In instances where localities are very similar, they are best distinguished by sequential integers
(1,2, etc.) rather than more description. MUSE will always display complete data when a Site
Name is displayed.
For records with no data "NO DATA" is the correct entry. For a more complete explanation of
the various methods of creating Site Names, see Appendix F.
After you fill in the Field Number or Site Name/Date on the Primary form and press , a
new Locality or Site Name form)ready to be filled with data)will pop up (if the Field Number or
Site Name is not already in the Locality data file).
Notice that the Field Number (or Site Name/Date)information on the Locality form is
automatically filled in with the Field Number (or Site Name/Date) you just entered on the
Primary form; this comprises the link between these related records. After entering appropriate
data in the other Locality fields, save the record by pressing from the last field or
(as when editing)see page 6-4, "Saving a record"). You will then be returned to the
Primary form.

Return to Primary
Next Primary Record
Upon subsequent entries in Primary of specimens with a Field Number already entered in the
Locality data file, a Locality form will no longer pop up and you will be moved to the next field
on the Primary form. In this case, however, some of the Locality information (from the Locality
record of that Field Number) will appear at the bottom of the screen so you can confirm that you
are in fact entering data from the same locality. Be aware that on those occasions when there
two are identical field numbers, but representing different localities (due to identical initials,
mistakes, etc.), one number must be modified to make it unique.
After being returned to where you left off on the Primary form, enter the appropriate data in the
remaining fields. When you type in the genus and press , MUSE checks the spelling
against the list of genera in the Taxonomic Dictionary file. If the spelling is incorrect or the
genus is not found, you will hear a beep and be notified of that fact. By convention, we enter
family name in the genus field for those specimens for which that is the finest level of
identification. Also, the group number may be automatically entered if this option is available
and turned on (see APPENDIX E: Configuration Items). When the form is filled in, you must,
as usual, save the record by pressing from the last field or . At this point a new
Primary form will appear.
On the new Primary form, a few of the fields will already contain data. These are auto-ditto
fields that, by default on startup, automatically repeat data from the previously-entered record.
You may edit these fields or accept the data as shown on the screen. As when editing records,
you may retrieve the value of a field from the last-viewed record (ditto a field) by pressing
, or you may ditto values from all fields (ditto the entire record) by pressing .
can only be entered when you are on the first field on a form. After using this
function, cannot be used to save, as the program must check the contents of several
fields. Use < > or to move through all the data until the normal exit prompt appears.
While adding records in any file, auto-ditto may be toggled on or off for any field by pressing
while the cursor is in the desired field. By turning auto-ditto on or off, the previouslyentered
data in that field will show (or not show) automatically in subsequent records.
You may continue entering data and adding new records, as here described, remembering
always to save your data to disk after completing each form.
Adding Locality Records
At times)such as after returning from a collecting trip)you may find it more convenient to
promptly enter field notes (Locality data) and postpone Primary record entries until the
1
specimens are fully identified and prepared. Choose "Add..." from the "Locality" menu, and
you will see an empty Locality form. Enter data as described above except that, in this case,
Field Number must be entered as well)it does not appear automatically. You may add as many
1 Note that this practice will work only if you are using field numbers designated by the original collector or formed from the collectors
initials and date. If you are utilizing a field number formed from catalog numbers, e.g. Z12389, you will have to enter locality data while
entering the actual catalog records.

Special Fields in MUSE
Locality records as you wish. Each Locality record will be automatically linked by Field
Number to its associated Primary records when they have been entered into the database.
Certain fields in MUSE are preset to behave differently than others in some respects. For
convenience in data entry, a few fields)e.g., Cataloger/yr., Field Number, Ocean/Continent
and Salinity)are preset to auto-ditto the data from the previous record (see "Next Primary
Record" above). In other fields, a standard data item (e.g., "N" for Questionable?, Tax
History?, Deaccessioned? and On Loan?, "U" for "Unknown" Inventory status, or the current
date for Last Modified) is filled in automatically in appropriate records.
For institutions that record a beginning and ending date for an individual collection (Date and
Date_2), the second date is filled in automatically to equal the beginning date. If the collection
was made on a single day, simply cursor over the second date field. If the collection dates span
two or more days, edit the second date field to reflect that. On printing, the dates will be
condensed to a range.
Certain fields (e.g., Last Modified) are preset to be skipped or protected)in some or all
situations)so that their data cannot be modified by the user.
The table below lists the special fields and how they differ from normal data fields.
Questionable Should be set to yes for any questionable
? identification, including unidentified specimens or
manuscript names. Automatically set to yes when
the species field is "sp.".
Tax. Automatically set to 'Y' by system whenever a
History? taxonomic history record for that catalog number
is created.
Deaccession Automatically set to 'Y' by system whenever a
ed? deaccession record for that catalog number is
created.
On loan? Automatically set to 'Y' by system whenever any
specimens from that catalog number are lent.
Automatically set to 'N' when they are returned.
Inventory Default value is 'U' for unknown. Should be set to
'F' for found or 'M' for missing.
Date created Automatically maintained by system, can not be
edited by users. Reflects date the record was
originally created.
Last Automatically maintained by system, can not be
modified edited by users. Reflects date that the data have
last been edited.

In certain cases, a field may be set so that, without pressing , the cursor moves
automatically to the next field after data entry; in latitude and longitude, Degrees, Minutes and
Seconds may behave this way. Finally, a field may be set to automatically copy data from the
previous field: this feature is useful with two date fields to enter a range of dates; type a date in
the first field, press , and edit the second field as necessary (or leave it identical to the
first if just a single date is intended).

Viewing Other Files
8 Other Useful Functions
While you are adding or editing records, MUSE allows you to view (browse or edit) or add
records in other files by using the ten key combinations, through , to pop up a
form. For example if you wish to edit a Primary record while adding data to any file, press
. You will be prompted for the catalog number of the record to edit. The appropriate
Primary record will then be displayed on the screen)whether a pop-up form is an edit or browse
form will depend on context. You may page forward or page back, change search keys, or
perform any other normal operation. As usual, if you edit a record be sure to save changes to
disk () before you exit a form. To return to your original form press .
The edit forms for Primary, Locality, Taxonomic History, and Taxonomic Dictionary are
assigned to through , respectively. The form for adding to Taxonomic History
is attached to , and adding to the Taxonomic Dictionary is . This latter would
be useful for adding a genus to the dictionary while adding new Primary records. Finally, through are user-defined keys. Select any one of these and you will be prompted
for a file and form to use. From that point on (in the current session), that key will be associated
with that form. The one restriction is that only a single form can be active at once.
Changing the Search Field
NOTE: The key, in an earlier version of MUSE (to edit other records from
"Add" mode), is no longer available. The through keys (see above)
replace and considerably expand that feature.
The field used in retrieving records (and which determines the sequence of paging through
records) in any individual file can be changed from the default (which is usually catalog number
or field number). While editing or browsing a record press ; a menu will appear listing
the possible search fields for the file (see Figure 5). To change to one of these, make your
selection from the menu. The file will now be displayed sorted by that field. To enter a search
value, press and you will be prompted for a value for the new search field. When you
enter the value, the first record found containing that value will be retrieved.
Other records with the same value can be displayed by paging forward through the file. Press
and to move to a record with the next or previous value of the
search field, different from the value currently being viewed. When you exit back to the menu
system the search field will be reset to the default.

Proofing Locality Records
Figure 3 Changing the search field
While checking for data accuracy and editing Primary records, it is convenient to edit also their
associated (linked) Locality records. However, once proofread and edited, a Locality record
need not be reread with each additional linked Primary record. To make this process
convenient, each Locality record can be marked as "Proofed" so that it will have to be proofread
on only the first Primary record with which it is linked.
In Primary "Edit," whenever a Primary record is called to the screen (with the "Auto Proof Up"
proofing option turned on, see below) its associated Locality record will pop up automatically
unless the Locality record has already been proofed and marked as such. With the pop-up
Locality record on screen, you should proofread and make any necessary corrections,
remembering to save any changes to disk by pressing and answering . Once the
Locality record meets your approval, press to indicate that it has been proofed. Once
proofed and marked with , a Locality record no longer automatically pops up on top of its
associated Primary records.
You may also proof Locality records while directly editing them)in Locality "Edit." Here the
key marks a record as proofed in the same way; when you again return to Primary "Edit,"
proofed Locality records will no longer pop up. Direct proofing is most appropriate after you
have entered locality data directly (see page 7-3).
"Auto Proof Up" of Locality records is a system configuration option for convenience in editing
which can be turned on or off (see APPENDIX E). It is likely that you will want it on during
retrospective capture when a data entry person is entering large numbers of records, but it is of
less utility for a curator or collection manager in daily operation who is entering and proofing
records at one sitting.

Pop-up Locality Record
Pop-up Species List
While viewing a Primary record in "Edit" or "Browse," you may retrieve locality information
associated with the current Catalog Number. By pressing , the appropriate Locality
record will appear in front of the Primary form)just as it does in "Edit" before being proofed. In
"Edit," the pop-up record may be edited and saved as usual. After you finish with the Locality
record, press (to save any changes) or (to abort). You will be returned to
Primary.
NOTE: differs from the action of (see page 8-1, "Viewing Other
Files"). With , you cannot page through the locality records or change the
search field.
While a Primary or Locality record is on screen, if you wish to see what other species were
collected at the same time and place (i.e., all species with the same Field Number), press
. Confirm the field number by pressing and a pop-up window will appear
listing, for that Field Number, each species with its Catalog Number. Depending on context, a
prompt may appear requesting that you type in a Field Number)thus enabling you to obtain the
species list associated with a Locality record other than the current one. Press any key to
remove the list from the screen.
Reidentification of Specimens
Keeping a history of taxonomic or nomenclatural changes is simple for single lots (or
specimens) in MUSE. A reidentification function automatically records the old name,
determiner and Catalog Number in the Taxonomic History data file. While editing the
appropriate Primary record, you should press to reidentify the lot. Respond with a
when asked if you want to proceed. This action automatically adds a record to the Taxonomic
History file. Then make the appropriate changes in the current Primary record and save the
edited data to disk by pressing .
Deaccession of Specimens
There are two general circumstances in which specimens are deaccessioned: gifts or exchanges
with other institutions and removal of specimens from the collection because of destruction,
poor data or other purpose. Gifts to other institutions are handled by MUSE within the loan
return system. Starting with version 3.5 of MUSE, you can also deaccession specimens from
the Primary data file directly, allowing for recording of specimens removed from the collection
for whatever reason.
To deaccession a specimen from your collection, select a Primary Edit form and enter the
catalog number for which you wish to deaccession specimens. A separate deaccession record
must be entered for every specimen preparation type that is to be removed. Once on the edit
form for the correct catalog number the deaccession screen can be accessed by pressing . If any changes are made to the primary record, you will be asked to confirm those changes
prior to proceeding with the deaccession (the primary record will be saved immediately).

Figure 4 Deaccession Screen
The deaccession screen (Figure 4) displays the current date and assigns a deaccession number.
The Prep Type field allows you to cursor through a choice list of preparation types. Once a
type is selected, the total number of specimens (as indicated on primary) is displayed for that
choice.
After all information is entered, save the data by pressing . The Deaccession field on
Primary will now be marked "Y" and the number of specimens for the chosen prep type will
be decremented by the quantity of the deaccession. If you choose to exit the form without
saving by pressing , and the cursor is in the Prep Type field, you must press
twice--once to clear the field and once to return to the primary record. To examine the
deaccession or to make changes (e.g. to undo a mistaken deaccession), return to the "Main"
menu, select "Other Files", then "Deaccession" and enter the deaccession number. The
search key can be changed to catalog number once the form is on the screen. Only the Date and
Comments fields can be edited on this form. Deleting a deaccession record will automatically
add the specimens that were erroneously deaccessioned back to the Primary table.

Printing Labels
9 Printing Specimen Labels
You can print specimen labels with laser or dot-matrix (impact) printers. The
specifications for the customized labels for your institution are contained in an
editable text file named FORMCAP in your MUSE subdirectory (see page 12-1,
"FORMCAP: Designing Printed Forms," for details on setting up your forms).
A variety of label types and sizes are possible, including jar and vial labels, skin
or skeleton tags, and multi-specimen tank or box labels (see figures on pages
D-9-D-12). Such tank or box labels may list data for many Catalog Numbers
(lots or specimens) and may have a header (for which you can be prompted to
enter some text).
To print labels, choose the label type to be printed from among the available
options on a menu and, in a print list, enter the Catalog Numbers of the
specimens for which data are to printed.
To print labels, follow these steps:
1) Choose "Labels" from the "Utilities" menu.
2) Choose "Form" from the "Labels" menu and choose the type of label
you wish to print from the "Form" menu that appears. Actually, you
may perform this step anytime before you choose "Print" to print the
labels (see below).
NOTE: You may skip this step if you wish to print the default label
type. Initially in each session, the default label type for your site, as set
in the system configuration file, is automatically selected and
highlighted.
3) Choose "Edit" from the "Labels" menu to enter the Catalog Numbers
for which you wish to print labels (of a particular type as selected on the
"Form" menu)
A Print List form will appear with two columns of numbers, initially
zeros (see Figure 6). You can enter individual Catalog Numbers and/or
ranges of numbers to be printed. Type single non-contiguous numbers
in the left hand column, leaving zeros in the right column by pressing
as needed. For a range of numbers, enter the first and last to
be printed in the left and right columns respectively. The range can span
missing catalog numbers; they will simply be ignored. Enter as many
numbers and ranges as you need, keeping in mind that all will be printed
on the type of label chosen from the "Form" menu.
The Catalog Numbers do not have to be in any particular sequence. If
you wish a tank or box label to have the items appear in a particular
order, just enter them that way. If you make a mistake or wish a
different sequence, you can use two special keys in editing a print list:
With the cursor positioned on
9-1
9 Printing Specimen Labels

.
Figure 6 Print List Form
a line in the print list, press to delete the line, or press
to insert a line immediately above.
When printing a label containing multiple Catalog Numbers (e.g., tank
or box labels with repeating lot or specimen data) enter, in the print list,
the Catalog Numbers for one label only. For this type of label, you
must use a separate print list for each additional label. (See "Store,"
page 9-3, for the procedure to save a print list to disk.)
While editing, browsing or adding Primary records, you can "mark" a
Catalog Number)put it in the print list)by pressing . The
Catalog Number of the Primary record on screen will be added to the
current print list and a confirming message will appear at the bottom of
the screen.
4) Press to save the current print list to memory and return to the
menu. Note that saves the print list for the current session only;
it is not saved on disk. To save the print list to disk for retrieval in a
future session, see "Store" (page 9-3).
If you wish, you may further modify or add to the current print list by
again choosing "Edit". If the list looks different when it reappears,
MUSE may have aggregated adjacent Catalog Numbers or split a range
of numbers into components because included Catalog Numbers were
not found in the Primary data file.
5) Choose "Order" from the "Labels" menu if you wish to sort the
current print list by Catalog Number.
6) Choose "Print" from the "Labels" menu to print labels for the current
print list and label type. If the label type chosen requires a prompt (see
section on prompt print function, page 12-9), as in some multiple-
Catalog Number labels, you will be prompted to enter user data. Type
in the information (for example, Locality data such as state or county
name(s)) as required.
With the proper printer attached, turned on and selected, and with paper
9-2
9 Printing Specimen Labels

Storing and Retrieving a Print List
inserted, the labels will be printed. (Note: On slower computers, the
first label may take a while to print. Be patient before assuming
something is wrong.)
CAUTION: The labels printed will be of the type currently selected on
the "Form" menu (i.e., the default type unless another has been selected
in the current session). Since the label type and print list are
independent of each other, use caution and select carefully before
printing.
7) If you need to stop a print job, press to signal MUSE to stop
sending data to the printer at the end of the current label.
8) Choose "Clear" from the "Labels" menu to provide a new, blank list
as the current print list, visible when you next choose "Edit" and ready
for you to enter numbers for another batch of labels.
Two more features, storing and retrieving print lists, provide additional
convenience in printing labels:
Choose "Store" from the "Labels" menu to save to disk the current
print list when you have need to retrieve the list for use in later sessions.
You will be prompted to enter a List Name the first time you store the
list. Later, when you retrieve and again store a print list, it
automatically will be stored under the same name.
For multiple-Catalog Number labels (such as tank or box labels) where
new specimens may be added to the label, storing a print list is
especially useful. The ease of retrieving the list, adding new Catalog
Numbers, printing a new label, and re-storing the list greatly facilitates
the label-printing process.
Choose "Retrieve" from the "Labels" menu to get a stored list from
disk and make it the current print list. You will be presented with a
menu providing several ways to retrieve a list:
Choose "List Name" if you know the name.
Choose "Catalog Number" if you know any Catalog Number
contained in the list.
Choose "Loan Number" if you want a print list consisting of
the Catalog Numbers on a particular loan.
Depending on your choice, you will be prompted to enter a List Name,
a Catalog Number, or a Loan Number. Type in your response.
If you choose "Catalog Number" and MUSE finds that the number you
enter is present on more than one stored list, a menu of list names)those
lists containing your catalog number)will appear. Choose the
appropriate name.
You may add to or modify a retrieved print list by choosing "Edit", as
usual, from the "Labels" menu.
You cannot store a print list with a list name already used unless you
9-3
9 Printing Specimen Labels

first retrieve the list with that name. To reuse the list for a new batch of
Catalog Numbers, you can retrieve it and edit it to zeros ( may
help) before entering new numbers. To permanently delete a print list,
retrieve it, edit the list to zeros, press , and choose "Store";
storing an empty print list deletes that list.
9-4
9 Printing Specimen Labels

New Loans
Existing Loans
Adding Additional Records to a Loan
10-1
10 Processing Loans
The loan-management portion of MUSE stores information about loans, prints
loan invoices, and manages loan returns, gifts and deaccessions.
1) Choose "New" from the "Invoices" menu, to create a new loan. In the
form that appears, you will see that a new Loan Number and today's
date have been entered automatically. If necessary, you may edit either
of these fields. Enter the last name of the loanee. A menu will appear
listing all occurrences of individuals in the names database with that last
name. If the appropriate person is on the list, cursor to that name and hit
return. If the loanee is not on the list select "Enter a new name" and you
will be presented with a form on which to add that person to the names
data file (see Chapter 2). After completing that step enter a student
name, if appropriate. Press or and respond to the
prompt with a to save and exit the form. The loan will be created,
i.e., a record will be added to the Loan Master data file
(LOANMAST.DAT).
2) A list form, similar to the Print List used in printing specimen labels
(see above) will appear. Just as described for labels, enter individual
Catalog Numbers and/or ranges of numbers. All specimens with these
Catalog Numbers will be included in the loan.
If a requested Catalog Number is not found in the Primary data file, you
will be informed and it will not be included in the list. Also, duplication
of Catalog Numbers is not allowed on a loan.
If part of a loan is a gift or exchange, you will need to see the
documentation on Loan Returns (page 10-3) to complete deaccessioning
of the material. You will also want to edit the loan record to reflect that
part or all of the material is to be retained by the loanee (with a
comment). However, print all labels and invoices prior to
deaccessioning the material.
3) Press to add the listed Catalog Numbers (lots or specimens) to
the loan and return to the menu. For each Catalog Number, a new
record is automatically added to the Loan Records data file. Also for
each Catalog Number loaned, data in the On Loan? field in the Primary
data file, is automatically changed from "N" to "Y".
Choose "List" from the "Invoices" menu to see a list of existing loans
(showing, for each, the Loan Number, recipient, date, and whether the loan is
open or closed). This feature is useful for quickly finding the Loan Number of
a loan for which you wish to add lots, edit data, print an invoice, or record
returned specimens.
Choose "Add" from the "Invoices" menu to add additional lots (specimens) to
an existing loan. When prompted, type in the Loan Number desired. In the list
10 Processing Loans

Editing a Loan
form which appears, enter the individual Catalog Numbers and/or ranges of
numbers to be added. When the list is complete, press to add the records
to the loan and return to the menu. Note that MUSE checks for and does not add
duplicate Catalog Numbers on a loan.
You may wish to edit a loan in order to loan partial lots, to include special
instructions, to delete records from the loan, or to correct information about the
loanee.
1) Choose "Edit" from the "Invoices" menu. Choose "Records" to edit
individual loan records, or "Master" to edit the information in the Loan
Master data file. At the prompt, type in the Loan Number. Either the
loan master form or the first record for that loan (see Figure 7) will
appear on screen.
Figure 7 Loan Record Form
To edit a record, you may page forward or backward through adjacent
records (lots or specimens) by pressing the and keys,
respectively. Note that you can page through the records of all other
loans as well. Before editing, be sure to select the appropriate record
with care.
To delete a record (lot or specimen) from the loan, press and
respond to the prompt with a .
You can edit the number of specimens actually to be loaned for each of
three types of specimen preparations (initially, the specimen counts for
the lot are automatically obtained from the Primary data file).
You can type in an outgoing comment about a lot or specimen (e.g.,
information about physical condition, special instructions, preservation
fluids, permission to dissect, clear and stain, or make skeletal
preparations). Any data in the Type Status field in the Primary data file
is automatically entered in this comment field at the time the record is
added.
To search for a particular Catalog Number, pick any loan record to edit
10-2
10 Processing Loans

Printing a Loan Invoice
Loan Returns
and then use the change search field function to select catalog
number as the sort field. Escape from the form and you will be
prompted for a catalog number. Enter the number in question and you
will see the first occurrence of that number.
2) Press , or from the last field, and respond to the prompt
with a to save an edited record to disk.
3) Press to return to the menu.
1) Choose "Print" from the "Invoices" menu to print an invoice (see
Figure 16, page D-12).
2) At the prompt, enter the Loan Number.
3) In the form that appears, type in the information requested on the loan
authorizer, mode of shipment, number of packages, length of loan,
category (e.g., loan, gift, exchange), and number of copies of the invoice
1
to be printed. The address of the loanee is filled in automatically by
MUSE.
4) Press (or from the last field) and respond to the prompt
with a .
With the proper printer attached, turned on and selected, and with paper
inserted, the invoice will print with the appropriate data obtained from
the Loan Master, Loan Records, Primary and Locality data files.
5) If you need to stop a print job, press to signal MUSE to stop
sending data to the printer.
Loan returns are a complex part of data management for natural history
collections. Loans can be returned over extended periods, with specimens lost
or converted into new preparations, or with even "more" specimens returned than
lent (lets hope it was a counting error!). MUSE is designed to handle all of these
circumstances.
The basic unit involved in loan returns is a loan return record. This consists of
the number of specimens of a particular catalog number returned on a particular
day. If a single lot is returned in stages, e.g. alcohol specimens returned prior to
skeletons, there will be a loan return record for each transaction. Only when all
the specimens in a lot are accounted for is that lot marked as closed. If 12 of 20
lots are returned (with all material in those lots returned), then 12 loan return
records will be created, but the loan itself will stay open. When all the lots are
marked as closed the loan itself will be closed.
1) Choose "Return" from the "Invoices" menu to register the return of
loaned specimens, lots or partial lots. You have the choice of marking
a complete loan as returned, individual lots as returned (partial return),
or fixing an error made while marking lots as returned.
1 The number of copies feature works only on printers such as the HP LaserJet, that support multiple copy
printing. You will generally find it advantageous to photocopy invoices if you are using an impact printer.
10-3
10 Processing Loans

2) For complete or partial returns, you will be presented with a form with
today's date (which can be edited if appropriate), and blanks for your
initials and the Loan Number. If this is a complete loan return,
completing this form is all that is required; for partial returns, proceed
with the next step.
3) For partial returns, a loan return data-entry form for the requested Loan
Number will appear (see Figure 8).
Figure 8 Loan Return Data-entry Form
On this form you will see a row of information for each loan record
(Catalog Number) not yet returned, for this loan. If a partial return has
already occurred, the total number of specimens previously returned (for
each of the three preparation categories) will be shown in the columns
labeled specimens resolved (Res.). In entering the current return, you
will indicate which of the loaned specimens were returned, whether a
loan record is to be marked closed, and for partial returns of lots, how
many specimens (of each preparation type) are being returned at this
time. In addition, you can enter a comment for each returned lot.
NOTE: You will find and and the up and down
the arrow keys (< > and < >) helpful in moving among the columns and
rows of this form.
For lots in which the return is complete with all specimens returned
enter "Y" in the Close field. When you press to leave the
Close field, the number of specimens returned in each preparation
category will be automatically be filled in so that the sum of previously
resolved specimens (if any) and currently returned specimens equals the
number loaned. Entering the appropriate number of specimens in the
Returned columns will have the same effect.
For lots being partially returned with more specimens to be returned
at a later date, leave the "N" in the Close field. Then enter in each
specimen preparation column (labeled "Ret." or "R") the number of
specimens returned at this time for each preparation. The loan record
for that lot will remain open.
10-4
10 Processing Loans

Fixing Loan Return Records
For lots to be marked closed but with one or more specimens never to
be returned (such as when some have been lost or destroyed or given as
a gift), tab to the appropriate column. Enter the number of specimens
actually returned then press . A window will appear
requesting the number of specimens not to be returned and an
explanation. A deaccession record will be created.
These deaccession records maintain a permanent record of specimens
deleted from your collection. The appropriate changes to the specimen
counts in the Primary data file are made automatically. For this reason,
once you have made a deaccession, you must save the loan return form.
MUSE will not let you escape without saving the form. If you do make
a mistake, see the section below on fixing loan return errors.
For lots to be marked closed but with one or more specimens changed
between specimen preparations (such as when some specimens were
cleared and stained), tab to the preparation category from which the
specimens originated. Enter the number returned in their native
preparation (or leave blank if all are converted) and press . You
will be prompted for the number of specimens to convert and to what
type of material they were converted. The appropriate changes to the
specimen counts in the Primary data file are made automatically when
you save the current loan return session. No change will take place on
the screen to reflect the conversion, but pressing again will
show you what you converted during this session.
If, in addition, some specimens are never to be returned, complete a
deaccession as indicated above.
You may enter a brief note about the return of a lot or specimen in the
comment field of any of the records.
Make no changes for lots or specimens not currently being returned.
4) Press to save the data to disk and return to the menu.
The next time you view the loan return data-entry form for that loan
number (by choosing "Return" from the "Invoices" menu) only those
loan records remaining open will appear; lines for any closed records
will be absent. Lots which are still open, but have had material
previously returned, will have a value in the resolved column which is
the total number of specimens returned (or converted) to date.
When you next choose "Edit" from the "Invoices" menu, the Loan
Record form (Figure 7) will indicate the number of specimens returned
to date in each preparation category, whether or not the record is closed
as indicated in the Closed? field.
In addition, when a loan record for a particular lot is marked closed, data
in the On Loan? field, for the appropriate Catalog Number in the
Primary data file, is automatically changed from "Y" back to "N".
Because of the need for complete and continuous records of loan returns,
we have made the process of correcting an error very rigid. Any return
that was marked in error will need to be deleted and then re-entered
when and if appropriate. To delete an individual loan return record,
10-5
10 Processing Loans

select "Fix Mistake" from the "Loan Return" menu.
You will be prompted for a loan number and a catalog number. Enter
the loan number. The date, initially the current date, can be edited if you
are attempting to fix an older loan return. Then enter the catalog number
of the loan return record you wish to fix. You will be asked for
confirmation, then all appropriate changes to files will be made
automatically. MUSE actually deletes the loan return for a particular
catalog number for a particular day (including any information about
conversions or deaccessions). Continue entering catalog numbers for
any entries that need to be deleted. Then, move to loan returns again to
enter, if necessary, the corrected information.
10-6
10 Processing Loans

11 Missing Data in MUSE Data Fields
For most fields in MUSE, you can simply leave the field blank when there is no
data to be entered (i.e., when the value is unknown).
However, in fields indicating counts (for example, the specimen counts fields in
the Primary data file) some collections have chosen, by convention, to enter -1
(minus one) when the value is unknown; if you leave the field blank MUSE will
store 0 (which is correct if the count is zero, but inappropriate if the value is
really unknown).
In other non-count numeric fields (e.g., Temperature) MUSE stores internally a
special missing value code (a large negative number) when the field is blank
(unknown), because -1 might be a valid value (e.g., -1 degrees). Storage of 0 for
unknown would be inappropriate because 0 is valid (and, when appropriate,
should be entered as such; e.g., 0 degrees).
11-1
11 Missing Data

Name line TL|Tiny Labels/Laser
* device#2
* default_font=font_p_def_0_6_u_m_times *
* x_units=mm * String parameters
* y_units=mm *
* sheet_width#120.0 *
* sheet_height#210.0 *
Required * forms_across#2 *
parameters * forms_down#16 *
* form_x_gap#1.25 * Numeric parameters
* form_y_gap#0.5 *
* top_margin#0.0 *
* y_ic_space#4.0 *
* right_margin#101.0 *
User-defined * left_margin#43.0
constants * small_step#3.5
* medium_step#5.0
Print control (left_margin, 10.0) "ENHM "+primary.catalog_number font_p_def_0_8_u_b_helvetica
line * * * *
Position Literal Database Print function
specification text field value
Comment /* This is a comment */
Delimiter ####
12 FORMCAP: Designing Printed Forms
The FORMCAP file (in your MUSE subdirectory) contains the
descriptions)instructions for MUSE)of the specimen labels, loan invoices and
other reports that can be printed by MUSE at your site. FORMCAP consists of
entries (see Figure 9) each of which describes a "form" to be printed; in turn, a
form may be a complete document such as a simple label or it may be a portion
of a more complex document such as a header or footer or the lot data to be
iterated on a multi-lot label, an invoice or other report. Each FORMCAP entry
consists of lines separated by returns and is terminated by a delimiter of four
number-signs (####). Please refer to the "Appendix D: Sample FORMCAP"
(page D-1) and figures of specimen labels and an invoice (pages D-9-D-12) as
you read through the following information.
FORMCAP is in text file format and can be edited. After you make changes (in
a text editor or word processor), the file must be resaved in text file (ASCII)
format (most word processors include an option for saving a file as an ASCII text
file). Also notice that any text between /* and */ is "comment" intended for the
user and is ignored by MUSE when reading the file. Nested comments
(comments within comments) are not allowed. Important: maximum line
length is 130 characters.
Figure 1 A FORMCAP entry
The name line (the first line of an entry) must include a unique two-character
short name for the form to be printed, followed by a vertical bar "|", followed by
a unique long name for the form (e.g., JL|Jar Labels/Laser). If the first letter of
the short name of an entry is an upper-case letter, the long name will appear on
the "Form" menu in MUSE. Any FORMCAP
entries intended not to show on the "Form" menu must start with a lower-case
letter: For example, header and footer entries for complex forms should start
12-1
12 FORMCAP

with a lower-case letter (see the rs| and hc| entries in the "Appendix D:", page
D-4, and header=/footer=, page 12-6 under "Optional
parameters").
In addition, the short name of the body of the loan invoice to be printed by MUSE
must be named "ll" (lower-case letters, not the numeral 1), and its header and
footer entries should have unique lower case short names.
Following the name line are required and optional parameters (numeric and
string), user-defined constants, and print control lines)containing position
specifications, the information to be printed, and print functions. These are
briefly described here and a detailed list of parameters and print functions is
included below.
Required and optional numeric parameters consist of a name, followed by a "#",
followed by a number (e.g., sheet_width#120.0). These are used to define
constants for such things as device number, the sheet dimensions (width and
height), the numbers of forms in the horizontal (x) and vertical (y) directions on
a sheet, and horizontal and vertical positions (distances) such as the right margin,
and the vertical gap between forms. Distances must always include a decimal
point.
Required and optional string pa rameters consist of a name, followed by an "=",
followed by a string (e.g., x_units=mm). These are used to define such items as
the default font (to be used in printing unless instructed otherwise) and the
horizontal and vertical units of measure for all dimensions and locations.
User-defined constants are optional constants, defined by the user, to set a few
often-used values such as the left margin (an x value), and vertical (y value)
increments of convenient sizes (e.g., small_step#4.0).
Print control lines make up the remainder of an entry. They describe the
placement and appearance of database values and static (literal) information to
be printed on each form. Each control line basically describes "where, what and
how" an item on the form appears. The parts of a control line are the position
specification for an absolute position of the first character to be printed
(required), the literal text and/or database field values to be printed (required),
and one or more print functions (optional).
The position specification must be placed first on a control line. The x and y
values for the lower left corner of the first character to be printed (relative to the
left and top of the form) must be enclosed in parentheses and separated by a
comma followed by a space: (x, y). Numeric x and y values must include a
decimal point: (2.5, 10.0). An asterisk "*", may be substituted for a y (vertical)
value, to specify the same vertical position as in the preceding control line. An
asterisk "*" substituted for an x (horizontal) value instructs printing to proceed
to the right from the horizontal position attained at the conclusion of the
preceding control line: For example, (*, *) directs printing to continue on the
same line. Also, a numeric parameter or user-defined constant may be
substituted for a numeric value, and any value may be represented as a sum:
(left_margin, * + 4.0); (25.0, * + small_step). Note that a "+" included here
must always be preceded and followed by space characters.
Items to be printed follow the position specification (and a space) on a control
line. To print a literal text string, enclose it in double quotes (" "). To print a
database field value, specify it by using its appropriate field name prefixed by the
name of its data file and a period (file_name.field_name; e.g.,
primary.catalog_number, locality.cont_ocean). Valid field names can be found
12-2
12 FORMCAP

Forms per Page
in the "Attribute" columns of the files with .STR extension in your MUSE
subdirectory (these are text files giving the structure of the MUSE data files).
To print information from loan records requires a slightly different procedure.
Information which appears on the screen form associated with printing loans (e.g.
'Method of Shipment', 'Length of Loan') is not stored in a file, but is available to
be printed on loan invoices. The format for this information is loaninfo.mode or
loaninfo.loan_length. See the entry in FORMCAP for the remaining field
names. Information from the data stored in the master loan file (LOANMAST.DAT)
and loan comments (LOANCAT.DAT) are entered like an ordinary combination of
data file name and field (e.g. loanmast.last_name or loancat.lc_out_comment).
Loan counts require a special syntax. To print the number of specimens
borrowed of a particular preparation, use the syntax loancount. (e.g. loancount.number_alch).
On a control line, multiple items to be printed (literal text and field values) must
be separated by "+" signs. Spaces to be printed on the form must be treated as
literal text and included within double quotes (with or without other text; see
examples in the "Appendix D: Sample FORMCAP," page D-1).
One or more print functions may terminate a control line following any literal
text and field values. These print functions may specify, for the printed output
of the current control line, such things as centering or right justification of text,
conversions of data format for certain fields, the font to be used, etc. Be sure to
include a space character before each print function on the control line.
The calculation of the position of forms printed on a page or sheet of paper is
done internally by MUSE. Several aspects of the FORMCAP entry affect where
each individual form or label starts and stops. In general you will either be using
continuous label paper, or sheets of label paper suitable for printing from one to
many labels. Most applications will fall into the later category and it will be
necessary to calculate how many individual labels will fit horizontally and
vertically per page. The required parameters sheet_width, sheet_height,
forms_across, forms_down, form_x_gap and form_y_gap should be entered
for each label type based on these calculations. Typically, it will take trial and
error to get ideal spacing for a new label type.
An alternative style of form spacing may be appropriate for certain kinds of labels
or reports. The print functions paragraph and end_paragraph are used to print
entries of unknown length. In order to make efficient usage of this feature, you
can override the forms_down parameter and MUSE will continue printing forms
until the end of the sheet is reached (unless the number specified by forms_down
is reached first). To invoke this feature, the very first control line of the entry
should use relative rather than absolute positioning. For example, the standard
loan form (entry ll|Invoices/Laser, page D-6) has as its first position specification
(left_margin, 0.0). To change this to a variable number of forms per page, change
this to (left_margin, * + 4.0), change top_margin to 82.0 and change
forms_down to 10. Add a bottom margin numeric parameter (to indicate where
printing should stop) and change the page numbering function to
get_current_page (since the total number of pages can not be calculated). It will
then be necessary, of course, to edit the actual entry to use paragraph spacing.
Two caveats apply to the use of variable forms per page spacing. It should not
be tried on perforated labels as forms will likely print on seams, and it will not
work on labels printed more than one across. However, we expect it will be
useful for reports and printed catalog books or any label where space is at a
12-3
12 FORMCAP

Required Parameters
premium.
NOTE: In the descriptions below, angle brackets "< >" signify that a
value, of the type indicated, is to be substituted: int = integer number;
real number = number that must include decimal point; string =
characters as described. In FORMCAP, do not include the angle
brackets themselves.
device# - Set device number
Description: Selects printer brand/model and page size and orientation (as
specified in the SLATE printer database). Many devices have already been set
in SLATE but we can, at any time, add additional printers and assign to them
unique device numbers (see "APPENDIX C," page C-1, for a list of standard
device numbers already assigned; also refer to the SLATE Reference Manual for
help in adding other printers).
default_font= - Set default font
Syntax: default_font=font_p_def_0_12_u_m_helvetica
default_font=font_p_def_17_10_u_m_lineprinter
Description: Sets the font for printed output on this form unless a different font
is set on an individual control line (see font_, page 12-8, under "Print
functions" below). All parameters must be included in order. For each, include
enough letters to make it unique. SLATE matches font parameters in the
following order and, based on the printer model and fonts available, will match
as closely as possible your specifications:
orientation [portrait, landscape]
character set [default (=ASCII)]
spacing [5, 10, 12, 17 (=cpi monospace); 0 (=proportional)]
size [4, 6, 8, 10, 12, 14, 18, 20 (=font height in points)]
style [upright, italic, slant, superscript, subscript]
weight [light, medium, bold]
typeface [lineprinter (=draft); helvetica (=sans serif); courier,
elite, times (=serif)]
x_units= - Set horizontal units of measure
y_units= - Set vertical units of measure
Description: Set horizontal and vertical units of measure to be used in this
FORMCAP entry. Units must be mm or inches.
sheet_width# - Set sheet width
sheet_height# - Set sheet height
Description: Set width and height of sheet in units of measure as specified in
x_units and y_units above. A sheet may contain one form or more than one
arranged two or more across and/or down.
forms_across# - Set forms across
forms_down# - Set forms down
Description: Set number of forms to be printed across and down each sheet.
When more than one form is to be printed across a sheet, the row of forms is
printed, by default, across before moving down to the next row (but see
columns=on on page 12-6). After printing the specified number of forms down,
a form feed command is issued to move to the top of the next sheet.
12-4
12 FORMCAP

Optional Parameters
form_x_gap# - Set horizontal form gap
form_y_gap# - Set vertical form gap
Description: Set horizontal and vertical space between forms in units of measure
as specified in x_units and y_units above.
top_margin# - Set top margin
Description: Sets "margin" (0.0 y value) at the top of each sheet in units of
measure as specified in y_units above.
y_ic_space# - Set y inter-character space in multi-line fields
Description: Sets vertical space between lines in multi-line fields (measured
from the bottom of one line to the bottom of the next) in y_units of measure as
specified above.
right_margin# - Set right margin
Description: Sets distance (on the left-most form, when more than one form
across) from left edge of sheet to right end of printed line in x_units of measure
as specified above.
degree_char= - Degree ( ) character
Description: Include this parameter only when latitude and longitude data are
each stored as a single field (needed because screen characters don't necessarily
produce the same character on the printer); omit this parameter when data are
stored as separate degrees, minutes, and seconds fields. For , substitute
the appropriate keystrokes for for your printer and font (refer to the character
set in your printer manual): e.g., use (= ª on screen) for the Toshiba
P321SL dot matrix; use (= on screen) for the Hewlett-Packard
LaserJet. [But, when degrees, minutes and seconds are separate fields, insert
these characters in the print control line instead.] When degree_char=
is used, the lat_char print function (page 12-8, D-2, D-3) must be used in
conjunction on the appropriate print control line (see "Appendix D: Sample
FORMCAP," page D-1).
seconds_char=" - Seconds (") character
Description: Include only when latitude and longitude data are each stored as a
single string field; omit this parameter when data are stored as separate degrees,
minutes, and seconds fields. When seconds_char=" is used, the lat_char print
function (page 12-8, D-2, D-3) must be used in conjunction on the appropriate
print control line (see "Appendix D:," page D-1). When data are stored as
separate degrees, minutes, and seconds
fields, to print the seconds symbol (") insert "\q" instead of the actual in quote
character in the print control line; since (") has different meaning FORMCAP,
this avoids ambiguity.
columns=on - Print Catalog Number sequence by columns
Description: For multi-lot labels or reports with forms (lots) arranged two or
more across (i.e., in two or more columns; see Figure 15), include this parameter
to print the sequence of lots down a column before proceeding to the top of the
next column (rather than, by default, printing across a row before proceeding
down to the next row). Data for labels using this parameter are best printed on
one sheet only; continuation on additional sheets may produce unacceptable
results.
12-5
12 FORMCAP

User-defined Constants
Print Functions
header= - Designate header entry
footer= - Designate footer entry
Syntax: header=rs
footer=lf
Description: To designate a header and/or footer to be printed respectively at the
top and bottom of each sheet on which multiple forms (lots) are printed (e.g.,
multi-lot labels, loan invoices or other reports). Include either or both of these
parameters (in the "body" entry) to furnish the names of the header and footer
FORMCAP entries to be printed (see "Appendix D:," page D-4). The value
entered for here is the two letter short name for the header or footer
entry (in lower-case letters to prevent its long name from showing on the "Form"
menu). If the number of lots in the print list (or loan) is greater than will fit on
a sheet, MUSE prints additional sheets each containing the header and footer as
specified.
loandata=on - Retrieve loan information for label
Description: To print labels that contain loan information it is necessary for
MUSE to retrieve the data associated with that loan. For a label, such as 'On
Loan to:' tags, include this optional parameter. During printing you will be
prompted for a loan number if you didn't retrieve the print list by loan number.
Enter the value appropriate to the catalog numbers being printed.
tray# - Set tray number
Description: Sets paper tray number for Hewlett-Packard LaserJet. Use tray#2
for manual feed of paper in a Hewlett-Packard laser printer.
For convenience in a FORMCAP entry, a user can define repeatedly-used values
as constants. Such optional user-defined constants might include items such as
left_margin#, large_step#, medium_step#, and small_step# (see "Appendix D:," page D-1).
add_county - Print " Co." after county data
Description: Include this print function to print the abbreviation for county after
county data when the Ocean/Continent field contains "North America" and the
Country field contains "USA". When used, the word "County" (or "Co.") need
not be typed during data entry for North America/USA Locality records. On the
print control line, county data must be the last item specified to be printed.
all_caps - Convert the current line to all caps
Description: This function should be included if you want all text on the current
control line to be printed in all capital letters.
block - Print graphic block (obsolete, see box)
Syntax: " " block_22376160_10000_100
(prints a horizontal black line approx. 120 mm long)
" " block_22376160_2237616_10
(prints a gray block approx. 120 x 12 mm in 10% black)
Description: Prints a graphic block (on a Hewlett-Packard LaserJet), with
parameters width, height, and density, above and to the right of the current
position. Width and height are in Scaled Point (SP) units equal to 1/65536 of a
point (1 point = 1/72 inch); density is in percent. Always include " " (double
quotes around a space followed by another space) before the word "block" if it is
the only text on the line.
12-6
12 FORMCAP

ox - Print graphic block or line
Syntax: " " box_120.0_0.1_100 (prints a horizontal black line 120 mm long)
" " box_120.0_12.0_10 (prints a gray box 120 x 12 mm 10% black)
Description: Prints a graphic block (on laser printers), with parameters width,
height, and density, above and to the right of the current position. Width and
height are in whatever units are specified for the formcap (e.g. millimeters);
density is in percent. Always include " " (double quotes around a space
followed by another space) before the word "box" if it is the only text on the line.
commaize - Add comma to number
Description: Adds commas to numbers with four or more digits.
current_date - Prints the current date
Description: Prints the current date in the format 12 January 1988.
date_convert - Convert date format
Result
Syntax: date_convert (23 September 1990)
date_convert_mm/dd/yyyy (09/23/1990)
date_convert_dd/mm/yyyy (23/09/1990)
date_convert_dd-MMM-yyyy (23-SEP-1990)
date_convert_dd-RRRR-yyyy (23-IX-1990; 04-VIII-1990)
Description: Converts printing format for a date, stored as date data type, so that
it prints in specified format. The date must be the first item to be printed on the
current control line. If neither date_convert nor two_date_convert is specified,
the date is printed in dd-MMM-yyyy format.
delete_if_empty - Delete if empty
Description: For the current control line, causes nothing to be printed(literal text
or data) if the second character in the string or value to be printed is blank.
Useful for single field latitude and longitude to suppress printing of degree,
minute and second symbols when those fields are empty.
end_paragraph - Ends a paragraph
Description: Include this function on the last line of a paragraph (see below).
Can be included with paragraph on a single line. All position specifications
after the line with the paragraph function, up to and including the line with the
end_paragraph should be entered as (#, #).
font - Set font
Syntax: font_p_def_12_10_u_l_elite
font_p_def_0_18_u_b_helvetica
font_p_def_10_10_i_b_courier
Description: Sets the font for the current control line; if not specified, the default
font)a required parameter)is used. See default_font=, page 12-4 under
"Required parameters," for details.
get_current_page - Prints current page number
Syntax: " " get_current_page
Description: Similar to get_page, but only prints the actual page number. This
allows site specific text (e.g. non-English language) to be included in the
pagination sequence. Also see get_total_pages.
get_page - Print "Page x of y"
Syntax: " " get_page
Description: Include this print function to print the page (sheet) number in "Page
2 of 3" format. Best used in a header or footer for a multi-lot document. Always
include " " (double quotes around a space followed by another space) before
12-7
12 FORMCAP

"get_page" if it is the only text on the line.
get_total_pages - Prints total number of pages
Syntax: " " get_total_pages
Description: Similar to get_page, but only prints the actual number of pages.
This allows site specific text (e.g. non-English language) to be included in the
pagination sequence. Also see get_current_page.
lat_char - Print latitude/longitude characters
Description: Include this print function only when latitude and longitude data are
each stored as a single field; omit this parameter when data are stored as separate
degrees, minutes, and seconds fields (see "Sample FORMCAP," page D-1 ).
When used, lat_char inserts the degree and second characters specified in
degree_char= and seconds_char=" (described under "Required
parameters," page 12-5).
multi_line_field - Print multi-line field
Syntax: multi_line_field_2_85.0
multi_line_field_3
Description: Causes a field, on the current control line, to print on (two or
more) lines with a "right margin" at an x value specified as . If the
second parameter is not specified, the lines wrap at
right_margin# (see page 12-5).
number_down - Print the number of lots printed
Description: Include this print function to print the total number of lots (forms)
printed on the current document. Useful on loan invoices, multi-lot labels, and
reports.
paragraph - Starts a paragraph
Description: This function initiates a multi-line field with a variable number of
lines and optionally a right margin at the real number
specified. There are at least two purposes for this function. When included with
a single data field, such as primary.remarks, it can be used to cause printing to
only take up as much space as required for the data in that field. For this use
include the end_paragraph function (see above) on the same line. Another
similar use is to include several data fields (which can optionally be on as many
control lines as necessary) within a single paragraph, each immediately following
the preceding with line wrap where appropriate.
print_if[] - Print if condition is met
Syntax: print_if[locality.lat_degrees]
print_if[first_form]
print_if[last_form]
Description: For the current control line, suppresses printing of all items (literal
text or data) if specified condition is not met: if refers to a data field
(; e.g., locality.lat_degrees), suppresses printing if the
data value in the field of the current record is blank for string, zstring, or note
data types; zero (or missing) for integer or float data types; or "N" (zero) for
logical data type; or, if is first_form or last_form, suppresses printing
for all iterations of the form except the first or last. Two examples of use are:
Suppression of printing of degree, minute and second symbols for latitude and
longitude fields when data is absent; and printing a summary line only after the
last form (lot) as on an invoice ("Total Number of Lots ="). The first_form and
last_form parameters may be useful in header and footer FORMCAP entries as
well as body entries for flexibility in printing header and footer information on
multi-page documents. A field name parameter need not refer to a field actually
12-8
12 FORMCAP

to be printed on the line or form; it is used to determine only whether the current
control line will print or not.
print_year - Prints year portion of date
Description: Converts the data stored in a date type field such that only the year
is printed. As with the date_convert function, the date field itself must be the
first item to be printed on the current control line.
prompt - Prompt for text entry
Syntax: " " prompt
Description: Include this print function to prompt the user to enter text, often
data to be included in a header in a multi-lot label or other document. Always
include " " (double quotes around a space followed by another space) before the
word "prompt" if it is the only text on the line.
questionable_convert - Convert primary.questionable
Description: Use to print data in Primary Questionable field as "?" if "Y", or as
blank if "N". Since questionable_convert operates on the last character to be
printed, as specified in the current control line, primary.questionable must be the
last printable item.
right_justify - Right align text
Description: Use to right-align text (literal or field value) at the horizontal (x)
position specified in parentheses at beginning of current control line.
sex_change - Convert and symbols to text
Description: This print function changes the male and female symbols to the text
"male" or "fem.". This is useful if, for example, your printer doesn't have those
characters or interprets them as binary data.
three_line_field - Print field on three lines
(OBSOLETE - use multi_line_field instead)
Description: Causes a multi-line field, on the current control line, to print on
three lines.
two_date_convert - Convert range of dates format
Description: Converts printing format for two dates (i.e., a range of dates when
two date fields, each of date data type, are used and are specified on the current
control line as locality.date+locality.date_2, or other date field names as
appropriate). The dates must be the first items to be printed on the current control
line. Ranges are printed as 12-20 JANUARY 1990, 28 JAN - 3 FEB 1990, or 29 DEC 1989 - 4
JAN 1990 depending on the days, months or years spanned. If the second date is
the same, only the first is printed. If neither date_convert nor two_date_convert
is specified, the date is printed in dd-MMM-yyyy (09-AUG-1990) format.
two_line_field - Print field on two lines
(OBSOLETE - use multi_line_field instead)
Description: Causes a multi-line field, on the current control line, to print on two
lines.
12-9
12 FORMCAP

APPENDIX A: List of MUSE Files
MUSE.EXE (MUSE program file)
MUSE.FST (created when MUSE is first run)
BTRIEVE.EXE (database record manager)
BTR.BAT (batch file to start Btrieve)
TABLES.MDF (MUSE definition files)
ATTRIBS.MDF
FORMS.MDF
FM_ITEMS.MDF
FIELDS.MDF
MENUS.MDF
MENUITEM.MDF
JOINS.MDF
SYSUSER.MDF
DEFAULT.MDF
MESSAGE.MDF
USERLOG.MDF
SCONFIG.MDF
WINDOW.DEF
SYNONYM.TXT
PRIMARY.DAT (data files)
LOCALITY.DAT
TAXHIST.DAT
TAXDICT.DAT
NTAXDICT.DAT
NAMES.DAT
LOANMAST.DAT
LOANCAT.DAT
LOANREC.DAT
LOANRET.DAT
DEACCESS.DAT
PROOFLOC.DAT
PR_LIST.DAT
HELP.TXT (help files)
INFO.HLP
CLIO.HLP
FORMCAP (forms capability file for labels and invoices)
SLATE.PDB (printer database; also other SLATE support software)
Fonts (many LaserJet font files)
MUTIL.EXE (data file utility)
TDUTIL.EXE (taxonomic dictionary utility)
CLIO.EXE (taxonomic query utility)
LOANREPT.EXE (Loan reporting tool)
MREPLACE.EXE (Global search and replace utility)
FIXDDF.BAT (Updates DDF files)
XQL1.FMT (Part of Fixddf)
XQL2.FMT (Part of Fixddf)
XQLO.EXE (Part of Fixddf)
MDF2DDF.EXE (Part of Fixddf)
DDFUPD.EXE (Part of Fixddf)
A: MUSE Files

RREPORT.EXE (Part of Fixddf)
HTDXPORT.EXE (Reporting utility for hierarchical taxdict).
MDFSQL.EXE (MDF file utility, not for user use)
MTEST.EXE (Diagnostic tool, not for user use)
PRSORT.EXE (Sorts print lists)
SORTF.DOC
SORTF.COM (Used by PRSORT.EXE)
TEXTPORT.EXE (General purpose reporting tool)
UPPER.ALT (alternate collating sequence file for use with MUTIL.EXE)
*.DES (description files; one for each .DAT file)
*.STR (structure files; one for each .DAT file)
FILE.DDF (data dictionary files for use with Xtrieve)
FIELD.DDF
INDEX.DDF
A: MUSE Files

Action of Keys: Version 3.4.x
APPENDIX B: MUSE Help
Help Make "Z" Field # (Add only)
Undo Ditto field
Ditto record
Clear line Clear cursor to end of line
Delete record (Edit only) Reidentify taxon (Edit only)
Proof Locality (Edit only) Save data
Exit without saving
Pop-up Locality (Edit or Browse) Pop-up species list
High Cat.# + 1 (Add only) Cat.# + 1 (Add only)
Deaccession specimens (Edit Primary [future enhancement] and Loan Returns)
Toggle auto-ditto (Add only)
Convert specimens in loan returns
Copy block while editing record
Pop up loan master for this record
"Mark": add Catalog # to print list (Primary only)
Change to next form
Change search field (Edit or Browse)
Invoke User key
Set User key
View other files (see below)
Page to previous or next value in current search field (Edit or Browse)
To previous or next record (Edit or Browse only)
To previous or next field; Scroll lines within multi-line fields
To previous or next field
To beginning or end of line
Word right or left in multi-line fields
Notes:
Wild cards work for finding any character-based search key. The wild card is an asterisk "*".
Undo, restores contents of field to the value present when you entered the field.
Ditto field, inserts contents of the field from the previous record viewed on screen. Works in Edit and Add
modes.
Ditto record, inserts contents of all fields from the previous record viewed. Cursor must be in the first
field of the form, and save with is disabled. Works in Edit and Add.
User Key, for inserting user-defined text which you initially enter by choosing "User Key" from the
"Utilities" menu (does not function in numeric fields) or with .
The and keys move to the previous or next record, with the exception that within a multi-line
(memo) field scroll data lines a window at a time.
and & move the cursor to the previous or next field. In multi-line (memo)
fields, also scroll data lines.
B: MUSE Help

-: To view other files while adding or editing records, use:
to edit or browse Primary
to edit or browse Locality
to edit or browse Tax History
to edit or browse Tax Dictionary
to add records to Tax History
to add records to Tax Dictionary
thru (user-defined) to assign a file and form to a key for the current session.
B: MUSE Help

APPENDIX C: Device Numbers
The device numbers (see "Required parameters," pages ?, under "FORMCAP" above) reserved in the SLATE printer
database are listed below. New printers can be added using SLATE software (generally done by the MUSE Project
staff).
As of version 3.4 of MUSE, we have converted from a system where every printer had a unique number to a
generalized system with common numbering for dot matrix and laser printers. This was necessary because of the
increasing size of the printer database. In the current system we will only ship the appropriate database for the
printers in use by each site. If additional printer support is needed (e.g. more than one model of dot matrix or laser
printer), contact the MUSE Project.
Standard Entries
Optional Entries
101 - Laser Printer, Portrait
102 - Laser Printer, Landscape
103 - Dot Matrix, Full Page
104 - Dot Matrix, Labels
105 - DOS file output
106+ Additional printers
C: Device Numbers

APPENDIX D: Sample FORMCAP File
Sample FORMCAP entries are included here for dot-matrix (impact) and laser printed labels of several types and
for a laser printed loan invoice. See pages D-8-D-11 for sample printouts corresponding to these entries.
JD|Jar Labels/Dot Matrix
device#1
default_font=font_p_def_0_10_u_m_courier
x_units=mm
y_units=mm
sheet_width#120.0
sheet_height#140.0
forms_across#1
forms_down#2
form_x_gap#0.0
form_y_gap#3.0
/* form_height = (sheet_height - (forms_down - 1) * form_y_gap) / forms_down */
/* y_offset == ( form_height + form_y_gap ) * form_num */
/* y_offset == (sheet_height + form_y_gap) / forms_down * form_num */
top_margin#0.0
y_ic_space#4.0
right_margin#116.0
degree_char=ª /* Include this line only when latitude and longitude are each a single field. */
seconds_char=" /* Include this line only when latitude and longitude are each a single field. */
left_margin#2.5
x_center#55.0
large_step#10.0
medium_step#7.5
small_step#4.3
tiny_step#1.25
(left_margin, 3.0) "EVERYBODY'S NATURAL HISTORY MUSEUM" center_justify font_p_def_10_10_i_b_courier
(left_margin, * + medium_step) "ENHM "+primary.catalog_number font_p_def_5_20_u_m_courier
(right_margin, *) taxdict.family+":"+primary.group_number right_justify
(left_margin, * + small_step) primary.type_status font_p_def_10_10_u_m_courier
(right_margin, *) "Alc "+primary.number_alch+", Skel "+primary.number_skel+", C&S "+primary.number_CS right_justify
(left_margin, * + 2.0) "______________________________________________" font_p_def_10_10_u_b_courier
(left_margin, * + medium_step) primary.genus+" "+primary.species+" "+primary.subspecies font_p_def_0_20_u_m_courier
(*, *) " "+primary.questionable questionable_convert font_p_def_0_20_u_m_courier
(left_margin, * + 3.0) "______________________________________________" font_p_def_10_10_u_b_courier
(left_margin, * + 6.1) locality.cont_ocean
(x_center, *) locality.country
(left_margin, * + small_step) "State: "+locality.state
(x_center, *) "County: "+locality.county
(left_margin, * + small_step + tiny_step) locality.locality two_line_field font_p_def_12_10_u_l_elite
(left_margin, * + large_step) "Determ: "+primary.determiner font_p_def_12_10_u_l_elite
/* Include the following line only when latitude and longitude are each split into separate degrees, minutes and seconds fields. */
(69.0, *) locality.lat_degrees+"ª"+locality.lat_minutes+"'"+locality.lat_seconds+"\q"+locality.lat_NS+" " delete_if_empty font_p_def_12_10_u_m_elite
/* Include the following line only when latitude and longitude are each split into separate degrees, minutes and seconds fields. */
(*, *) locality.long_degrees+"ª"+locality.long_minutes+"'"+locality.long_seconds+"\q"+locality.long_EW delete_if_empty font_p_def_12_10_u_m_elite
/* Include the following line only when latitude and longitude are each a single field. */
(69.0, *) locality.latitude+" "+locality.longitude lat_char delete_if_empty font_p_def_12_10_u_m_elite
(left_margin, * + small_step) "Col: "+locality.collector font_p_def_12_10_u_l_elite
/* Include the following line to print a single date, not a range of dates. */
(right_margin, *) locality.date date_convert right_justify font_p_def_12_10_u_l_elite
/* Include the following line to print a range of dates. */
(right_margin, *) locality.date+locality.date_2 two_date_convert right_justify font_p_def_12_10_u_l_elite
(left_margin, * + small_step) "Fld No: "+locality.field_number font_p_def_12_10_u_l_elite
(right_margin, *) "Size: "+primary.size right_justify font_p_def_12_10_u_l_elite
####
JL|Jar Labels/Laser
device#2 /* laser printer */
tray#2
default_font=font_p_def_0_10_u_m_helvetica
D: Sample FORMCAP File

x_units=mm
y_units=mm
sheet_width#120.0
sheet_height#210.0
forms_across#1
forms_down#3
form_x_gap#0.0
form_y_gap#0.0
/* form_height = (sheet_height - (forms_down - 1) * form_y_gap) / forms_down */
/* y_offset == ( form_height + form_y_gap ) * form_num */
/* y_offset == (sheet_height + form_y_gap) / forms_down * form_num */
top_margin#0.0
y_ic_space#4.0
right_margin#162.0
degree_char= /* Include this line only when latitude and longitude are each a single field. */
seconds_char=" /* Include this line only when latitude and longitude are each a single field. */
left_margin#43.0
x_center#105.0
medium_step#5.0
small_step#4.0
tiny_step#3.0
(left_margin, 10.0) "ENHM "+primary.catalog_number font_p_def_0_18_u_b_helvetica
(right_margin, *) taxdict.family+":"+primary.group_number right_justify font_p_def_0_12_u_m_helvetica
(left_margin, * + 5.0) primary.type_status font_p_def_0_12_u_m_helvetica
(162.0, *) "Alc "+primary.number_alch+", Skel "+primary.number_skel+", C&S "+primary.number_CS right_justify font_p_def_0_12_u_m_helvetica
(left_margin, * + 2.0 ) " " block_22376160_10000_100
(left_margin, * + 8.0) primary.genus+" "+primary.species+" "+primary.subspecies font_p_def_0_14_u_b_helvetica
(*, *) " "+primary.questionable questionable_convert font_p_def_0_14_u_b_helvetica
(left_margin, * + small_step) " " block_22376160_10000_100
(left_margin, * ) " " block_22376160_2237616_10
(left_margin, * + small_step) "Cont/Ocean: "+locality.cont_ocean
(x_center, *) "Country: "+locality.country
(left_margin, * + small_step) "State: "+locality.state
(x_center, *) "County: "+locality.county
(left_margin, * + medium_step) locality.locality two_line_field
(left_margin, * + 9.0) "Determ: "+primary.determiner
/* Include the following line only when latitude and longitude are each split into separate degrees, minutes and seconds fields. */
(122.0, *) locality.lat_degrees+" "+locality.lat_minutes+"'"+locality.lat_seconds+"\q"+locality.lat_NS+" " delete_if_empty
/* Include the following line only when latitude and longitude are each split into separate degrees, minutes and seconds fields. */
(*, *) locality.long_degrees+" "+locality.long_minutes+"'"+locality.long_seconds+"\q"+locality.long_EW delete_if_empty
/* Include the following line only when latitude and longitude are each a single field. */
(69.0, *) locality.latitude+" "+locality.longitude lat_char delete_if_empty
(left_margin, * + small_step) "Col: "+locality.collector
(right_margin, *) locality.date date_convert right_justify
(left_margin, * + small_step) "Fld No: "+locality.field_number
(right_margin, *) "Size: "+primary.size right_justify
(left_margin, * + 1.0) " " block_22376160_10000_100
(left_margin, * + 2.0) "FORM MUSE-10.14.8-C1" font_p_def_0_4_u_m_times
(right_margin, *) "Everybody's Natural History Museum" right_justify font_p_def_0_6_u_m_times
####
TD|Tiny Labels/Dot Matrix
device#1
default_font=font_p_def_17_10_u_m_lineprinter
x_units=mm
y_units=mm
sheet_width#100.0
sheet_height#140.0
forms_across#2
forms_down#8
form_x_gap#1.25
form_y_gap#0.56
top_margin#0.0
y_ic_space#4.0
right_margin#48.0
left_margin#2.5
D: Sample FORMCAP File

small_step#3.5
(left_margin, 6.4) "ENHM "+primary.catalog_number font_p_def_17_10_u_b_lineprinter
(right_margin, *) "Grp:"+primary.group_number right_justify font_p_def_17_10_u_b_lineprinter
(left_margin, * + small_step) primary.genus+" "+primary.species+" "+primary.subspecies
(*, *) " "+primary.questionable questionable_convert
(left_margin, * + small_step) locality.date date_convert
####
TL|Tiny Labels/Laser
device#2 /* laser printer */
tray#2
default_font=font_p_def_0_6_u_m_times
x_units=mm
y_units=mm
sheet_width#120.0
sheet_height#210.0
forms_across#2
forms_down#16
form_x_gap#1.25
form_y_gap#0.56
top_margin#0.0
y_ic_space#4.0
right_margin#101.0
left_margin#43.0
small_step#3.5
(left_margin, 10.0) "ENHM "+primary.catalog_number font_p_def_0_8_u_b_helvetica
(right_margin, *) "Group: "+primary.group_number right_justify font_p_def_0_8_u_b_helvetica
(left_margin, * + small_step) primary.genus+" "+primary.species+" "+primary.subspecies font_p_def_0_8_i_m_times
(*, *) " "+primary.questionable questionable_convert font_p_def_0_8_i_m_times
(left_margin, * + small_step) locality.date date_convert
(right_margin, *) locality.field_number right_justify
####
XL|1 Species, n States/1 Col
device#2 /* laser printer */
tray#2
columns=on
default_font=font_p_def_0_8_u_m_helvetica
x_units=mm
y_units=mm
header=rs
sheet_width#115.0
sheet_height#144.0
forms_across#1
forms_down#28
form_x_gap#0.0
form_y_gap#3.0
top_margin#20.0
y_ic_space#4.0
right_margin#162.0
left_margin#48.0
(left_margin, 3.0) primary.catalog_number font_p_def_0_10_u_b_helvetica
(left_margin + 16.0, * ) "N="+primary.number_alch
(left_margin + 31.0, *) locality.state
(left_margin + 60.0, *) locality.county
(left_margin + 90.0, *) locality.date date_convert
####
rs|Species, State Header/Laser
device#2 /* laser printer */
tray#2
default_font=font_p_def_0_12_u_m_helvetica
x_units=mm
D: Sample FORMCAP File

y_units=mm
sheet_width#115.0
sheet_height#144.0
forms_across#1
forms_down#1
form_x_gap#0.0
form_y_gap#0.0
top_margin#0.0
y_ic_space#4.0
right_margin#162.0
left_margin#48.0
(left_margin, 10.0) primary.genus+" "+primary.species font_p_def_0_14_u_b_helvetica
(right_margin, *) " " prompt right_justify font_p_def_0_12_u_b_helvetica
(left_margin, * + 1.0) " " block_21400000_10000_100
(left_margin, * + 5.0) "Cat. #"
(left_margin + 16.0, *) "Count"
(left_margin + 35.0, *) "State"
(left_margin + 65.0, *) "County"
(left_margin + 95.0, *) "Date"
####
SL|1 Species, 1 State/2 Col
device#2 /* laser printer */
tray#2
columns=on
default_font=font_p_def_0_8_u_m_helvetica
x_units=mm
y_units=mm
header=hc
sheet_width#115.0
sheet_height#144.0
forms_across#2
forms_down#28
form_x_gap#0.0
form_y_gap#3.0
top_margin#20.0
y_ic_space#4.0
right_margin#162.0
left_margin#48.0
(left_margin, 3.0) primary.catalog_number font_p_def_0_10_u_b_helvetica
(left_margin + 16.0, * ) "N="+primary.number_alch
(left_margin + 31.0, *) locality.county
####
hc|Species, County Header/Laser
device#2 /* laser printer */
tray#2
default_font=font_p_def_0_12_u_m_helvetica
x_units=mm
y_units=mm
sheet_width#115.0
sheet_height#144.0
forms_across#1
forms_down#1
form_x_gap#0.0
form_y_gap#0.0
top_margin#0.0
y_ic_space#4.0
right_margin#162.0
left_margin#48.0
(left_margin, 10.0) primary.genus+" "+primary.species font_p_def_0_14_u_b_helvetica
(right_margin, *) " " prompt right_justify font_p_def_0_12_u_b_helvetica
(left_margin, * + 1.0) " " block_21400000_10000_100
(left_margin, * + 5.0) "Cat. #"
D: Sample FORMCAP File

(left_margin + 16.0, *) "Count"
(left_margin + 35.0, *) "County"
(left_margin + 58.0, *) "Cat. #"
(left_margin + 72.0, *) "Count"
(left_margin + 92.0, *) "County"
####
ll|Invoices/Laser
device#2 /* laser printer */
default_font=font_p_def_0_8_u_m_helvetica
x_units=mm
y_units=mm
header=lh
footer=lf
sheet_width#216.0
sheet_height#240.0
forms_across#1
forms_down#6
form_x_gap#0.0
form_y_gap#0.0
top_margin#86.0
y_ic_space#4.0
right_margin#205.0
left_margin#5.0
line_diff#3.5
column_1#21.0
(left_margin, 0.0) primary.catalog_number font_p_def_0_12_u_b_helvetica
(column_1, *) primary.genus+" "+primary.species+" "+primary.subspecies font_p_def_0_12_i_m_helvetica
(114.0, *) loancount.number_alch+" of "+primary.number_alch+" Alcohol, " font_p_def_0_10_u_m_helvetica
(*, *) loancount.number_skel+" of "+primary.number_skel+" Skeletons, " font_p_def_0_10_u_m_helvetica
(*, *) loancount.number_CS+" of "+primary.number_CS+" C&S" font_p_def_0_10_u_m_helvetica
(column_1, * + line_diff) "Loan Comments: "+loancat.lc_out_comment
(column_1 , * + line_diff) "Continent/Ocean, Country, State, County: "
(*, *) locality.cont_ocean+", "+locality.country+", "+locality.state+", "+locality.county
(column_1, * + line_diff) locality.locality
(column_1, * + line_diff) locality.field_number+" "
(*, *) locality.date date_convert
(*, *) " Collectors: "+locality.collector" "
(*, *) locality.lat_degrees+" "+locality.lat_minutes+"'"+locality.lat_seconds+"\q"+locality.lat_NS+" " delete_if_empty
(*, *) locality.long_degrees+" "+locality.long_minutes+"'"+locality.long_seconds+"\q"+locality.long_EW delete_if_empty
(column_1, * + line_diff) "Locality Remarks: "+locality.loc_remarks multi_line_field_2
(column_1, * + 8.0) "Total Number of Lots = " number_down print_if[last_form] font_p_def_0_12_u_b_helvetica
(82.0, *) "Please send publications citing these specimens." print_if[last_form] font_p_def_0_12_u_b_helvetica
####
lh|Invoice Header
device#2
default_font=font_p_def_0_10_u_m_times
x_units=mm
y_units=mm
sheet_width#216.0
sheet_height#279.0
forms_across#1
forms_down#1
form_x_gap#0.0
form_y_gap#0.0
top_margin#10.0
y_ic_space#4.0
right_margin#205.0
left_margin#5.0
large_step#4.0
giant_step#6.0
x_center#110.0
(left_margin, 0.0) " " get_page
(left_margin, *) "INVOICE OF SPECIMENS" center_justify font_p_def_0_12_u_b_helvetica
D: Sample FORMCAP File

(205.0, *) "Loan No: "+loaninfo.loan_number right_justify
(left_margin, * + large_step) "Collection of Fishes" center_justify
(left_margin, * + large_step) "Everybody's Natural History Museum" center_justify
(205.0, *) loanmast.loan_date date_convert right_justify
(left_margin, * + large_step) "Museum Drive" center_justify
(left_margin, * + large_step) "Anyplace, USA 54321" center_justify
(left_margin, * + large_step) "Phone: (111) 123-4567" center_justify
(left_margin, * + 7.0) "TO: "+loanmast.first_name+" "+loanmast.last_name
(12.0, * + large_step) loaninfo.address1
(12.0, * + large_step) loaninfo.address2
(12.0, * + large_step) loaninfo.address3
(12.0, * + large_step) loaninfo.address4
(x_center, * - 16.0) "AUTHORIZED BY: "+loaninfo.authorizer
(x_center, * + giant_step) "MODE OF SHIPMENT: "+loaninfo.mode
(x_center, * + giant_step) "NO. PACKAGES: "+loaninfo.packages
(x_center, * + giant_step) "LENGTH OF LOAN: "+loaninfo.loan_length
(left_margin, * + giant_step) "Student: "+loanmast.student_name
(x_center, *) "CATEGORY: "+loaninfo.category
(left_margin, * + 5.0) " " block_37376160_60000_100
(left_margin, * + 4.0) "Return type specimen via hand carry" font_p_def_0_10_u_m_times
(x_center, *) "Retain in 70% ethanol" font_p_def_0_10_i_m_times
(left_margin, * + 2.0) " " block_37376160_60000_100
(left_margin, * + 7.0) "ENHM" font_p_def_0_12_u_m_helvetica
(41.0, *) "TAXON & LOCALITY" font_p_def_0_12_u_m_helvetica
(120.0, *) "SPECIMEN COUNT" font_p_def_0_12_u_m_helvetica
####
lf|Invoice Footer
device#2
default_font=font_p_def_0_10_u_m_times
x_units=mm
y_units=mm
sheet_width#216.0
sheet_height#279.0
forms_across#1
forms_down#1
form_x_gap#0.0
form_y_gap#0.0
top_margin#250.0
y_ic_space#4.0
right_margin#205.0
left_margin#5.0
(left_margin, 0.0) "Retain in 70% ethanol unless noted otherwise" center_justify font_p_def_0_12_u_b_helvetica
(left_margin, * + 2.0) " " block_37376160_60000_100
(left_margin, * + 10.0) "Received in good order except as noted. Signed:" font_p_def_0_8_i_m_times
(*, *) " " block_15000000_10000_100
(160.0, *) "Date:" font_p_def_0_8_i_m_times
(*, *) " " block_6000000_10000_100
(left_margin, * + 10.0) "PLEASE SIGN AND RETURN ONE COPY" center_justify font_p_def_0_18_u_b_helvetica
####
D: Sample FORMCAP File

Figure 1 Jar Label/Dot Matrix
Figure 2 Jar Label/Laser
Sample specimen labels and invoice
D: Sample FORMCAP File

Figure 3 Tiny Labels/Dot Matrix (two across)
Figure 4 Tiny Labels/Laser (two across)
D: Sample FORMCAP File

Figure 5 Multi-lot label for tank, box, etc.
(1 Species, n States/1 Column)
Figure 6 Multi-lot label for tank, box, etc.
(1 Species, 1 State/2 Columns)
D: Sample FORMCAP File

Figure 7 Loan Invoice
D: Sample FORMCAP File

APPENDIX E: Configuration Items
System configuration items available by choosing "System Configure" from the "Utilities" menu are listed here. After
initial setup, most need not be changed in normal MUSE operation.
Institution: Your institution and/or collection name; appears on the opening screen in MUSE.
Acronym: Acronym for your institution or collection; appears at the top of the Main Menu screen.
Serial Number: Assigned when your custom version of MUSE was set up; it is not editable.
Default Label: The two-letter short name (from FORMCAP) of the label type to be automatically selected
on the "Form" menu on startup.
User Log: "Y" or "N" to turn on or off the automatically recorded log of MUSE sessions which includes the
following items for each session: date, login time, logout time, initial number of Primary records, initial number
of Locality records, initial High Catalog #, initial average record size (sum of Primary, Locality and Tax
History sizes divided by the number of Primary records), number of Primary records entered, number of
Locality records entered, and the number of Locality records proofed.
Auto Group Number: "Y" or "N" to turn on or off the automatic entering of group number in Primary (via
automatic lookup in the Taxonomic Dictionary based on the genus typed in Primary).
Lot Based: "Y" for a lot-based collection; "N" for a specimen-based collection.
Field Number Style: Specifies which style of Field Number will automatically be generated)based on the
Catalog #)when is pressed while adding a new Primary record:
"2": the Catalog # prefixed by a Z (e.g., Z1234 when the Catalog # is 1234);
"1": the integer portion of the Catalog # prefixed by a Z (i.e., Z1234 when the Catalog # is 1234.15, for
example);
"0": the integer portion of the Catalog #, without a Z, padded with leading zeros to make five characters
(i.e., 00123 when the Catalog # is 123.26, for example).
Label Malloc Size: Size of memory allocation in bytes for printing forms. Larger forms)in
FORMCAP)require more memory than small ones (e.g., approx. 12000 bytes are required for a loan invoice,
typically the largest to be printed at a site). Since the memory space allocated is not freed up after printing, this
number should not be greatly larger than that required for your largest form.
Security: "Y" or "N" to turn on or off password protection (not yet implemented).
Auto Proof Up: "Y" or "N" to turn on or off the automatic pop-up of unproofed Locality records in Primary
"Edit." This can generally be turned off after retrospective data entry is complete.
Choosing "Configure" on the "Utilities" menu will let you set up items related to the appearance of MUSE.
Currently eight aspects of the color can be adjusted. Colors are indicated by numbers 0 (zero) through 15
(fifteen) where: 0 = black, 1 = blue, 2 = green, 3 = cyan, 4 = red, 5 = magenta, 6 = brown, 7 = white and 8 - 15
are bright (or light) versions of those same colors. Some choices will take effect as soon as you return to
MUSE, but others will only work the next time you start the program.
Normal Background: The color of the background of forms and menus.
Normal Foreground: The color of the foreground of forms and menus.
E: Configuration Items

Active Background: The color of the background of the active item on forms.
Active Foreground: The color of the foreground of the active item on forms.
Menu Select Background: The background color of the first letter of the highlighted menu item.
Menu Select Foreground: The foreground color of the first letter of the highlighted menu item.
Reverse Background: The background for text appears in reverse video.
Reverse Foreground: The foreground for text appears in reverse video.
E: Configuration Items

APPENDIX F: Creating Site Names
In the Site Name system, geo-political place names form a integral part of the recognition of collecting
localities. For frequently recorded sites, this will pose no problem to either retrospective or new data capture.
However, a considerable portion of existing catalogs will require guidelines for the consistent naming of places. In
addition, the concept of a place name requires some expectation for the geographic size of a 'place'. Different
taxonomic disciplines and different collections may diverge on such issues.
In order to assist MUSE users with these considerations we have developed the following guidelines for the
formation of place names. Described below are some new tools in MUSE that make the implementation of these
more practical. The fundamental rule in all of these is that the first word or phrase in the place name is a repeatable,
easily recognized geographic or political unit. For many, if not most, US localities this will be a city. Following this
"keyword" will be a description. Depending on the level of detail associated with the specific localities this restrictive
designation may be a simple direction ("Ann Arbor; NW"), a landmark, ("Ann Arbor; Briarwood Mall), a geographic
feature ("Ann Arbor; Mill Creek") or another political unit (Ann Arbor; Scio Township). For many localities there
will be no further breakdown than the keyword city or place ("Huron River State Park" or "Cancun"). Table 1 lists
a number of specific localities and the proposed place name to be utilized. At the end of this appendix there is a
summary of the rules used to formulate these place names.
One consequence of this new data model is that changes were required in MUSE to deal with place names.
The field number used by ichthyological collections disappears and a longer place name takes its place. On a
preliminary basis we have chosen 40 characters as the limit for place names. In order to efficiently select place names
from those already entered into the system we have devised a scheme whereby after entering the date and a keyword
place name ("Ann Arbor;") you will be presented with a choice list of all place names that start with that keyword
and an indication of whether a collection exists for that date (plus other informational fields). If any one of those site
names is a faithful description of the current locality, then selecting that name will automatically complete the place
name field. If the site name combination already occurs but on a different date, a filled in locality form will be
presented that can be saved with a single keystroke or edited for date specific information (e.g. collecting expedition).
If the combination doesn't exist, then a data entry form for locality will be presented and must be filled out.
Table 1. Sample localities and place names
# Specific Locality Proposed Place Name
1 N shore Beaver Lake near inlet Beaver Lake; Inlet
2 Near buoy 25, Kaneohe Bay, N coast of Oahu Kaneohe Bay; Buoy 25
3 Quare R., trib. of Oropuche R., at small side stream Oropuche R; Bridge B2/3
entering main river under bridge B2/3, at 2.5 milepost
4 Triplett Cr. near railroad bridge in Morehead Morehead; Triplett Cr., 1
5 Triplett Cr. near Morehead Morehead; Triplett Cr., 2
6 Sequoia National Park; Hackett Meadows, Witman Cr. Sequoia National Pk; Witman Cr.
7 1 mi. N of Barranca-Bermeja at Miramar Lake Barranca-Bermeja; N at Miramar L.
8 1 mi. N of Barranca-Bermeja at flooded gravel quarry - Barranca-Bermeja; N at Miramar L.
Lake Miramar
9 1 mi. N of Barranca-Bermeja at El Rosario Barranca-Bermeja; El Rosario
10 2 mi. N of Barranca-Bermeja at Lake San Sylvestre Barranca-Bermeja; L. San Sylvestre
11 Lake San Sylvestre by city of Barranca-Bermeja Barranca-Bermeja; L. San Sylvestre, 1
F-1
F: Site Names

12 Cienaga Brava, part of Lake San Sylvestre, Barranca- Barranca-Bermeja; L. San Sylvestre, 2
Bermeja
13 Smugglers Cove, Santa Cruz Island Santa Cruz Island; Smugglers Cove
14 Coches Prietos Anchorage, Santa Cruz Island Santa Cruz Island; Coches Prietos
15 Northern Rhodesia Rhodesia*;
16 Franklin Park Zoo Franklin Park Zoo;
17 Cambridge, Harvard Campus Cambridge; Harvard
18 Caccachara, W of Ilave (16,000 ft) 16 41'S, 70 1'W Ilave; Caccachara, 16000'
19 Caccachara, W of Ilave (15,000 ft) 16 41'S, 70 1'W Ilave; Caccachara, 15000'
20 No data NO DATA; (all such collections)
21 possibly Wyoming Wyoming?;
22 Maine; T9-R7 (?, possible Maine; T9-R7)
23 Rocky Mts (no other data) possibly Rocky MT?; or MCZ 12345;
Place naming rules.
The most general principal of place naming rules is that the leading part of the name (termed here a "keyword
name") be a recognizable geographic entity, in particular, one that most data entry personnel would associate with
the locality in question. [later on we may offer ways to search by other criterion, e.g. county or state, making this
less critical] For those collections described by complete locality descriptions, this most frequently will be a city or
possibly a river, lake or mountain. Difficulties will arise for incomplete or 'probable' localities and for foreign
localities with difficult to distinguish hierarchies of place names.
The next most important rule is consistency in place name structure. The advantage of complying with these
rules is that MUSE will be sure to show you all relevant place names, and searching for specific localities will be
much easier. Examples of such consistency rules include: Follow each keyword name with a semicolon, then the
restriction on that keyword. Use standard abbreviations for compass directions (W, NW, SSE), geographic features
(R for river, Mt[?] for mountain, etc) and distance units (km, mi).
The following guidelines are a preliminary suggestion on how to name places. Table 1 contains some
examples of problem localities and proposed solutions. Examples included below all refer to entries in that table.
1. Follow the keyword with the most specific part of the remaining locality description. This may seem counter
intuitive and your first inclination would be to use a descending hierarchy of description (e.g., City, direction,
distance, specific site). However, the place names are only a convenience for recognizing sites and not a replacement
for the actual locality description (which is entered on the locality record itself).
2. Consider lumping various descriptions of uncertainty into a single keyword followed by question mark.
"Probably Wyoming", "Wyoming ?", and "possibly Wyoming" would all become "Wyoming?". "Near Wyoming"
could be interpreted as the same as these or differently.
3. Similar localities (4 and 5, 11 and 12) are best distinguished by sequential integers appended to the place
name rather than attempting to include more descriptive information in the name. Consider entries 4 and 5.
Attempting to be more precise in defining the sites would be difficult (e.g. including 'near') with little information
gained. The functions in MUSE that list the available places associated with each keyword will include the ability
to examine the complete locality so as to be able to distinguish sites.
4. All records that are missing all locality data use the standard entry "NO DATA;". In a typical natural history
collection there may be hundreds or thousands of such entries. This may seem artificial, but conceptually, absence
F-2
F: Site Names

of data is identical for all such specimens.
5. Zoo or aquarium specimens are indicated with the place name being the donating institution (entry 16). Wild
caught animals subsequently donated by zoos present a problem with no obvious solution (unless documentation of
collecting site is convincing).
6. Elevational differences at the "same" locality are to be treated as different places (entries 18 and 19). The
simplest format is: keyword, specific landmark, elevation.
7. Broadly descriptive localities (e.g. entries 15 and 23) are difficult to deal with. They may not fit into a
standard geo-political hierarchy and almost always include (at least implicitly) a degree of uncertainty. Marine
collections that fall into this category are perhaps even more problematic. Consider "off Florida", which could be
in the Gulf of Mexico, the Atlantic Ocean, in Cuban territorial waters, or simply along the coast of Florida. While
this problem is more crucial when entering the locality information itself, we have chosen the appending of an asterisk
('*') to the keyword as the convention for recognizing such place names as different from slightly more distinctive
(but not necessarily more precise) designations such as "Florida" or "Rhodesia". Most viewers of such data should
recognize that convention as some form of variant meaning (as opposed to a coded value that would require
interpretation using printed or automated rules).
8. Grammatically distinctive descriptions of the same locality (e.g. entries 10 and 11) should be lumped to the
same place name. This obviously is a grey area and one that different disciplines and different collections may want
to vary in their interpretation. There are good reasons to be wary of using modern translations of historical
descriptions of places. Only with careful research (travel logs, field notes) can we be certain that the Silver City of
today is the same as the same name of 100 years ago or that the addition of a more precise direction and distance
(entry 10) does not in some way differentiate a locality. But as indicated in rule 3, these are only place names not
references to actual collections made on a specific day. The inclusion of date as part of the actual locality record
ensures that only collections of highly probable identity are referenced by a single locality record.
9. Long keywords (and place names in general) will have to be dealt with as best as possible. Entry 14 shows
one example, in other cases, abbreviations of the specific part of the place name would be better.
10. Completely vague locality descriptions (entry 23) are probably best not assigned a keyword as any phrase
has a high chance of being misinterpreted. The associated catalog number (MCZ 12345) will uniquely link that
locality record with the specimen data. If a series of sequential catalog numbers are unequivocally associated then
a range of catalog numbers (e.g. UMMZ 11223-11230) would form an acceptable entry (presuming that date
information was also identical).
F-3
F: Site Names

- View other files 8-1, B-1, Comment 10-1, 10-3, 10-4, 10-5, 12-1,
B-2 12-3, D-6
Toggle auto-ditto 7-3, B-1 CONFIG.SYS 1-4
Convert specimens 6-3, 10-5, B-1 Configuration iii, iv, 2-1, 5-2, 7-3, 8-2, 9-1,
Delete print list line 9-2 E-1
High Cat.# + 1 7-1, B-1 Control line 12-2, 12-3, 12-4, 12-5, 12-6,
Deaccession specimens 10-5, B-1 12-7, 12-8, 12-9, 12-10
Pop-up Locality 8-3, B-1 Convert specimens 6-3, 10-5, B-1
Insert print list line 9-2 County 2-3, 7-2, 9-2, 12-6, 12-7, D-1, D-2,
6-3, B-1 D-4, D-5, D-6
Add Cat# to print list 9-2, B-1 Data file iii, 1-1, 1-4, 1-5, 2-1, 2-2, 3-2, 4-2,
6-3, B-1 5-1, 6-1, 7-2, 7-3, 8-3, 9-2,
Change search field 8-1, 10-3, B-1 10-1, 10-2, 10-3, 10-5,
6-3, B-1 10-6, 11-1, 12-3, A-1
User key 6-3, B-1 Date 2-3, 3-1, 3-2, 3-3, 7-1, 7-2, 7-4, 7-5,
Exit 5-1, 6-2, 6-4, 8-1, 8-3, 9-3, 10-1, 10-4, 10-5, 10-6,
10-3, B-1 12-7, 12-9, 12-10, D-2,
Help iii, 5-1, B-1 D-3, D-4, D-5, D-6, D-7,
Save 6-4, 7-2, 7-3, 8-1, 8-2, 8-3, 9-2, D-8, E-1
9-4, 10-1, 10-2, 10-3, 10-6, DDF files 1-4, 1-5, A-1, A-2
B-1 Deaccession specimens 10-5, B-1
Generate Field number 7-1, B-1, E-1 Delete 2-2, 6-3, 9-2, 9-4, 10-2, 10-6, 12-7,
Undo 6-3, B-1 B-1, D-1, D-2, D-3, D-6
Ditto field 6-3, 7-3, B-1 Delimiter 1-5, 7-1, 12-1
Clear line 6-3, B-1 Device number iv, 12-2, 12-4, C-1
Clear to end of line 6-3, 9-4, B-1 Ditto 6-3, 7-3, 7-4, B-1
Delete record 6-3, 10-2, B-1 DOS 1-1, 1-3, 1-4, 5-2, C-1
Reidentify taxon 8-3, B-1 Editing records iii, 1-1, 6-1, 6-2, 6-3, 6-4,
Proof Locality 8-2, B-1 7-2, 7-3, 8-1, 8-2, 8-3, 9-1,
/ 6-2, 6-4, 10-2, B-1 9-2, 9-3, 9-4, 10-2, 10-6,
Cat.# + 1 7-1, B-1 B-1, B-2
Ditto record 6-3, 7-3, B-1 Exit 5-1, 5-2, 6-4, 7-3, 8-1, 10-1, B-1
Pop-up species list 8-3, B-1 Family 2-1, 2-2, 2-3, 7-3, D-1, D-2
6-2, 10-5, B-1 Field notebooks 3-2
6-2, 10-5, B-1 Field number iii, 2-1, 2-3, 3-1, 3-2, 3-3, 5-2,
Adding records iii, 6-4, 7-1, 7-3, 8-1, 10-2 6-2, 7-1, 7-2, 7-3, 7-4, 8-1,
Author 2-3 8-3, B-1, E-1
Auto-ditto 7-3, 7-4, B-1 Field number, generate 7-1, B-1, E-1
Browsing records iii, 5-1, 6-1, 6-2, 8-1, 9-2 Field value 12-1, 12-3, 12-9
Btr 4-1, A-1 Files (list) iv, A-1
BTR.BAT 4-1, A-1 Floppy disk 1-3
Btrieve ii, iii, 1-1, 1-2, 4-1, A-1 Font 1-4, 12-1, 12-2, 12-3, 12-4, 12-5, 12-8,
Cat.# , 7-1, B-1 A-1, D-1, D-2, D-3, D-4,
Catalog number iii, 2-1, 3-1, 3-2, 3-3, 4-2, D-5, D-6, D-7, D-8
5-2, 6-1, 6-2, 7-1, 7-4, 7-5, Footer 12-1, 12-2, 12-6, 12-8, 12-9, D-6,
8-1, 8-3, 9-1, 9-2, 9-3, 9-4, D-7
10-1, 10-2, 10-3, 10-4, FORMCAP iv, 9-1, 12-1, 12-3, 12-4, 12-5,
10-6, 12-6, B-1 12-6, 12-7, 12-8, 12-9,
Center D-1, D-2, D-7, D-8 A-1, C-1, D-1, E-1
Clear , 6-3, 9-4, B-1 Genus 2-1, 2-2, 2-3, 7-3, 8-1, D-1, D-2,
Close 10-5 D-3, D-4, D-5, D-6, E-1
Collection number 3-2 Graphic block 12-7
Collector 3-1, 3-2, 3-3, 6-2, 7-4, D-2, D-3, Group number 2-1, 5-2, 7-3, E-1
D-6 Hard disk iv, 1-2, 1-3, 1-4, 4-1
Columns 2-3, 9-1, 10-4, 10-5, 12-3, 12-5, Header 9-1, 12-1, 12-2, 12-6, 12-8, 12-9,
12-6, D-4, D-5, D-11 D-4, D-5, D-6, D-7
Index

Help ii, iii, iv, 1-3, 3-1, 5-1, 5-2, 9-4, Position specification 12-2, 12-3, 12-4
12-4, A-1, B-1 Primary iii, 2-1, 2-2, 2-3, 3-1, 3-2, 4-2, 5-1,
Initials 3-2, 3-3, 6-2, 7-3, 7-4, 10-4 5-2, 6-1, 6-3, 7-1, 7-2, 7-3,
Insert 6-3, 9-2, 12-5, 12-6 7-4, 8-1, 8-2, 8-3, 9-2,
Installing MUSE iii, 1-1, 1-3, 1-4, 4-1 10-1, 10-2, 10-3, 10-5,
Invoice iv, 1-1, 1-2, 4-2, 10-1, 10-2, 10-3, 10-6, 11-1, 12-1, 12-3,
10-4, 10-6, 12-1, 12-2, 12-9, A-1, B-1, B-2, D-1,
12-3, 12-4, 12-6, 12-8, D-2, D-3, D-4, D-5, D-6,
12-9, A-1, D-1, D-6, D-7, E-1
D-9, D-12, E-1 PRIMARY.DAT 2-1, A-1
Justify 12-9, D-1, D-2, D-3, D-4, D-5, D-6, Print control line 12-2, 12-3, 12-4, 12-5,
D-7, D-8 12-6, 12-7, 12-8, 12-9,
Labels iii, iv, 1-1, 1-2, 2-1, 3-1, 3-2, 4-2, 12-10
5-2, 9-1, 9-2, 9-3, 9-4, Print function 9-2, 12-1, 12-2, 12-3, 12-4,
10-1, 12-1, 12-3, 12-4, 12-5, 12-6, 12-8, 12-9,
12-6, 12-8, 12-9, A-1, C-1, 12-10
D-1, D-2, D-3, D-9, D-10, Print List 9-1, 9-2, 9-1, 9-2, 9-3, 9-4, 10-1,
D-11, E-1 12-6, B-1
Linked 2-1, 7-4, 8-2 Printing ii, iii, iv, 1-1, 2-1, 3-2, 4-2, 7-4,
Literal text 12-2, 12-3, 12-7, 12-9 9-1, 9-2, 9-1, 9-2, 9-3, 9-4,
Loan iii, iv, 1-1, 1-2, 2-1, 2-2, 2-3, 3-1, 3-2, 10-1, 10-3, 12-1, 12-2,
4-2, 6-3, 7-4, 7-5, 9-3, 12-3, 12-4, 12-5, 12-6,
10-1, 10-2, 10-3, 10-4, 12-7, 12-8, 12-9, 12-10,
10-5, 10-6, 12-1, 12-2, A-2, B-1, D-2, D-6, E-1
12-3, 12-6, 12-8, A-1, B-1, Prompt 2-3, 6-1, 6-2, 6-4, 7-2, 7-3, 8-3, 9-2,
D-1, D-6, D-7, D-12, E-1 10-1, 10-2, 10-3, 12-9,
Loan number 9-3, 10-1, 10-2, 10-3, 10-4, D-5, D-6
10-6, 12-6 Proof Locality 8-2, 8-3, B-1, E-1
Loan record 2-1, 3-2, 6-3, 10-1, 10-2, 10-3, Quit 4-1, 5-2
10-4, 10-5, 10-6, 12-3 Quote character 12-6
Loan return iv, 2-1, 10-1, 10-3, 10-4, 10-5, Reidentify taxon 1-1, 2-1, 8-3, B-1
10-6, B-1 Save 6-4, 7-2, 7-3, 8-1, 8-2, 8-3, 9-2,
LOANMAST.DAT 10-1, 12-3, A-1 9-4, 10-1, 10-2, 10-3, 10-6,
LOANREC.DAT A-1 B-1
Locality iii, 2-1, 2-3, 3-1, 3-2, 3-3, 4-2, 5-1, Search field, change 6-2, 8-1, 8-2,
6-1, 6-2, 7-2, 7-3, 7-4, 8-1, 8-3, 10-3, B-1
8-2, 8-3, 9-2, 10-3, 12-3, Search value 8-1
12-7, 12-9, 12-10, A-1, Short name 12-1, 12-2, 12-6, E-1
B-1, B-2, D-1, D-2, D-3, Site number 3-2
D-4, D-5, D-6, D-7, E-1 Size 1-2, 2-1, 2-3, 4-2, 12-4, C-1, D-2, D-3,
Locality number 3-2 E-1
LOCALITY.DAT 2-1, A-1 SLATE ii, iv, 1-2, 1-3, 12-4, A-1, C-1
Long name 12-1, 12-6 Species 2-1, 2-2, 2-3, 3-1, 3-3, 7-5, 8-3,
Menus iii, 5-1, A-1, E-1, E-2 B-1, D-1, D-2, D-3, D-4,
Missing data iv, 11-1 D-5, D-6, D-11
MUSE subdirectory 1-3, 1-4, 4-1, 4-2, 9-1, Spelling 2-1, 7-3
12-1, 12-3 Starting MUSE 4-1
MUTIL 4-1, A-1, A-2 Station number 3-2
Name line 12-1, 12-2 Statistics window 4-2
Names 1-3, 2-1, 2-2, 3-2, 7-1, 7-5, 9-3, Subdirectory 1-3, 1-4, 4-1, 4-2, 9-1, 12-1,
10-1, 12-2, 12-3, 12-6, 12-3
12-10, A-1 Tab 6-2, 10-5, B-1
NAMES.DAT 2-2, A-1 TAXDICT.DAT 2-1, A-1
Number of specimens 2-1, 10-2, 10-3, 10-4, TAXHIST.DAT 2-1, A-1
10-5, 10-6, 12-3 Taxonomic Dictionary ii, 1-1, 2-1, 2-2, 2-3,
Overwrite 1-4, 6-3 5-1, 5-2, 6-1, 7-3, 8-1, A-1,
Paragraph 12-3, 12-4, 12-8, 12-9 E-1
Parameter 4-1, 12-1, 12-2, 12-3, 12-4, 12-5, Taxonomic History 2-1, 2-3, 4-2, 5-1, 6-1,
12-6, 12-7, 12-8, 12-9, C-1 7-5, 8-1, 8-3
Pop-up Locality 8-2, 8-3, B-1 TDUTIL 1-1, A-1
Pop-up species list 8-3, B-1 Type status 2-1, 2-3, 10-3

Typeover 6-3
Undo 6-3, B-1
User key 6-3, B-1
User-defined constant 12-2, 12-6
View 3-1, 6-1, 6-2, 8-1, 10-6, B-1, B-2
View other files - 8-1, 8-3,
B-1, B-2
Wild card +,-,* 6-1, 6-2, B-1
Xtrieve 1-1, 1-4, 1-5, 5-2, A-2
Z number 3-3, 7-1, B-1, E-1