The fields in this group record housekeeping details of data entry and
modification and can be largely automated and transparent to the user.
It is possible and perhaps desirable to keep an inhouse audit trail of
all modifications to the record and not just the last modification.
This group is important in the management of new data and data
corrections between institutions interchanging information. They provide a useful means of
tracing the sources of interpreted information and errors. They can also be used to avoid
the duplication of data entry.
TDWG Short name: CREATEBY
Description: Name or signon code of the person who created or
entered the initial data for this record.
Domain/Range/Values: Alphanumeric; any valid operator name or
code.
Comments: The use of an unique code here can serve as a link to
more detailed biographical data.
TDWG Short name: CREATEDATE
Description: Date of data creation or the initial entry of this
record in database.
Domain/Range/Values: Integer; year (4 digits) followed by month
(2 digits) and then day (2 digits), without spaces between each. That is, YYYYMMDD. For
example, the 22nd July 1987 would be transferred in the form 19870722 (refer Collection
Date for further details).
TDWG Short name: CREATEINST
Description: The institution where this record was created or
initially entered.
Domain/Range/Values: Alpha; any valid Index Herbariorum code.
Comments: Although this field is described here, this information
is often equivalent to the contents of the record identifier field Institution Code. In
these instances, this field need not be transferred. However, if the electronic record
was originally created at a third institution, then the code of this third institution
should be included here as it will be different to the entry in the Institution Code
field.
TDWG Short name: UPDATEBY
Description: Name or signon code of the last person to modify
or update data for this record.
Domain/Range/Values: Alphanumeric; any valid operator name or
code.
Comments: The use of an unique code here can serve as a link to
more detailed biographical data.
TDWG Short name: UPDATEDATE
Description: Date of the last modification or update of this
record.
Domain/Range/Values: Integer; year (4 digits) followed by month
(2 digits) and then day (2 digits), without spaces between each. That is, YYYYMMDD. For
example, the 14th October 1995 would be transferred in the form 19951014 (refer Collection
Date for further details).
TDWG Short name: UPDATEINST
Description: The institution where this record was last modified
or updated.
Domain/Range/Values: Alpha; uppercase, any valid Index
Herbariorum code.
Comments: Although this information is described here, the
contents of this field are equivalent to Institution Code.
This information would be very useful when institutions come to share
data and sort out multiple modifications to the same specimen information.
Transfer code: }
Description: The single character } indicating the end of a HISPID3 Record.
Domain/Range/Values: Must contain the symbol '}' only.
Comments: To be found at the end of each HISPID3 record
indicating the end of the data of a record, prior to beginning the next record or the 'endfile'
identifier if it is the last record in the transfer file.
Description: The end of the transfer file has the file identifier 'endfile' only.
Domain/Range/Values: Must contain the transfer code 'endfile' only (all in lowercase).
Comments: To be found at the very end of a HISPID3 file indicating the end of the file.