This group of fields contains information pertaining to specimen loan
transactions. In a normalised database this group of fields fits very comfortably into a
separate linked table. Some institutions maintain this information in a separate database.
To reduce duplication of data entry effort and to facilitate monitoring
of specimens on loan, specimen data should be exchanged with the specimens going on loan.
Description: The unique institutional loan number applied with
the loan sequence number to uniquely identify a specimen on loan.
Domain/Range/Values: Alphanumeric; with or without other special
characters.
Comments: This can be a simple sequential number series or an
encoded arrangement involving the year and the loan number within the year. Institutions
that store a loan number as two separate fields will need to combine the fields prior to
interchange.
Used in association with the next field, Loan Sequence Number.
Description: The sequence of a specimen within a given loan,
assigned with the Loan Identification to uniquely identify a specimen on loan.
Domain/Range/Values: Integer; values starting at 1 and
sequential.
Comments: Used in association with the previous field, Loan
Identification.
Description: Institution to which the loan is being sent.
Relevant standards: Index Herbariorum
Domain/Range/Values: Alpha; any valid Index Herbariorum code (in
uppercase), or written in full if no code available.
Comments: Although this field is described here, the information
in this field should be included in the file identifier field Description of
File Contents and other Comments (p. 19).
Description: Name of botanist for whom the loan is destined.
Domain/Range/Values: Alpha; any valid botanist's name, with the
botanist's family name (surname) first, then comma and space, followed by initials (in
uppercase and each separated by fullstops), first letter of surname capitalised.
Comments: Although this field is described here, the information
in this field should be included in the file identifier field Description of
File Contents and other Comments (p. 19).
Description: The means by which the loan is being despatched from
the home institution.
Domain/Range/Values: Alpha.
| surface mail |
| airmail |
| airfreight |
| road |
| rail |
| courier |
| safe hand |
| insured/registered |
Comments: As with the previous fields, the information in this
field should be included in the file identifier field Description of File
Contents and other Comments (p. 19).
Description: The date the loan is prepared and/or sent
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 8th June 1975 would be transferred in the form 19750608 (refer Collection
Date for further details).
Comments: Although this field is described here, the information
in this field is equivalent to the information already included in Date of File field
(p. 15). Therefore, this information should be included in the latter file
identifier field.
Description: The date on which the loan is due to be returned to
the home institution.
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 4th February 1996 would be transferred in the form 19960204 (refer Collection
Date for further details).
Comments: This information can be either attached to every
interchange record or included in the file identifier field Description of File
Contents and other Comments (p. 19).