french frigate shoals (kānemilohaʻi) biological …french frigate shoals biological monitoring sop...
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FrenchFrigateShoalsBiologicalMonitoringSOPSupplementV1.7(20121004)‐Draft‐SY/DR
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FrenchFrigateShoals(Kānemilohaʻi)
BiologicalMonitoringSOPSupplement:
FieldGuidetoDataManagement
PhotobyS.Youngren
FrenchFrigateShoals
HawaiianIslandsNationalWildlifeRefuge
PapahānaumokuākeaMarineNationalMonument
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INTRODUCTION
ThissupplementprovidesasummaryversionoftheFrenchFrigateShoals(FFS)biologicalprogramstandardoperatingprocedures(January2012version),focusingandexpandingonthespecificsofdatamanagementattheTernIslandFieldStationwithanemphasisonpointsthatincreasedataqualityandreplicability.ThissupplementwascompiledbySarahYoungrenandDanRappduring2011/2012I&MgrantfundedFrenchFrigateShoalsbiologicalmonitoringdataqualityandanalysisproject.
TABLEOFCONTENTS
INTRODUCTIONS...................................................................................................................................3INTRODUCTIONTOTHEFIELDSTATION..................................................................................................3introductionTOTHEFIELDSTATION‐TheMegaFauna......................................................................4introductionTOTHEFIELDSTATION‐TheFlora...................................................................................5introductionTOTHEFIELDSTATION‐TheREEFFISHES....................................................................5
PerSONNELARRIVALTOTERNISLANDFIELDSTATION.........................................................6DATAACCOUNTABILITY:ENTRANCEANDEXITPLANS.......................................................................6
datamanagement..................................................................................................................................7INTRODUCTIONTOffslongtermDATAsetMANAGEMENT...............................................................7TERNISLANDLONGTERMDATASETS:DATACOLLECTION..............................................................8LONGTERMDATASET:DATAENTRYANDPROOFING......................................................................10LONGTERMDATASET:DATAENTRYANDPROOFING......................................................................11DATAPROOFINGANDENTRY–Non‐PLOTData..................................................................................12DATAPROOFINGANDENTRY–PLOTDATA..........................................................................................14
DATAARCHIVING................................................................................................................................17HARDCOPYDATAARCHIVING...................................................................................................................17
DIGITALDATABASEMANAGEMENT.............................................................................................19Therefugefolder............................................................................................................................................19DIGITALARCHIVEORGANIZATION......................................................................................................................19
Scanningpaperfilestopdf(Page1of3)(sectioncomplete).........................................................20Scanningpaperfilestopdf‐continued(page2of3).........................................................................21Scanningpaperfilestopdf‐continued(page3of3).........................................................................22
Birdbanding:ternislandbandingandbandmanagement.................................................23DIGITALDATAARCHIVING.........................................................................................................................24labelingdigitalfiles......................................................................................................................................................24REFUGEFOLDERORGANIZATION........................................................................................................................26THEWORKINGFOLDER............................................................................................................................................27DIGITALARCHIVEBACKUP.....................................................................................................................................27
PHOTOGRAPHYFORMONITORING..............................................................................................30
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INTRODUCTIONS
INTRODUCTIONTOTHEFIELDSTATION
Welcome to Tern Island Field Station! During your time on Tern you will be asked topartakeatvarious levels invariousaspectsof longandshort termbiologicalmonitoring.Youwillberesponsible for thepropercollection,entry,andproofingofmostof thedatathatyoucollectduringyourstayonTernIsland.DuetothelargevarietyandcomplexityofdatacollectionandentryformatstheBiologicalMonitoringSOPisaverylargedocument.This supplement to that document was created to aid in day to day data entry andcollectionandlongtermdataarchival.
Toassurethatdataqualityremainsashighaspossibleweaskthatyoufollowthisguideand the Biological Monitoring SOP as closely as possible. Inevitably you will run intosituations that arenot covered, pleasediscusswith themanagerwhowill determineaproper plan of action. If you stray from current protocol please take detailed notes andinclude them in both the digital and hard copies of your data, and note in weekly andannual reports.Alwaysremember,dataiscollectedandrecordedinthewayitis,sothat it canbeused for long termanalysis,andwillbeofmuchmoreyou ifweallattempttoavoidre‐inventingthewheel!
Since 1979, the FWShasmaintained a year‐roundbiologicalmonitoring station onTernIsland, providing the longest continuousdataset inHawaii, andoneof the longest in thePacific.Thisdatasetinvolvesyear‐roundmonitoringdataformostnestingseabirdspeciesfromtheearly1980’stopresent.
Field methods employed for seabird population monitoring by FWS include: (1) meanincubationcounts, (2) reproductiveplotmonitoring, (3)outer island surveys, (4) specialstudies with more narrowly defined foci, and (5) other related monitoring, such assurvivorship studies, entrapment monitoring, seal and turtle counts, vegetation anderosion monitoring, shorebird monitoring, studies of artificial habitat, bird banding,weathermonitoring,tidemonitoring,andvegetationpropagation.
After reading the biological monitoring SOP, this document, and receiving the propertrainingyouwill be ready to go forth, enjoyyour time conducting importantmonitoringtasks on thiswonderful island, and don’t forget to return to this document often (everytimeyouenterdata)!
Remember, that the only stupid question is the one you do not ask! Tern has a prettyimpressivesetofdata,takepride,andcontributewell!
Mahalo.
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INTRODUCTIONTOTHEFIELDSTATION‐THEMEGAFAUNA
SeabirdSpeciesBreedingatFrenchFrigateShoals:Procellariiformes(tubenoses:Albatrosses,Petrels,Shearwaters,Storm‐petrels): BFAL=Black‐footedAlbatross(addscientificname) LAAL=LaysanAlbatross BOPE=BoninPetrel BUPE=Bulwer’sPetrel WTSH=Wedge‐tailedShearwater CHSH=ChristmasShearwater TRSP=Tristram’sStorm‐PetrelPelecaniformes(Tropicbirds,Boobies,Frigatebirds): RTTR=Red‐tailedTropicbird MABO=MaskedBooby RFBO=Red‐footedBooby BRBO=BrownBooby(nestsonLaPerouse) GRFR=GreatFrigatebirdCharadriiformes(TernsandNoddies): GRAT=Gray‐backedTern SOTE=SootyTern BGNO=Blue‐grayNoddy(nestsonLaPerousepinnacle) BRNO=BrownNoddy BLNO=BlackNoddy WHTE=WhiteTern
ShorebirdSpeciesWinteringatFrenchFrigateShoals RUTU=RuddyTurnstone GOPL=PacificGoldenPlover SAND=Sanderling WATA=WanderingTattler BTCU=Bristle‐thighedCurlew
MarineMegafaunaatFrenchFrigateShoals HGST=HawaiianGreenSeaTurtle(summerbreederinatoll)
HMS=HawaiianMonkSeal(summerbreederinatoll,residentyearround)SpinnerDolphins(rarelysightedbutpresentinatoll)HumpbackWhales(spottedoutsideatollduringwintermonths)
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INTRODUCTIONTOTHEFIELDSTATION‐THEFLORA
ThissectionwillhaveacopyoftheTernIslandFieldStationplantfieldguide.
INTRODUCTIONTOTHEFIELDSTATION‐THEREEFFISHES
ThissectionwillhaveacopyoftheTernIslandFieldStationchecklistofreeffishes.
Forallmonitoringbeawareofthedisturbancecausedbyhumansinthecolony,avoidsealsandturtles(getlowandstayquietifyoucomeuponone),watchwhereyouarewalkingsothateggsandburrowsdon’tgetcrushed,ifaRFBOflushesfromitsnestguarditfromtheGRFR,andifthereareSOTEchicks3‐10daysolddon’tgointhearea!Bybeingobservantandcautiousdisturbancecanbekeptataminimum.
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PERSONNEL ARRIVALTO TERN ISLAND FIELDSTATION
DATAACCOUNTABILITY:ENTRANCEANDEXITPLANS
TernIslandDataAccountabilityForm(fileinspeciesaccountjournal)
Inordertodocumentthatalldatafilesareinascompleteaformaspossible,andtodecreasedatalossatcrewchangeovers;weaskthatallUSFWSvolunteersandvisitingresearchersfilloutthefollowingform.Fillinnameandarrivaldate,filethedocumentinthespeciesaccountjournalbinder,andpriortoleavingcompletetheremainderoftheform.Forvisitingresearcherspleasenotehowdatawillbepublished.
Name___________________________________ArrivalDate______________DepartureDate_______________
I have read the following document and will follow the protocols described within. Initials _____ date_______________
Iwillreturntothisdocumentbeforecollectingorenteringanynewformofdata.Initials_____date_______________
IwillcompletethisdocumentattheendofmystayonTern Initials_____date_______________
PrimaryFocus:
ReproductiveSuccessPlotsMonitored:
SpecialProject(s):
FilloutpriortodepartureatendoftimeonTernIsland
AllDatathatIhavecollectedwhileonTernIslandhasbeenentered __________AllDatathatIhavecollectedwhileonTernIslandhasbeenproofed __________AllfieldbooksformonitoringIconductedhavebeencorrectlyfiledand/orpassedon __________Myspecialprojecthasbeencompletedandafinalreportwrittenandfiled __________AlldatacollectedduringstayonTerniscomplete: ManagersInitials__________Thankyouforallofyourhardwork,thoselookingbackinthefuturewillgreatlyappreciatetheeffortyouhaveputforthtowardqualitydatacollection!(feelfreetouseadditionalpageasneeded)
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DATAMANAGEMENT
INTRODUCTIONTOFFSLONGTERMDATASETMANAGEMENT
Datacollectionandmanagementfallsintofourstepsthatmustbecompleted
1. Collection:Weatherresistantpaperandapencil(orindelibleink)2. Entry:Fielddatatoexcelspreadsheet3. Proofing:Doublecheckthatalldataiscorrect4. Digitalandhardcopyarchive:AllfielddatayoucollectistoremainonTern,collectdataaccordingly!
Don’tforgettowritethatyouhaveenteredandproofeddata,whoyouare,andtheyear.Thiswillhelpthoselookingtousethedatayouarecollectingnowwithconfidenceinthefuture!
1. Collection:AllfielddataonTerniscurrentlycollectedonpaper,withapencil.ForsomereproductiveplotsandprojectsdataiscollectedwithinaboundRiteintheRainbook,othersonriteintherainpagesthatgointoaspecialbinder,andfewarecollectedonnon‐RiteintheRainpaper.RiteintheRainpaperisspeciallycoatedsothatitrepelswater,butusecautionifitgetsreallyweterasingwillgougethepaper.Ifyoutakerandomnotesinyourfieldbook,besuretocrossthemoutiftheyarenotpertinent,areduplicates,orarenotaccuratebeforeyouarchiveyourbook.Besuretofillinallfields.Thedifferencebetweennotcheckingforacertainitem/individual(nodata=ND)andfindingthatitem/individualnottobepresent(notfound=0)drasticallychangesdata.
2. Entry:AllfielddataonTern(asidefromtidemonitoring)iscopieddirectlyfromfieldformstoexcelspreadsheetswhichareformattedtobeeasilytransferrableintoanaccessdatabase.Avoidaddingnewcolumnsorchangingformattingtospreadsheetsinsteadaddasupplementarytaborspreadsheet.Whileenteringdataifyoufindentriestobeillogical/wrongonanydatayouareentering,onlychangedataifthepersonthatcollecteditconfirmsthecorrectdata.Useadifferentcolorpenonthehardcopytocrossout(leaveoriginalrecordlegible)andwriteincorrectdata.
3. Proofing:Dataproofingisatimeconsumingyetimportantsteptodataentry.Toproofdata,checklinebylinethatalldatahasbeencorrectlycopiedfromfieldbooktoexcelspreadsheet.Whileitismoreefficientforonepersontoprooftheirowndataitismucheasiertomissmistakesthisway.Themosteffectivewaytoproofdataisasateamoftwo,onepersonreadingoutloudandasecondpersoncheckingthatallentriesarecorrect.Onceyouhavedeterminedthatalldataonapagehasbeenenteredandenteredcorrectly,writeonthatpagewithadifferentwritinginstrumentthandatawasoriginallycollectedin.Alsonoteonthenotespageoftheexcelspreadsheetwhatdateorpagedatahasbeenproofedupto.(Isthereamonumentproofingprotocol??????)
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4. Archive:AssurethatalldatabeingleftonTernIslandiscompleteandlegiblesothatifsomeoneweretoreturntothedigitalorhardcopyatalaterdatetheycouldinterpretALLwriting/notes.Makesurethatalldataislabeledwiththeyear,species,whowasmonitoring,anditsstateofcompletenessinentryandproofing.
TERNISLANDLONGTERMDATASETS:DATACOLLECTION
MethodsforalldatacollectionprocessescanbefoundwithintheBiologicalMonitoringSOP(mosteverythingiscoveredinthatdocument,youjusthavetofindit)
1. WEATHERDATA:Daily,fieldstationpersonnel(onepersonvs.rotational)WeatherdatahasbeencollecteddailyonTernIslandsince1980.InpasttimesaNOAAweatherstationwasinplaceandworkingonTernIsland;however,nowallthatexistsisthedatathatiscollectedmanuallyeverymorning.PleasereadtheWeatherStationInstructionswithintheSOPasthisdatabecomeslessusefulifmethodsdonotremainconsistent!!!!!
Pleasedoyourbesttocollectweatherdatabetween0800and0900sothatitcanbeusedtoaccuratelydetecttrendsandwedonotmisshightemperaturesforthepreviousday. Relativehumidityiscalculatedfromthewetanddrythermometerswithintheweatherstationbox,ifthewickdriesoutRHcannotbecalculated,pleasecheckthatthereiswaterinthereservoirandthatwickisintacteverytimeyoucollectweatherdata(ifbothnumbersarethesameanditisnotpouringrainthisindicatesthewickisdry).Ifyoufindthatthedoortotheweatherstationboxisopen,donotcollectmaximumandminimumtemperaturesforthatdayastheyarelikelyincorrect.
2. DISTURBANCE/ENTRAPMENTDATA:Daily,fieldstationpersonnel,rotational
InanattempttoaccuratelyquantifythelevelofhumandisturbancetothewildlifewithinFFSadetaileddisturbance/entrapmentlogismaintained.PleasefilloutthelogaftermorningentrapmentwalksandregardingANYun‐duedisturbancecausedduringtheremainderofyourtime.Thisincludesbutisnotlimitedtocollapsedburrows(occupied),brokeneggs,entrappedwildlife(non‐bush),andifanysealorturtleisdisturbedbyyourpresence.Thislogisalsousedtodocumentdailyhauledoutsealsandbaskingturtles.ItisverydifficulttoreplicatecountsofsealswithinthebirdcolonypleaseONLYcountthefollowingareas:
Whatisvisiblefromthecatchment,andaroundthewatertanks.WhatyoucanseefromtheSEcornerlookingwestonsouthbeach.East,crab,shell,dieselbeaches,andtheboatramp.Ifyoucountsealsonsouthbeachorinthecolonyyoumayrecordtheminthenotessection.
Aswiththeweatherdata,becausesealandturtlecountsarecollectedbymultipleindividualsonaweeklybasisitisveryimportantthateveryonefollowsthesamemethods.(Otheroption,manager1xperweekwholeisland)
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LONGTERMDATASET:DATAENTRYANDPROOFING
Weekly:Onepersonwillberesponsibleforenteringfieldstationdataduringagivenweek.Dataincluded:weather,bandrecovery,disturbance/entrapment,outerislandsurvey,marinedebris,andvagrantdata.Seefollowingpagesforhowtoentereachspecificitem.Additionallythispersonwillberesponsiblefor‘proofing’orlinebylinecheckingthatalldataenteredthepreviousweekiscorrectandcomplete.Thisindividualwillalsoberesponsibleforconductingadigitalfilebackupfollowingcompletionoftheirdataentry.Allindividualsareresponsibleforcompletingdataentryfromthecurrentweekforallreproductiveplotsandproofingdatafrompreviousweek’splots.Datapagesthatarecompletewillbekeptinthedatabinder,eitherintheun‐enteredfolder,theun‐proofedfolder,orthetobescannedandfiledfolder.Monthly:Themanagerisresponsibleforcheckingthatalldataisenteredcorrectlyandcompletely,scanning,andfilinghardcopies.Additionallymonthlytemperatureloggersfromtheweatherstationaredownloaded.
FigureX.TernIslandDataManagement/AccountabilityForm.Availableonrefugefolder,currentmonthformiskeptindatabinder,oncecompletedformswillbeincludedinspeciesaccountjournal.
TERN ISLAND DATA MANAGEMENT/ACCOUNTABILITY FORM YEAR page_____ of _______
Week 1 Week 2 Week 3 Week 4
Inclusive Dates (Monday‐Sunday)
DATA ENTRY PERSON FOR WEEK ___________________ ___________________ ___________________ ___________________
STATION WIDE DATA COLLECTION
LAST WEEK proofed
THIS WEEK entered
LASTWEEK proofed
THIS WEEK entered
LAST WEEK proofed
THIS WEEK entered
LAST WEEK proofed
THIS WEEK entered
WEATHER
BAND RECOVERY FORM
DISTURBANCE/ENTRAPMENT
OUTER ISLAND SURVEY
MARINE DEBRIS
VAGRANTS
BACKUP REFUGE FOLDER
ALL SPECIES PLOT DATA (fill in name below)
Includes plots checks and banding data
LAST WEEK proofed
THIS WEEK entered
LASTWEEK proofed
THIS WEEK entered
LAST WEEK proofed
THIS WEEK entered
LAST WEEK proofed
THIS WEEK entered
1__________________________
2__________________________
3__________________________
4 __________________________
5__________________________
ONCE 4 week period completed (manager completes this section)
Check station wide & plot data for formating & completeness
Scan all above entered/proofed data pages
File all complete pages in filing cabinets
Scan Tide Station Form and file
Download weather station Temperature Loggers
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LONGTERMDATASET:DATAENTRYANDPROOFING
Eachweekonepersonwillproofalldatafromthepastweek,andTHENentercurrentweek’sdata.Ifanydataisnotinthebinderpleasecheckwiththeindividualthatshouldhavecollectedit.Managerwillscanallfilesinthe‘tobescanned’folderattheendofthemonth.Seefollowingpagesforspecificsonentryofdifferentformsofdata.
DATAENTRY
COMPLETEDFIELDFORMS1. Allcompleteddatasheetswillbeplacedinthe‘tobeentered’folderwithinthedatabinder.2. Weeklyalldatacollectedduringthatweekwillbeenteredintotheappropriatespreadsheet.3. OnceenteredwriteonEACHsheet‘enteredby’yourinitials/dateinthetoprightcorner.4. Placeacheckmarkinthe‘entered’columnforeachdatatypeontheaccountabilityform.5. Transfersheetinto‘tobeproofed’folderwithinthedatabinder.
INPROGRESSFIELDFORMS1. Stillinprogressformswillremainintheirnormallocationexceptwhilebeingentered.2. Weeklyalldatacollectedduringthatweekwillbeenteredintotheappropriatespreadsheet.3. Designatestartandstoppointsbycontinuingthegridlinesintothepapermarginforthat
line,andplaceasmallcheckmarkinthemarginnexttoeachlineonceentered.Ifnewpage,atthetopofthepagewriteout‘√=entered’
4. Placeacheckmarkinthe‘entered’columnforeachdatatypeontheaccountabilityform.5. Returnformtoitsproperlocation.
DATAPROOFING
COMPLETEDFIELDFORMS1. Alldatacollectedduringthepreviousweek(in‘tobeproofed’folder)willbeproofed.
a. Checklinebylinethatalldatahasbeenenteredintotheappropriatespreadsheetintherightcell,correctly.
b. Ifitisajudgmentcallastowhatawrittenletterornumberisandyoudonotagreewithhowitwasentered,clarifywiththepersonthatcollectedthedata!
2. OncecheckedwriteonEACHsheet‘proofedby’:yourinitials/dateinthetoprightcorner.3. Placeacheckmarkinthe‘proofed’columnforeachdatatypeontheaccountabilityform.4. Transfersheetinto‘tobescanned’folderwithinthedatabinderonceproofed.
INPROGRESSFIELDFORMS1. Proofpreviousweek’sdataforalltopics.2. Checklinebylinethatalldatahasbeenenteredintotheappropriatespreadsheetinthe
rightcell,correctly.a. Ifitisajudgmentcallastowhatawrittenletterornumberisandyoudonotagree
withhowitwasentered,clarifywiththepersonthatcollectedthedata!3. Aseachlinehasbeenproofedplaceasecondsmallcheckmarkinthemarginnexttoeach
line.Ifnewpage,writeoutatthetopofthepage‘√√=proofed’4. Placeacheckmarkinthe‘proofed’columnforeachdatatypeontheaccountabilityform.5. Returnformtoitsproperlocationunlesscompleted,thentransfer‘tobescanned’
folder.
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DATAPROOFINGANDENTRY–NON‐PLOTDATA1. WEATHERDATA:Onesheetusedforwholemonth
a. Pleasedonotchangeformattinginthisspreadsheet,itfunctionsbyformulas!b. Eachmonthhasadatapageandasummarypage.Fillintherawdata,andthenonly
summaryitemthatneedstobefilledinpermonthisthedayofhighestrainfall,fillthisinontherawdatapageanditwillautomaticallyfillonthesummarypage.
c. Copyofformavailableinformsfolderin‘workingfolder’hardcopystoredinradioroom.2. DISTURBANCE/ENTRAPMENTDATA:Onesheetuseduntilfilled
a. Copydataaswrittenonfieldformintospreadsheet,makesurethatapplicablenotesarerecordedinthenotessectioninordertodecipherwhatspecieswasinjuredtrappedetc.(aslongasyoudon’tduplicatedata,splittingintomultiplelinesisacceptable.)
b. Copyofformavailableinformsfolderin‘workingfolder’completedhardcopygoesinspeciesaccountjournal
3. BANDRECOVERYFORM:Onesheetuntilfilled(seebandingsection)a. Copydatafromfieldsheetintoappropriatecolumns,leavenon‐applicablecolumns/cells
blank.b. Whenenteringbandnumbersthatstartwithzero,changethecelltotext,otherwiseleave
thiscellasanumber.Allbandnumbersareenteredasjustdigits,donotenterthedashbetweenprefixandsuffix.Ifabandprefixisonlythreedigitsitneedstohaveazeroaddedatthebeginning.
c. Copyofformavailableinformsfolderin‘workingfolder’completedformsgetscannedandhardcopygoesbacktohonolulu
4. MIC:Onesheetperspeciesforwholeyeara. TheNozoneandTRSPareascompromise10%oftheisland,areaistometermarkersandto
water,b. Southbeachoutsidethepipe?c. Inprogressformsstoredinspeciesaccountjournald. Copyofformavailableinformsfolderin‘workingfolder’yearlyformsstayinspecies
accountjournal5. SHOREBIRDS:Onesheetforwholeyear
a. TheNozoneandTRSPareascompromise10%oftheisland,areaistometermarkersandtowater,
b. Southbeachoutsidethepipe??c. Inprogressformsstoredinspeciesaccountjournald. Copyofformavailablein‘workingfolder’yearlyformsstayinspeciesaccountjournal
6. MARINEDEBRIS:Onesheetperweeka. Countupallthetallies,andwriteinnumberforeachcategory,zeroisanimportantnumber.b. Attheendofthespreadsheetistherearenocomments,fillinnac. Copyofformavailableatin‘workingfolder’hardcopystoredinradioroom.
7. OIS:Onesheetperislandpervisita. Copyofformavailablein‘workingfolder’hardcopystoredinradioroom.
8. VAGRANTS:Onepagesperincidenta. Ifvagrantshavebeensightedfortheweek,createadigitalcopywithphoto.b. Copydataintoexcel,alsosavedigitalcopyinfolderc. Copyofformavailableatin‘workingfolder’completedformsstayinspeciesaccountjournal
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HowtoBackupUSBworkingfolder
OnUSBdrivekeepallworkingfileswithinonefolder,entitled
TERN_ISLAND_WORKING_DATA
Aftertheworddataadditionallyaddthedateoflastbackupas“_ddMMMYYYY”
Weekly
1) CheckthatalldatahasbeenupdatedontheUSBdrivefortheweek(includingallplotdata)2) Renametheworkingdatawiththedaysdate.3) Plugincurrentbackupharddrive(beextremelycareful,donotmoveharddriveATALLwhenitis
running,thisdriveisprecious4) OpenTERN_ISLAND_WORKING_DATA_backupsfolder5) Copytheentirefolderover6) Ejectbothdrivesandyouaredone(thedateonworkingfolderonthesticknowrepresentsthelast
dayitwasbackedup).
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DATAPROOFINGANDENTRY–PLOTDATA
Eachweekeachpersonwillproofalloftheirdatafromthepastweek,andentercurrentweek’sdata,andifusingbindersheetsthatweek’spageswillberemovedfromthefieldbinder.
1. DATAENTRY(plotsusingbinderpages)a. Enterplotdataasclosetopossibleaftercollecting(bestdoneonsameday).b. Enterplotbandingdatainexcelspreadsheet,andcopytobandingschedule.c. Fillinlinefor“enteredby”withyourinitialsandthedate(usecheckmarks
onbandingdatajustasyouwouldwithnon‐plotdata)d. Onceyouaredonecopypertinentinformationtopagesforthenextweek.
2. DATAPROOFING
a. Proofallplotdatathatwascollectedduringthepreviousweek,checklinebylinethatdatahasbeenenteredintherightcells.
b. Proofallbandingdatacollectedduringthepreviousweek,checkbothdigitalcopyANDbandingschedule!
c. Completedsetsofpageswillbeboundattheendofthereproductiveyear.Separatepagesbyplotandinchronologicalorder,stickynotesordividerpagescanbeusedtokeepplotsapart.
d. (*Createcoverpagesforplotdata)DEMOGRAPHICPLOTSSPREADSHEET
Thisstandardoperatingprocedure(SOP)willspeaktoreproductiveplotsandtheirapplicationattheTernIslandFieldStation.TherearetworeproductiveplottypesutilizedonTernIsland:demographicandnon‐demographicplots.Non‐demographicplotsaimtoprovidebasicnumbersforaspeciessuchaseggslaidandlost(i.e.died)andchicksfledgedandlost.Demographicplotsdeliverbaselinedataforaspecies,likenon‐demographicplots,butalsoprovidemoredetaileddatawhereindividualnestattemptsarefollowedforthedurationofthereproductiveseason.Inordertohaveeffectivedemographicplotsgoodsampledesignmustbeemployedaswellasgooddatacollectionandmanagementpractices.
ThisSOPdetailstheproperuseoftheExceldemographicdatabase.DatacollectedfromdemographicreproductiveplotsattheTernIslandFieldStationwillbestoredandmanagedusingthedemographicdatabase.ItwillbeeasiesttounderstandthedemographicdatabasewithitopenwhenreadingthisSOP.ThedemographicdatabasewasbuiltbasedontheneedsoftheTernIslandFieldStationusingtheexperienceandreviewofthefieldstationspreviousandcurrentbiologists.ThedemographicdatabasewasbuiltusingMicrosoftExcel2010software:thisprogramwillberequiredinordertousethisdatabase.NewerversionsofExcel(>2010)canalsobeusedtooperatethedemographicdatabase;olderversionsofExcel(<2010)mayormaynotbeabletooperatethedatabaseeffectively.Thedemographicdatabaseistobeusedwithdatacollectedusingthedemographicmonitoringbindersheets.
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I. ‘ReprodRawData’(ReproductivePlotRawData)a. Thissheetiswheretherawdatathatiscollectedusingthedemographicplotbindersheetswillbe
entered.Theheadingswithinthissheetaredescriptive,butifmoreclarificationisneededpleaseseethe‘ColumnDescriptionsReprodRaw’sheetwithinthedatabase.The‘ColumnDescriptionsReprodRaw’sheetprovidesmoredetailonthetypeofdataeachcolumnaccepts(Table1).Somecolumnsandrowswithinthe‘ReprodRawData’sheetaremadetomove(frozen)asonescrollsthroughthesheet,thisfunctionshouldnotbealtered.Atnopointshouldtheformattingwithinthissheetoranyothersheetinthedemographicdatabasebealteredwithoutpermissionfromtherefugemanager,andmayresultinchangesforallspecies.
II. ‘ReprodRawSummary’(ReproductivePlotRawDataSummary)a. The‘ReprodRawSummary’sheetsummarizesthedatafromthe‘ReprodRawData’sheet.The
‘ReprodRawSummary’sheetisformuladriven;themonitordoesnotneedtoenteranydatainthissheetexceptforphonologydatesforTernIslandandFrenchFrigateShoals.Themonitorshouldnotatanypointaltertheformulaswithinthe‘ReprodRawData’sheetortheformulaswithinanyothersheetinthedemographicdatabase;asevenasmallchangetoaformulacancauseitsdysfunction.Thissheethasaproofingtoolbuiltintocatchpotentialdataentryerrors.The‘PROOFING’columnmimicsthe‘TOTAL’columnbutitgathersitssummarydatafromdifferentsources.Ifthe‘PROOFING’columnentriesdon’tmatchthoseofthe‘TOTAL’columnadataentryerrorhasoccurred;thedatain‘ReprodRawData’willneedtobeproofedtofindandcorrectthiserror.Columnheadingswithinthissheetaredescriptive;seecontentinparenthesisformoredetail.
III. ‘OptSummary’(OptionalDataSummary)a. Thissheetsummarizesoptional(OPT)columnsfromthe‘ReprodRawData’sheet.Itisuptothe
monitortobuildthe‘OptSummary’sheetbecauseitsummarizestheoptionalcolumnsthemonitorcreatedwithinthe‘ReprodRawData’sheet.Theformatforthe‘OptSummary’sheetcanbealtered;themonitorshoulddesignthe‘OptSummary’sheettofunctionsimilarlytothe‘ReprodRawSummary’sheet.Anycolumnscreatedinthe‘OptSummary’sheetshouldhavedescriptiveheadingstogowiththem.
IV. ‘Notes’(MonitoringNotes)a. The‘Notes’sheetshouldbeusedtoenternotesonmonitoringoranyotherrelevantinformation.
Adateandplotshouldalwaysbeprovidedforeachnoteentry.Anynotesthatarespecificforanestattemptshouldbeenteredunderthe‘NOTES’columninthe‘ReprodRawData’sheet.Alltextthatisenteredinthedemographicdatabaseshouldbeenteredinallcapitalletters.
V. ‘Codes’(DataCollection/EntryCodes)a. The‘Codes’sheetprovidesatableofinusedatacollectionandentrycodes.Codesdescribedin
the‘Codes’sheetshouldalwaysbeusedwhencollectingandenteringdata(whenappropriate).Newcodesshouldnotbemadenorshouldexistingcodesbealteredwithoutpermissionfromtherefugemanager.
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VI. ‘ColumnDescriptionsReprodRaw’(ColumnDescriptionsfortheReproductivePlotRawDataSheet)
a. Thissheetprovidesdescriptionsfor‘ReprodRawData’sheetrequiredandoptionalcolumns.Columndescriptionsforoptionalcolumnswillneedtobeenteredeachseasonbasedontheoptionalcolumnscreatedbythemonitor.Requiredcolumndescriptionsshouldnotbealteredwithoutpermissionfromtherefugemanager.
VII. ‘Banding’a. The‘banding’sheetshouldbecompletedasbirdsarebandedwithinthereproductiveplots.The
datafromthissheetwillbeusedintheannualbandingreportforthefieldstationandsubsequentlyprovidedtotheUSGSBirdBandingLaboratory.AseparateSOPhasbeenwrittenontheproperuseofthissheet,pleaseseethesematerials.
VIII. ‘JournalSummaries#1’(JournalEntries)a. The‘JournalSummaries#1’sheetistobecompletedbytheprimarymonitorforeachjournal
period.Formoredetailonthedatathatistobeprovidedforeachcolumnpleaseseethe‘ColumnDecriptionsJournal’sheet(Table2).The‘JournalSummaries#1’sheetdoesnotcontainanyformulasalldataentrywillbedonemanuallyasawayofproofingpreviouslyentereddata.Allrowsandcolumnswithinthesheetarerequired.
IX. ‘JournalSummaries#2’(JournalEntriesforSecondMonitor)a. Thissheetistobecompletedbyapotentialsecondmonitorinthesamefashionthatthe
‘JournalSummaries#1’wascompleted.Ifathirdmonitortakesovermonitoringdutiesfortheplotathirdjournalsummariessheetwillneedtobecreated.
X. ‘ColumnDescriptionsJournal’(ColumnDescriptionsfortheJournalSummariesSheet)a. The‘ColumnDescritionsJournal’sheetdetailsdataentrypercolumnforjournalsummaries
sheets(Table2).Allcolumnsandrowsinthejournalsummariessheetsarerequired.Itgoeswithoutsaying,butdonotalterthecolumndescriptionswithoutpermissionfromtherefugemanager.
XI. ‘NestMarkerInventory’a. Thissheetistobecompletedattheendofthereproductiveseason.Allnestmarkingmaterial
shouldberecoveredfromplotsandinventoried.Anymissingnestmarkingmaterialswillberemadebythenextmonitor.Thenumbersofnestmarkersstartedwith,recovered,andlostwillbegeneratedautomaticallybyformulas.The“NESTMARKER#’columnshouldbecompletedbasedonthenestmarkersusedformonitoringthatspecies.
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DATAARCHIVING
TherearetwoprimarytypesofdatamediumutilizedandgeneratedattheTernIslandFieldStation:hardcopyanddigitalfiles.Technologicaladvanceshaveblurredthelinebetweenthesetwodatamediums,hardcopyfilescaneasilybecomedigitizedandviceversa.Whetherthedatamediumbehardordigital,theproperarchivingofthismaterialiscriticaltotheformationandmaintenanceofshortandlongtermdatasetsatthefieldstation.
HARDCOPYDATAARCHIVING
Duringthe2011/2012fieldseasonallhardcopydataattheTernIslandFieldStationwaslocated,compiled,andinventoried.AninventorydatabasewascreatedusingthesoftwareMicrosoftExcelthusprovidingthemeanstosearchforandlocatehardcopydatafilescreatedandstoredatthefieldstation.Anysubsequenthardcopydataarchivingshouldbeloggedusingthisdatabasebeforebeingstoredfollowingthesesteps:
1. Confirmthatthefile(s)tobearchivedareproperlylabeled.Atminimumeachfileshouldbemarkedwith:
a. Thatthedatawasfullyenteredandproofed,andtheyear.b. Whetherthefileisanoriginalfileoracopyofanoriginalfile.c. Thename(s)oftheprimarypersonsresponsiblefortheauthorshipand/or
collectionofthecontaineddata.
Iftobearchivedfilesdon’thaveadesignatedlocationforthisinformationpleasewriteitinatthetopofthefileusingpermanentink.
2. Accessthehardcopydatainventorydatabaseandenterthefilestobearchived.Theheadingswithintheinventoryaredescriptive,ifmoredetailisneededonthedatarequiredforeachcolumnpleaselocatethe‘ColumnDescriptions’sheetwithinthedatabase.Pleaseusethedesignatedcodeswhichareprovidedinatableinthe‘Codes’sheetoftheinventorydatabase.
3. Havingcompletedthepreviousstepsthehardcopyfile(s)canbearchived.Allarchivedhardcopydataatthefieldstationisorganizedwithinthreeareaswithinthelivingquarters(barracks)usingfilingcabinets,drawers,fileboxes,andbuckets,withexceptiontooddshapeditems.
a. Biologyareadrawersb. Radioroomfilingcabinets
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c. Archiveroomfilingcabinets,drawers,fileboxes,andbuckets
Manyofthehardcopystoragefacilitiesatthefieldstationhavebeenassignedanidentificationletterand/ornumberthathasbeeninscribedontothefrontoftheunitpleaseconsulttheseidentificationnumberswhenutilizingtheinventorydatabase.Todeterminewheretoarchivespecifichardcopyfilesconsultthehardcopyinventorytofindthelocationofsimilarfiles.Ingeneralhardcopydatahasbeenorganizedandcompiledintothesebasicfiletypesandlocations:
a. Bandingandbandreadingdata:biologyareadrawersb. WeatherandTidedata:radioroomcabinet5,drawerDc. Outerislanddata:biologyareadrawers;radioroomcabinet5d. Reproductiveplotdata:biologyareadrawers;radioroomcabinet4e. MICandothercountdata:biologyareadrawers;radiocabinet4and5;
archiveroomcabinet1f. Speciesaccountsandannualjournals:archiveroomcabinet1;radioroom
cabinet5;biologyareadrawers
Anynewfilefolderscreatedwhenarchivinghardcopydatamustbelabeledproperly:atminimumincludefiletypeandtheyearthefile(s)wascreated(i.e.collected,written,etc.).
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DIGITAL DATABASE MANAGEMENT
DuetotheprecariousnatureofelectronicdevicessuchascomputersandharddrivesatTernIslandFieldStation,theonlywaytoavoidirretrievabledatalossistofollowastrictdatabackupplan.Inordertonotcreateinnumerablecopiesofslightlymodifiedyetverysimilardocumentsastrictorganizationalschemeshouldalsobefollowedfordatamanagement.AdditionallydatabackupinHonolulumustbedocumented.
ThisdocumentwilldiscussthemanagementandarchivalofTernIsland’sdatabase,includingshorttermbackupprocedures(onTern)andlongtermarchival(inHonolulu).
Themoretimethatisspentonkeepingdataorganizedanduptodateintheshorttermthemoreusefulitwillbeinthelongterm.Weaskthatallpersonnelfollowthisprotocol!
NEEDTOUPDATEPRACTICES:DatamanagementpracticesatTernIslandFieldstationareinneedofimprovement.Currentpractices(asofthewritingonthisSOP)leavemuchroomforcreationoferrorsanddataloss.Currentlyfilesregardingallaspectsofrunningthefieldstationalongwithbiologicalmonitoringarestoredinonefolderthe‘refugefolder’.Thisfolderisintherangeof60GBofdata,andwhiletheorganizationalscheme(wherethingsarestored)isstrong,thereislittlecontroloverwhatgetsstoredinthisfolder,andlittledelineationofwhatisafinalversionversusaworkingversionofanydocument.WeproposechangesinthisSOPthatwillneedtobeputintoplacebutthatshouldgreatlyincreasedatasecurity.
ArchivedDataStorage:FINALVERSIONSOFFILES.LastversionsenttoHonolulushouldbeversiononTern
Includesallpreviousversionsofmethods,andfinalizeddata.
Filescanbetakenoutofthisfolderbutnotputintoitunlessanotherbackupistobedone.
CurrentDataStorage:TernIsland=Uptodateversionsofcurrentmethodsanddata.Andotherfilesthatareneededfordaytodaytasks.
THEREFUGEFOLDER
DIGITALARCHIVEORGANIZATION
Thefollowingisanorganizationaltreeforhowtherefugefoldershouldbeorganized.
InsertExcelimage
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SCANNINGPAPERFILESTOPDF(PAGE1OF3)(SECTIONCOMPLETE)
AnimportantportionofdataarchivalatTernIslandiscreatingdigitalcopiesofhardcopiesbyscanningtoPDF.AtthetimethisSOPwascreatedtheTernIslandFieldStationwasequippedwithaCanonDR‐2580Cdocumentscanner,thisSOPwillpertaintothismodel.
VERYIMPORTANT:thepresenceofthisscannershouldNOTbetakenlightly;itisaveryexpensiveandcriticalpieceofequipment.Wheninusemakesurethatunitissetupsothatitcannotgetknockedtothefloororspilledupon!PleasestorescannerindesignatedPelicanCasewhennotinuse.
PersonalattheTernIslandFieldStationshouldbeadvisedtoavoidwritinglightlyandtotheedgesofpages,thesetwofactorscanmakescanningdocumentsverydifficultandresultinunusablefiles.
Componentsrequiredforfunctionalscanning:Scanner,usb2.0cord,powercord,andfunctionalrollers.ComputerwithscannerspecificdriversandAdobeAcrobatProInstalled
1. Tosetupscanner,placeonaflatsurfacewithspaceforpagestocomeouttheback(leveronbackleftcontrolsifpagescurlthroughscannerorgothroughflatandcomeoutback).Pluginpowerandusbcords,connectusbtocomputer.Turnonscannerwithleverswitchonfrontright.
2. OnyourcomputernavigatetoAdobeAcrobat9Proandopenit.WithAdobeAcrobat9Proopenyouwillneedtofollowaspecificpathwaytocreateascanneddocument:
a. Create→PDFfromScanner→CustomScan.
b. WithinCustomScancustomizeasfollowsforoptimalscanning(acrobatprowillsavethese
settingsbetweenuses!)
ScannerChosefromlistSides:ThisscannerwillscanfrontorbothsidesColorMode:Grayscale‐worksbestforpencil BlackandWhite‐forcleardocuments Color‐retainscolorofdocumentResolution:Largerresolutioncreatesbiggerfiles Largerresolutiontakeslonger 300dpiworksformostclearscans Usebetween400and600forpencil.PageSize:Tonotcutoffedgessetcustom! Setat8.5by11inches(IMPORTANT) CanbesettoscanlongerpagesaswellPromptformorepages:IfhavemorethanonepageDONOTmakeOCRsearchableoninitialscan,ittakesforeverandcannotbeundone.
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SCANNINGPAPERFILESTOPDF‐CONTINUED(PAGE2OF3)
3. Onceyouhavesetupsetting,proceedwithloadingyourpagesinthescanner.a. Makesureallstaplesareremoved!!!!b. Thescannerwillnotreliablyfeeddocumentsthatarenotcrispandwrinklefree.Forless
thanperfectdocumentstheoperatorwillneedtoeithermanuallyfeedeachpageorobservethescanningtobesurepagesfeedcorrectly.(Upto50crisppagescanbeplacedinthefeedarea;thepageswillfeedthroughautomatically)
c. Placeyourdocumentinthefeedarea,besurethatitisseatedcorrectly(i.e.notangled).d. Adjustthewidtharmssothattheymatchpagesbeingscanned.e. Dependingontheconditionofthedocumentbeingscanned,thescannerrollersmayneed
assistancefeedingthedocument.Aslightbitofaddedforwardpressureshouldbeenough.f. Ifthedocumentisespeciallyoldandbrittleitmaybemoreappropriatetousetheflatbed
scannerinsteadofthesheetfedscannerasbrittlepagesmaygetdestroyed,youwillhavetodownloadandinstallanothersetofdriversbuttaskswithacrobatprowillbethesame..
4. Oncepagesareloaded,clickscan(youwillgetanerrorifthereisnopageinfeedareaofscanner).a. Onceallpagesscan(orthescannerdetectsthatthereisnotpaperinthefeedareaAcrobat
Prowillbringupapromptaskingifscanningiscomplete.Ifyouarefinishedscanningclickdone,ifyou’renotfinishedplaceanotherpageonthefeedtrayandclickcontinuescanning.
b. Ifyoustopscanningbutlaterdecidetoaddadditionalscannedpagestoafilefollowthestepsabovewhilethedocumentisopeninacrobatpro,theseadditionalscannedpageswillbeaddedattheendofthedocument.
c. Ifapagegetsawayfromyouandgetsfedintothescanneraskew,thescannerwilllikelyjam.Ifapaperjamoccursyouwillneedtofindtheopenleveronthefrontofthescannertoliftuptheupperunit,atwhichpointyoucanremovethedocument.ApromptshouldappearinAdobeAcrobat9Pronotifyingyouofapaperjam,youwillneedtodeletethejammedpaperpagefromthefileandscanitagain.
5. Youwillneedtocheckyourscantomakesurealldatawasretainedfromtheoriginaldocument.a. Scannerswillcommonlyhavetroublepickingupfaintwriting;ifthisoccursadjustthe
resolutioninthecustomscanmenuandscanagain!b. Checkthatnowritingontheperipheryofadocumentiscutoff;ifthisoccursscanthe
documentagain(youcanadjustpagewidthincustomscanortryandfeedthepagestraighteronasecondtry).
c. Alwaystrytomakesurepagesfeedasstraightaspossible,itsometimeshelpstoscanthedocumentflippedorrotatedifthereareportionsofthepagethatarewrinkled.
6. Onceyouaresatisfiedwithyourscansavefollowingnormalconventions.a. Besuretolabelyourfileappropriatelyandsaveinanappropriatelocation.b. Allscanneddocumentsshouldbesavedinportabledocumentformat(PDF)fileformat.c. Ifyouaredoneaddingpagestoaparticulardocument,closeit,orthenextscanwilladdonto
thebottom.7. AtoolprovidedbyAdobeAcrobat9Procanmakescanneddocumentssearchable.
a. Ifyoucreateasearchabledocumentbesuretosaveacopyoftheoriginalscanneddocument,theOCRTextRecognitionisirreversibleandmayrenderthedocumentunusable.
b. ToperformthisactionyouwillneedtofollowthefollowingpathwayfromthedocumentdropdowninAdobeAcrobat:OCRTextRecognition→RecognizingTextUsingOCR.
c. Makingscanneddocumentssearchableshouldonlybeperformedwhennecessarybecausetheprocesswilldrasticallyincreasethefilesizeofthedocument.
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SCANNINGPAPERFILESTOPDF‐CONTINUED(PAGE3OF3)8. ScannerMaintenance
a. Takecareofthescanner!Scannersneedroutinemaintenanceandcleaninginordertofunctionproperly.Attheveryleastcompressedairshouldbeusedtocleanthefeedpath/areaandinsideofthescannerofpaperparticlesanddust.Seethemanualthatwasprovidedwiththescannerformoredetailsonroutinemaintenanceandcleaning.
b. ArollerreplacementkitshouldbepurchasedfromCanonfortheCanonDR‐2580CscannerattheTernIslandFieldStation.Canonrecommendsthattherollerunitandretardrollerbereplacedafter100,000scannedpages.(Itislikelythatthescannerisreachingthe100,000pagemark,especiallyafterallthescanningthatoccurredunderthescopeoftherecentI&Mproject.)
Ifmoredetailonthescannerandprovidedhardwareorsoftwareisneededpleaseconsultthemanualsthatcamewiththeproducts;thereshouldbehardanddigitalcopiesofthesemanualsattheTernIslandFieldStation.TherearenodriversavailableforthisscannerforcomputerswithMacoperatingsystems.
Scanningingeneral:Mostscanners,thisincludestheCanonDR‐2580C,canbeoperatedwithanymoderncomputerthathasaUSB2.0connection.Whichevercomputeryouchoosetousewillrequiretheappropriatedrivers(software)tobeinstalledbeforethescannercanbeoperated.Driversforwindowsoperatingsystemscanbeobtainedeitherfromthematerialsthatcamewiththescannerordownloadedfromthemanufacturer’swebsite.Ascannercannotbeoperatedwithoutspecificsoftwarewhichincludesdrivers.Mostscannerswillcomewitheverythingthatisneededtooperatethem,includingallhardwareandsoftware.Ifhardwareislostthemanufacturerofthescannerwillneedtobecontactedinordertobuyreplacementparts.Scannerspecificsoftwareanddocumentationcanusuallybedownloadedfromthewebsiteofthemanufactureratnocost(www.usa.canon.com),butagoodinternetconnectionisessential.ThesoftwareAdobeAcrobat9ProwasusedtocreatescanneddocumentsattheTernIslandFieldStationwhenthisSOPwaswritten.AdobeAcrobat9Prowasnotprovidedbythemanufacturerbutwaspurchasedseparately.It’snotnecessarytopurchaseAdobeAcrobat9Protoscandocuments,butthesoftwareisagreatchoicebecauseitproduceshighqualityscanneddocumentsandmakesscanningverystraightforward.
Recommendations:
1. ContinuetouseAdobeAcrobat9Prosoftwaretocreatescanneddocuments,updatethissoftwareasneeded.PersonalattheTernIslandFieldStationshouldstayuptodatewithsoftwareadvancesandincorporatetheseprogramsatthefieldstationwhennecessary.
2. UseaflatscannerinadditiontotheCanonDR‐2580Csheetfedscannerfordocumentstoobrittleforthelatter.Othermediatobescanned,suchasphotos,mayfairbetterusingaflatscanner.
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BIRD BANDING: TERN ISLAND BANDING AND BANDMANAGEMENT
Bandingisahighlyregulated/permittedtask,andisnotsomethingtobetakenlightly.Everybandputoutrepresentsauniqueindividualwho,ifallstepsarefollowedcorrectly,shouldbeabletobeidentifiedanywhereitisfoundthroughoutitslife!Evenifyouassistinputtingoutthousandsofbands,makesurethateverybandisasperfectasyoucanmakeitandeveryrecordisascompleteandaccurateasitcanbe!Additionally,everybandthatisputoutrepresentsanindividuallonglivedbirdwhodemandsyourrespect(theycan’tsayitoutloud,sodon’tforget)!Don’tletthesefactsscareyou,butplease,don’tforgetthatyouareembarkingonanimportanttasktowhichfewareprivilegedtoparticipate,enjoyit!
Therearemanylevelsofcomplexityinvolvedinbirdbanding,eachindividualslevelofinvolvementwillvarydependingontheirleveloftrainingandresponsibility.Thisdocumentcoversthebasicsandhardandfastrulesforalllevels.Everyoneshouldreadalllevelsbecauseeveniftheyarenotinvolved,knowingtheendproductwillmakethe‘whyamIdoingitthisway’makeabitmoresense.PleaserefertothebiologicalmonitoringSOPifthereareanyquestions,asthisdocumentisasummaryofmanydifferentaspects
1. INTRODUCTIONTOBIRDBANDSa. Whydowebandbirds?b. Whatdothenumbersmean?
i. PrefixSuffixii. Bandsizes
c. DifferentMaterials(metalandauxiliary)d. Whocaresaboutthedifferentbands
i. BBLii. USFWSiii. Peoplethatresightbirds
e. Sizesusedandwhatbirdsgetthemf. BandingSchedules
i. Howtofilloutschedulei. Beneat!ii. FillinALLfields
ii. Whyaretheyimportant2. BANDING
a. Howtoyouputonbands,ortakethemoffb. BandingPliersandSpreaders
i. whatarethey(besttypes)c. Howtoholdplierssafelyd. Importanceofpracticingnewbandtypes.
i. typesofbandsclosedifferentlyii. sizesofbandsclosedifferently
e. Importanceofdirectionalityandlegf. Whatdefinesaclosedband
i. Goodvskeeptryingii. Whentotakeoff
g. Howtofixbandsh. Whattodoifyouloseordestroyaband
3. FOUNDBANDS
a. Whattodoifyoufindabandi. MetalandAuxiliarybands
4. CAPTUREANDHANDLING
a. Howtocatchlargebirds(coveredinalbatrossbandingmanual)i. Howtoapproachii. Howtocatchiii. Howtohold
b. Howtocatchsmallbirdsi. Howtoapproachii. Howtocatchiii. Howtohold
c. Howtocatchbirdsthatdon’twanttobecaught
5. INTRODUCTIONTOBANDMANAGEMENTa. BandInventory(whatandwhere)
i. Inventorydocumentii. Clipboards–inuseiii. Cabinet–ininventory
b. Whattodowithnewbandsi. Datarecordingmethodsii. FieldRecordsiii. BandingSchedules
i. Inuseii. completed
iv. Excelspreadsheetsi. FieldStationUseii. Reporting
v. RecoveredBands
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DIGITALDATAARCHIVING
DigitalfilesgeneratedattheTernIslandFieldStationarearchivedinthefieldstations‘refugefolder’.Overtheyearstherefugefolderanditsprecursorsbecameincreasinglydisorganizedanddifficulttouse.Duringthe2011/2012fieldseasontherefugefolderwasoverhauled:allfileswerereorganizedusingmodernlabelinganddigitalarchivingmethods.Inordertomaintaintheintegrityoftherefugefolderspecifiedproceduresmustbefollowed.
LABELINGDIGITALFILES
DigitalfileorganizationalschemeshavevariedgreatlyovertimeatTernIslandFieldStation.Thefollowingorganizationalschemewasfollowedduringafall2012organizationofarchiveddataandwerequestthatyouattempttofollowtheguidelinesstatedbelowascloselyaspossibletoimprovetheeaseoforganization,archival,anddataretrievalforfutureuse.
Mainthingstoconsider:
Currentbackupmethodsfailtocopyfilepathsthatarelongerthanapprox.250characters(thisincludesalldrivesandfoldersandfilename).
KEEPFILEPATHSASSHORTASPOSSIBLE!!!
Additionally,fileversiondenotationisparamount,sothatinthefutureanyonecanlookandquicklydetermineifanydata/protocol/fileisafinalcopyorsimplyadraft.
1. Keepfilenamesshortbutmeaningful(filepathcannotexceed250characters).
a. Omitwordssuchasa/and/thethataddlengthbutdonotaddmeaningb. Usestandardabbreviations(don’tmakeupyourownabbreviations)c. Omitrepetitivewordswheneverpossible.
2. Useunderscorestodelineatewords,thefirstletterofeachwordshouldalsobe
capitalized.Thesetwofeatureswillmakefilenameseasiertodiscernwhileallowingfilenamestobesearchable.
a. e.g.Tern_Islandvs.TernIslandb. Ifwordsarecombinedwithoutspacesonlythefirstwordissearchable.c. Iffollowinganabbreviationthatisallincapitalsuseyourbestjudgement.
3. Ifusingadateinthefilenameplaceatthebeginningofthefilename.Besureorderis
YearMonthDay,sofilenameswillsortconsecutively.a. UseYYYYMMDDformostcases(usecautiontoputmonthBEFOREday)
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b. Placeanunderscorebetweenthedateandthefirstwordofthefileorfoldername.c. IfthefilerepresentsthefinaldraftfortheentireyearjuststateyearYYYY.
i. Alwaysplaceyearatthebeginningofthefilename.d. Forinprogressfiles,youwillneedtocreatenewcopiestorepresentthemostrecent
revisiondate,andifitisadraft/version/final.Allconsecutivedraftfileswillberetainedfortheseason,andallbutthefinaldeletedattheendoftheseasonatwhichpointthefinalneedstobelabeledFINAL.
4. Placewordssuchasdraft,final,versionattheendofthefilename.a. Theversionnumberofarecordshouldbeindicatedas“V”followedbythetwodigit
versionnumber,anddraftorfinalifapplicable.Eg.V1.5draftorV1.6final
5. Ifusingnumbersforanythingotherthandate,include0beforenumbers1‐9sothatwhenfilesaresortedtheysortinnumericalorder
a. e.g01,02,03,10,20,30vswillsort1,10,2,20,3,30
6. Ifincludingapersonalnameinafilename,includethefamilynamefollowedbyinitials,nopunctuationnospaces
a. JohnASmithwouldbecomeSmithJA
7. Filenamesforreoccurringeventsshouldincludethedateandashortdescriptiona. Incasessuchasweeklyreports,labelallfilesthesamebutsimplychangethedata
e.g.20120916_FFS_WeeklyReport
8. Avoidusingnon‐alphanumericsymbolsinfilenames.a. While&isshorterthanand,manyfilesystemscannotdealwithmanysymbols,this
stepisimportantforincreasingarchiveddataquality.Labelfilesandfoldersinsuchawaythattheyareidentifiablesomewhatoutofcontext,andattempttodenoteifthisisafinaldraft!Forfolders1. Dateshouldbeaddedatthebeginningofafoldertodenotecontents
a. E.g.1986‐99_Census_AllSpeciesb. Ifthereisnodateinthefoldername,thisimpliesthatthisfoldercontains
ALLofthesaidtopic.
FolderFilepath
Biological_Monitoring/Avian/Mark_Recapture/IanJones/data/2003_BOPE_capture_data
FrenchFri
MainFolFolder/F
REFUGE
Therefunamingoprimaryfolderw
ArchivedR
Biological
AvianMon
igateShoalsB
lder/TopicFFilesbyyear
Data:SOP:fFormTempSumm
EFOLDER
ugefoldermoftheseprimfolderssho
whileprovidi
RefugeFolder
monitoringF
nitoringFolde
BiologicalMon
Folder/Sub‐randtype
fileslabeledfileslabeleds:fileslabelplates:fileslmary:filesla
ORGANIZA
maintainsanmaryfolderouldalsobeingmoreor
r
older
er
nitoringSOPSu
‐topicFolde
dbyyeardbyyearledbyyearlabeledbyyabeledbyye
ATION
norganizatiorsshouldneavoided:thrganization.
upplementV1
26
r/Category
yearear
onalframeweverbealterheframewor
1.7(20121004
Folder/sub
workoffoldred(seebelrkwasdesi
4)‐Draft‐SY
b‐category/
ders,thelocalow).Theagnedtosim
/DR
FileType
ationandadditionofmplifythereefuge
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THEWORKINGFOLDER
Therefugefoldershouldbemodifiedminimallyduringtheyear;anyfilesthatneedregularaccesstoormodificationshouldbesavedfromtherefugefoldertoaworkingfolderoperatedoffaflashdrive.Furthermore,anydigitalfilesthatarecreatedforagivenyearshouldbesavedtotheworkingfolder.Attheendoftheyearfileswillbearchivedfromtheworkingfolderontotherefugefolder.Theuseoftheworkingfolderwillhelpreducedatalossandcorruptioninthefollowingways:
i. Limitingaccesstotherefugefolderwillreduceoneofthebiggestsourcesofdatalossandcorruptionontherefugefolder:volunteerignorance.
ii. Thelikelihoodthatmultiplecopiesofthesamefilewillbesavedtotherefugefolderwillbereducedasarchivingwilloccurattheendoftheyear.
Organizationoftheworkingfolderwillfollowthesameframeworkestablishedfortherefugefolder,thiswillmakeendofyeararchivingeasier.
DIGITALARCHIVEBACKUP
Therefugefoldershouldbeoperatedfromacomputeroranexternalharddriveconnectedtoacomputeronamorepermanentbasis.
Therefugefoldershouldneverbeoperatedfromtheharddrivesusedforbackingupfiles,thisappliestotheworkingfoldertoo.
TherefugefolderwillbebackedupthelastFridayofeachmonthandtheworkingfolderFridayofeachweek.Ifalotofmodificationsaremadetoeithertherefugefolderorworkingfolderitisrecommendedtheybebackedupearlierthantheirscheduleddate.TheTernIslandFieldStationwillatminimumhavethreeharddrivesandtwoflashdrivesavailable:twoharddrivesforbackups,oneharddriveforHonoluluarchiving,oneflashdrivefortheworkingfolderandoneflashdrivetoserveasareplacement.Thefieldstationmayusemultipledifferentbrandsofharddrives,buttheyallwilloperatesimilarly.IwillnowdescribethebasicstepsnecessarytobackuptheTernIslandFieldStationsdigitaldatabases.
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I. ThefieldstationsharddrivesandcablesshouldbehousedinamediumPelicanCaseinthecomputerroom.
II. RemoveoneharddrivefromthePelicanCaseandcarryittothecomputeryouwillbeusing.InserttheUSBcableintotheharddrivethenplacetheharddrivesomewherewhereitwillnotgetjostledforthedurationofthebackup.
III. WiththeharddrivesecureinserttheUSBcablesoppositeendintoyourcomputersUSB2.0port,theharddrivewillnowbecomeoperational.Donotatanypointmovetheharddrivewhileitison,harddriveshavespinningdisksinsidethemthatareverysusceptibletodamageiftheharddriveismovedorbumpedduringoperation(andconsideringareplacementdrivewillbealongtimecoming…thisisimportant).
IV. Itmaytakeamomentortwo,butyouroperatingsystemwillbringupapromptaskingifyouwishtoscantheharddrive.Youdonotneedtoscantheharddrive,thisprocessislongandmaydamagefilesontheharddrive.Clicktobypassthisoperationandopentheharddrivetoviewthefilesitcontains.Atthispointyoumaybehungry,grabasnack,maybesomeCheetos.
V. Youwillnowneedtolocatetheinuserefugefolderand/orworkingfolder.Foreachfolderyouwillneedtodeleteolddatesandinsertthecurrentdate(ex.20120917TernIsRefugeFolder).
VI. Highlighttherefugeorworkingfolderthendraganddropitintheopenwindowdisplayingthecontentsoftheharddrive.Thefolderwillnowbeginsaving,ifbackinguptherefugefolderthismaytakeaconsiderableamountoftime.Ifthefieldstationsbatterybankallows,itmaybeeasiesttoperformbackupsatnightwhenpersonalwilllesslikelyneedtousetherefugefolder,workingfolder,orthecomputerinuseforthebackup.
VII. Youcanwalkawayfromthecomputerasthebackupproceeds.Youwillneedtocheckonthebackupprocessoccasionallytomakesurenocomplicationshavecomeup.Onecommonproblemwhenbackingupdigitaldatabasesishavingfilepathsthataretoolong;thebestwaytoavoidthisproblemistofollowtheprovidedSOPonlabeling.Ifapathwaycomesuptoolongyouwillneedtoskipsavingthefileandmanuallylocatethefileafterthebackupiscomplete.Onceyoulocatethefiledraganddropittoafolderwithintherefugeand/orworkingfolderbackupforunsavedfiles.Filespathsthataretoolongmusttobecorrectedbeforethenextscheduledbackupdateofeithertherefugeorworkingfolder.
VIII. Havingbackeduptherefugeand/orworkingfoldertooneharddriveyouwillnowneedtobackituptoasecondharddrive:followtheabovesteps.Makesuretoproperlyejecttheharddriveyouareusingfromyourcomputer,don’tremovetheharddrivesUSBconnectiontoyourcomputertillithasbeenproperlyejected.Improperlyejectinghardandflashdrivescancauseirreversibledamage.
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IX. Whentherefugeand/orworkingfolderhasbeenbackeduptoseparateharddrivesyourjobiscomplete:replaceharddrivestotheirPelicanCase.
X. Attheendofafieldseason(6months)acopyofthemostrecentrefugeandworkingfoldershouldbesentbacktoHonolulu.Athirdharddriveshouldbeusedforthis,andwillbereplacedbyanincomingharddriveaspartofanexchangeprogramwithUSFWSHonoluluoffices.
Recommendations:
I. TheexchangeofharddrivestoandfromtheTernIslandFieldStationforthepurposeofarchivingrefugeandworkingfoldersshouldbemaintained.
II. PersonalattheTernIslandFieldStationshouldbecognizantofnewtechnologicaladvancesinthestorageofdigitalinformation.Assolidstatedrivesbecomemoreadvancedandaffordablethefieldstationshouldphaseouttraditionalspinningdiskharddrives.
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PHOTOGRAPHY FORMONITORING
TheuseofdigitalcamerasastoolsforscienceshouldbeencouragedattheTernIslandFieldStation,withthecaveatthatdigitalimagesbeproperlycollected,labeled,andarchived.WhatfollowsarebasicproceduresthatshouldbefollowedwhencollectingandarchivingdigitalpicturesattheTernIslandFieldStation.
i. Animageshouldbeproperlyframedforthesubjectmatteritiscapturing.Ifanimageistoozoomedinoroutitcanbeveryhardtointerpret.Multipleimagesofthesamesubjectmatteraregoodidea,thougheachimageshouldprovidenewinsightorperspectiveonthesubjectmatter.
ii. Takethetimetoprovideaninfocusimage;toooftenimagesaretakeninhasteandtheresultisanoutoffocusimagethatisnolongeruseful.
iii. Provideareferenceforthescaleofthesubjectmatter;thiswouldpreferablybeaccomplishedwithaneasilyreadabletapemeasureorrulerincludedintheframeofthepicture.Otherscalereferencescanalsobeutilizedwheninthefield:people,vegetation,buildings,etc.
iv. Includeawhiteboardorsomethingsimilarwithintheimagethatcontainspertinentinformationaboutthesubjectmatteroftheimage.
v. Imagesshouldbelabeledwiththedateandlocationtheyweretaken,aswellafewkeywordstodenotethesubjectmatteroftheimage.
a. e.g.20121004Tern_Is_Entrapped_RFBO
AlbatrossSweepDataManagement20121004SYdraft
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Figure1.Sectormapusedduring2011‐2012sweeps,tobefollowedduring2013sweeps.
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Readandfollowthefollowingdocument!
Ok.Nowthatyouhavereadthewholedocument,afewimportantthingstoremember.
ForSweeps:
‐ 4totalsweepsofeachspeciesareconducted,the4thisatallywackersweep.‐ StartwithBFALinsectorone,workaroundtheislandtowardssector17.‐ OnceBFALsweep1iscomplete,makesureitistimetostartLAALsweep1,sector1‐17.
Wecollectdatainfieldonstandardriteintherainsheets:nesters(doublesided,50perside),walkers(makesureyouindicatedwhichbirdisfromwhichsector,thissheetisabitungainly)
TheEXACTsameformsareusedforallsweepsandbothspecies,forthisreason(alongwiththesheervolumeofpaper)pleasebeasthoroughaspossiblewithcompletingallfields.Besurethatallsheetsincludeyourinitials,thedate,thepage#(xofxforthedayorperiodthatyouareusingonesetofdatasheets),species,andwhatsectoreachbirdwasin!RememberdoNOTputbothspeciesononesheet,(youwillseewhywhenitcomestimetoenterdata)!
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callsignsAlpha,bravo,Charlie…makeforfewermistakesinauxbandrecording!
Alpha,bravo,Charlie…makeforfewermistakesinauxbandrecording!
Don’tsacrificequalityforspeed,makesuredataisrecordedaccurately!
Andmakeextra,triple,quadruplesurethatallinformationregardingnewandreplacedbandsisasperfectasitcanbe!!!!
Howtodealwithhundredsofpages!
Foreachsweepandspecieshaveadesignatedfoldertoputcompletedforms(BFAL1inadifferentfolderthanLAAL1).Allcompletedformsbothnesterandwalkercangointhisfolder(makesuretheseformsareindependentlyidentifiable).
Foreachsweepforeachspecies,printoutacopyofthesectormap.Crossoutandinitialcompletedsectors(andnotesectionsskippedduetoseals,attempttocompletetheseareas,ifnotcompletedmakesuretonoteapprox.areaand#nestsskipped).Oncethesweepiscompletefilesthismapwiththesweepdata.
Whenyoufinishyouwillhave8separatepacketsofinformation.BFALsweep1‐4andLAALsweep1‐4.Makesurethesepacketsarebinderclippedtogether,andcontainanuptodatelabelofenteringandproofingstatus(stickynotesworkwell).
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