From Plant Press, Vol. 13, No. 4 from October 2010.
The Smithsonian has taken part in hundreds of national and international field surveys and expeditions including the historically significant United States Exploring Expedition (1838-1842), United States and Mexican Boundary Survey (1848-1855), Biological Survey of the Panama Canal Zone (1910), Botanical Explorations of Haiti (1919), and the Botanical Explorations in Amazonian Peru and Brazil (1929). Field books documenting these explorations number in the thousands, yet descriptive access points for these items are typically minimal at best, making discovery challenging and relevancy assessments nearly impossible for offsite research.
Although earlier attempts within the Department of Botany to improve access to field books, such as the searchable Collector’s Field Books and Miscellaneous Notes Index greatly improved access to field books and related materials within the museum, more detailed information about these collections is still needed. Now, the Department, in conjunction with the Smithsonian Institution Archives (SIA), will go several steps further in making field books accessible throughout the Institution. Exposing Biodiversity Fieldbooks and Original Expedition Journals at the Smithsonian Institution—or the Field Book Project—is an effort to locate and make accessible field research materials. A searchable database will be developed to describe, cross-reference, and locate each field note collection and every set of documents within.
This database will also serve as the framework for a larger registry system that will allow other organizations to enter detailed records for their field book holdings in an aggregated digital repository. The goal of the registry is to alleviate the struggle of scholars who must search for related materials that are physically dispersed throughout multiple facilities or in disparate locations even within the same institution.
Because field books provide the context in which a specimen was collected, they are useful, for example when reconstructing a collector’s itinerary in order to locate specimens. As Vicki Funck noted in conversation, this is especially important if a specimen was collected only once. A detailed catalog of field books would allow users to identify the specific resources needed to reconstruct an itinerary without the need to travel.
The Field Book Project is collaborating with the broader biodiversity community to ensure that we build on existing standards and consider various research needs. Through our partners at the Biodiversity Heritage Library (BHL), we hope to garner the interest and participation of other custodians of biodiversity field books worldwide.
We look forward to working with our SI colleagues and invite comments and feedback while we develop the catalog system. Anyone interested in testing the registry in the future when a prototype is available may contact Sonoe Nakasone at 202-633-1061 or nakasones@si.edu.