Please use these instructions to add or change species elements in your Biotics database. If you are adding more than ten animals or twenty plants please contact the appropriate NatureServe Science shop (Zoology or Botany) to discuss the best approach before you start. We may want to send you the records you need or arrange to match your new records with the central databases outside of the normal data exchange process. If you are not using Biotics, please contact Central Botany or Zoology for guidance.
Before you start, you should make sure you have the following information ready:
Make sure you do not already have a tracking record for the element you are planning to add. First, use the Search for Element window to search for it using your accepted subnational scientific name. Within the Name accordion section, from Geographic Level, select All levels so that global, national, and subnational names will be searched. Also indicate the Include Related Scientific Names checkbox to find any record in the database which may have recorded the name as a synonym. If possible, repeat the search for any known synonyms for the element (check the concept reference for possibilities).
If records are found using any of these names as an accepted name or a synonym, refer to the fields Concept Reference, Name Used in Concept Reference, and Taxonomy Comments in the related EGT record to determine which record, if any, is for the taxon. Contact Central Botany or Zoology if you have any trouble determining this information.
A note about the Concept Reference: This reference should be used as a guide to determine whether the element with that reference has the same circumscription or treatment as the element for which you want to record data. It can reveal when you are using a different scientific name for what is actually the same element or when you are using the same scientific name for something that is actually a different element (with a different circumscription). The reference you use does not need to match exactly the reference in the database to know that the treatments are the same; what is important is that the two references use the same treatment for the element, as best as can be determined. For example, if you use a local flora as your treatment, but the EGT lists a Kartesz checklist as the concept reference, it is necessary only to make sure (as best as possible) that these two sources do not recognize different circumscriptions for the taxon. As long as you can be reasonably sure that they are the same, you can use the EGT with the Kartesz concept reference to attach your subnational data. However, if it is clear that the two sources use different taxonomic treatments, you will need to find or create an EGT record with a concept reference which does match your treatment.
If you have the necessary EGT, ENT, and EST you can use the existing EST to start recording data. If you have already entered data for the new element in a different EST you can move all associated subnational data from the record you were previously using to the correct record by using Shallow Copy to copy EST data from the old to the new. Also remember to move any EOs (see Change Element Associated with EO Records). You may need to resolve some taxonomy questions if the existing EST already contains data. If so, feel free to contact Central Botany or Zoology for help. Once all data have been moved you should delete the old EST (see Delete an Element Tracking record).
If you have only the necessary EGT with or without the related ENT and without an EST, you may need to create the ENT record and will need to create the EST record in order to start recording data. See Create a New Element Tracking Record for instructions.
If you do not have any tracking record in your system with a Concept Reference and Scientific Name that matches the treatment you follow, we do not recommend using an existing record as a template for the new record. Instead, please follow the recommendations below.
To verify this, check the fields Concept Reference, Name Used in Concept Reference, and Taxonomy Comments in the EGT record to determine if the element record you've been using is for the same taxon (same taxonomic treatment or circumscription) that you want to track, just with a different name. If so, refer to Change a Subnational Scientific Name.
Are you replacing an element you have in your database with an element that has a different taxonomic treatment (e.g., due to a taxonomic change or misidentification)? We do not recommend using an existing EGT from your database for the element you plan to replace and updating it with the new information.
Look up the new element on the NatureServe Explorer (NSE) website:
Note the following information on the Comprehensive report:
Use this information plus the taxonomic comments and distribution map to verify that the taxon on NSE has the same circumscription as the taxon you want to add to your database.
Note that you may already have the EGT for the element in your database and not realize it. Search for it using the global scientific name from NSE. If you do have it, create the ENT and EST for your nation and subnation if necessary. If you do not have the EGT, create the new record using the information from NSE (see Create a new Element Tracking record). Enter a Classification Status of Standard. When selecting the Concept Reference, if there is a record with Reference Code ending HQUS, EHUS, NAUS, NACA, or 00LA use it instead of other similar reference records with other Reference Code endings.
If you do not find the element you plan to add on NSE, unless the taxon is still undescribed (has no official scientific name), enter the following placeholder information in a new EGT record which will be updated with the correct data at your next data exchange:
Do not worry about entering an ELCODE. It is not required. Note that when you select a Global Scientific Name the reference from the name record (if any) will fill in automatically in the Concept Reference field. You may change it if necessary. The instructions under Create a New Element Tracking Record tell you how to create the necessary ENT and EST records.
If the taxon is undescribed (the scientific name has not been formally published), please contact Central Botany or Zoology to obtain the information you need to create the new record.
Once you have the necessary EGT, ENT, and EST in your database for the new element, you need to move all associated subnational data from the old to the new element – you can use Shallow Copy to copy EST data from the old to the new. Also remember to move any EOs (see Change Element Associated with EO Records). You may need to resolve some taxonomy questions if you already have an EST containing data for the “new” element. If so, feel free to contact Central Botany or Zoology for help. Once all data have been moved you should delete the old EST (see Delete an Element Tracking record).
Are you adding an element for which you have not entered any information in your database, even under a different taxonomic treatment?
Look up the new element on the NatureServe Explorer (NSE) website:
If you do find the element you want to add on NSE, note the following information on the Comprehensive report:
Use this information plus the taxonomic comments and distribution map to verify that the taxon on NSE has the same circumscription as the taxon you want to add to your database.
Note that you may already have the EGT for this element in your database and not realize it. Just to make sure, search for it using the global scientific name from NSE. If you do have it, create the ENT and EST for your nation and subnation if necessary. If you do not have the EGT, create the new record using the information from NSE. Enter a Classification Status of Standard. When selecting the Concept Reference, if there is a record with Reference Code ending in HQUS, EHUS, NAUS, NACA, or 00LA use it instead of other similar reference records with other Reference Code endings.
If you do not find the element you plan to add on NSE, unless the taxon is still undescribed (has no official scientific name), you may enter the following placeholder information in a new EGT record which will be updated with the correct data at your next data exchange:
Do not worry about entering an ELCODE, it is not required. Note that when you select a Global Scientific Name the reference from the name record (if any) will fill in automatically in the Concept Reference field. You may change it if necessary. The instructions under Create a new Element Tracking record tell you how to create the necessary ENT and EST records.
If the taxon is undescribed (the scientific name has not been formally published), please contact Central Botany or Zoology to obtain the information you need to create the new record.
Currently, many natural heritage programs have their own separate community classification systems which they create and maintain. Removals and additions to these classifications are not yet communicated to Central Ecology. However, Central Ecology data (i.e., international vegetation classification – or IVC – data) are being provided to heritage programs with the installation of Biotics. Recommended changes to the IVC data (including the addition of ESTs for your subnation) should be communicated to regional ecologists. This process may change in the future when a data exchange process is established for community data.
Change Element Associated with EO Records