To add a new Element to a member program database, at least one Scientific Name record for that Element has to exist in the SCIENTIFIC_NAME table. If the Subnational Scientific Name (SNAME) differs from the Global Scientific Name (GNAME), both of those name records must be in the database. Before adding a Scientific Name record, always check to see if it is already in the program database. Since all names used for any Element in Central Biotics were included in the SCIENTIFIC_NAME table at the time the program’s data were converted, chances are the name is already there.
In Biotics, the Element Tracking (ET) record is divided into Global, National, Subnational records. Element Occurrence (EO) records link to the Subnational-level record. In order to create a new Subnational-level record, the National and/or Global set must be created; an EST cannot be created alone.
When a Member Program adds a new element to their database and that element already exists in the central database, supporting data should either come from NatureServe Explorer (which contains all standard elements from the central database) or the data exchange process. Do not to use Deep Copy to copy Element data from another Element and then modify the global data as this could cause confusion (e.g., with Universal ID) when the element comes in for data exchange. Of course, if the Element is completely new to the NatureServe system, the Member Program staff should enter all available supporting data.
Add a new Element to the database (i.e., create an Element Tracking record):
From the Record Management menu, choose Elements.
Within the Element Working List page, click the Search button .
Within the Search for Element dialog, enter criteria (or a combination thereof) to search for the desired element. Indicate Include Related Scientific Names, to ensure any element having the name as a synonym is found, and click Search. NOTE: The Subnational Scientific Name for an element must either match the Global Scientific Name or a Global Synonym. Ifyou want to enter an Sname in a record where this is not the case, check to make sure there isn’t a more appropriate element for you to use for the EST by searching for the name you want to use in the Search for Element dialog and indicate Include Related Names. Review the Global Taxonomy Comments and the Global Synonyms in any records returned to determine which record might be the best fit. You can also check the Concept Reference for the element. If you are sure that the name you want to use is for a matching concept, enter it as the Subnational Scientific Name and central sciences will review and add the name to the list of Global Synonyms at your next data exchange.
Indicate the desired element from the Search Results section and click Add to List .
If the search does not find the desired element:
click Cancel to close the Search for Element dialog.
Within the Element Working List page, hover in the blank column next to Element ID until you see the Actions icon .
Click the Actions icon to see the menu.
Select Create New Element with this as Parent.
Within the Select geographic level dialog, select Subnational, as appropriate, and click OK. NOTE: The system will offer to create the National Element Tracking record automatically, if Subnational is selected and an ENT record does not exist.
A message will displayed indicating that the National Element Tracking record has been successfully created.
Within the Create New Subnational Element dialog:
If necessary, click the binoculars icon to search for a different Parent Global/National Element.
Select the appropriate Nation/Subnation.
Click Continue.
The Subnational Element Tracking window is opened. Click the Create button at the bottom of the window to save the new record.
A message displays indicating that the record saved successfully.
Return to the browser tab containing the Element Working List window. The new ENT/EST is listed.
Within the Element Working List page, click the New Record button at the bottom of the page.
Select the geographic level of the record to create, then click Ok.
Within the Search for Scientific Name dialog, Search for the desired Scientific Name.
From the Search Results section, select the desired record or
If the name is not found, click the New Record button at the bottom of the dialog to Create a Scientific Name record. After the Scientific Name record has been created, it will appear in the Search Results section of the still open Search for Scientific Name dialog.
The Global Element Tracking window is opened with the selected scientific name.
NOTE: the Scientific Name selected is used to populate both the Global Scientific Name and the Name Used in Concept Reference within the Identifiers section. Name Used in Concept Reference can be changed if necessary.
Within the Global Element Tracking window, enter the remaining required fields:
Classification Status:
Select Standard if you have contacted the applicable NatureServe Central Science department and gotten the Concept Reference and Scientific Name information;
otherwise, select Provisional
Concept Reference - If the element as you treat it is on NatureServe Explorer (need link here), enter the reference listed there as Concept Reference. If not, use the value populated in Concept Reference from the Scientific Name record or enter an appropriate reference.
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to search for a different Parent Global/National Element.
button at the bottom of the window to save the new record.
button at the bottom of the page.
Element Subnational