Small Collections Grant
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Type Rescue & Digitization Pilot for UIDEP
Indonesia
Database, Curate specimens, Digitally image, Process backlog, Conserve, Other
Cost (USD):
2820
UIDEP
Department of Biology, Faculty of Mathematics and Natural Sciences
Objective:
1. Secure incoming and eight unprocessed type specimens by implementing improved storage, an integrated pest management (IPM) workflow, and a dedicated cabinet.
2. Curate all type specimens by assigning unique barcodes and creating complete metadata records.
3. Digitise the eight type specimens through high-quality imaging and publish their images and metadata on a stable online catalogue page.
4. Build capacity by training student volunteers, updating the teaching herbarium module, and developing a streamlined, repeatable SOP for type handling, IPM, and digitisation to address future backlogs
Timetable:
Month 1 focuses on set-up and baseline work: purchasing supplies, finalising the digitisation workflow and file standards, establishing the workstation, drafting and piloting the SOP, and starting online portal repair. Storage improvements begin with repairing the dedicated type cabinet and planning IPM.
Month 2 consolidates storage and IPM implementation. Monitoring starts using traps and a logbook, freezer treatment is applied for dry material where appropriate, and a protocol for spirit-preserved types is secured. Curation proceeds in parallel, including specimen preparation and barcode assignment. Student volunteers are recruited and receive initial training.
Months 4–5 deliver the main digitisation and publication outputs. In Month 4, type specimens are imaged and metadata completed, followed by data packaging and upload testing. In Month 5, the UIDEP Type Catalogue page is launched and dissemination completed. Volunteer training is reinforced.
Months 4–6 focus on evaluation and consolidation: finalising the SOP, integrating the workflow into teaching modules, completing the final report, and running a small pilot on selected non-type specimens in Month 6 to test scalability.
Scoring Rubric
Reviewer's name:
Collection Improvement (max. 120 points)
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Facilitating access to the physical collections by digitization (e.g., data entry, setting up database structure with an outline of the platform to be used, purchasing equipment, and imaging specimens) – up to 30 points.
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Enhancing physical collections by improving the conservation status of specimens in the herbarium (e.g., better folders, protecting covers, mounting paper, labeling, etc.) – up to 30 points.
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Curating specimens (e.g., updating families, species identification, identifying types) – up to 20 points.
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Increasing our understanding of the flora or funga by making new herbarium specimens available, such as processing of backlog or collecting and mounting of new specimens from understudied sites – up to 20 points.
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Securing collections by distribution of duplicates (or orphan collections) to other regional or international herbaria or shipping endangered collections to another herbarium – up to 20 points.
This proposal scores:
/120
Methods & Funding (max. 40 points)
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Match between the proposed budget and methods for the aims described – up to 10 points.
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Perceived need, the extent to which the project will benefit from IAPT funding: e.g., due to active floristic work or contribution to poorly collected sites, due to threatened conditions of collections, and for the degree of involvement of others (outreach and education). We give more points for herbaria in low- and middle-income countries – up to 20 points.
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Sharing duplicate specimens with other herbaria – up to 10 points.
This proposal scores:
/40
Broader Impacts (max. 40 points)
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Degree of regional importance of the collection or the taxonomic importance of the targeted collection – up to 10 points.
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The project will yield durable benefits (specimens, digitized metadata, databases, websites) – up to 15 points.
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The project involves outreach/mentoring and broad dissemination – up to 15 points.
This proposal scores:
/40
0
Year of last successful SCG application:
Has applicant applied for SCG before?:
No
Plan:
We will deliver the work through a single, documented workflow from risk reduction to publication, with training built in. First, we will stabilise storage by repairing and sealing a dedicated type cabinet, setting up low-contact handling, and running an integrated IPM cycle: baseline inspection, scheduled monitoring using a simple checklist, and freezer treatment for dry material where appropriate.
Next, each specimen will be processed in a consistent order using a tracking sheet: verify label data, apply a unique barcode, and create a complete metadata record (collector, date, locality, determination, type status, and condition notes). Records will be checked for completeness before imaging.
Digitisation will use a standardised imaging setup and file-naming convention to produce high-resolution images and web-ready derivatives. Images will be linked to barcode records and published on a stable UIDEP Type Catalogue page with a downloadable dataset, ensuring the types remain citable and discoverable even if the broader portal is unstable.
Capacity building will run alongside the technical work: student volunteers will receive short training modules and supervised practice, and all steps will be formalised into a streamlined SOP (handling, IPM, barcoding/metadata, imaging, and publishing). The updated teaching herbarium module will embed this workflow so it can be repeated to address future backlogs. Consultation with ANDA and a BO staff member will provide more insights.
Institution:
IH Code:
Country:
Target areas:
Applicant First Name/s:
email:
Establish SOP for collection management and improve herbarium module for teaching
"Other" target:
Alexander
Tianara
Applicant Last Name/s: