Jerry Bond, Community Forester
Frances Tucker, Program Assistant
Access 97™ Inventory Template User’s Guide
Note: This guide contains descriptions and examples to assist you in the two aspects of setting up a tree inventory: 1) Field Guide: obtaining inventory
and work data efficiently, and 2) Data Entry Guide: using the spreadsheet for this particular application. It does not contain general instructions on
using the database itself, for which other electronic and printed resources that are readily available should be consulted. We do not recommend this
database for use by persons insufficiently trained in Access 97™.
Overview
The street tree inventory is contained in an electronic file called "dbLocal Inventory", created in Microsoft Access 97. The
components to this database are:
1) Field Inventory Form rpt, an Access 97™ report, based on the empty table "Field Inventory Form", used for field
inventory data collection as a blank hard copy printout;
2) rptWorkOrder , an Access 97™ report, based on the "Street Tree Inventory" table, used for field work orders in hard
copy printout format;
3) frmTreeInventory: the collected field data is entered via this form.
4) frmWorkHistory Subform, work history data, consisting of street tree work orders that have been completed, are
entered in this subform, inside the Tree Inventory Form.
5) Other tables, forms, reports, queries and macros: Work History Report, Hazard Report, Species Report, Species
(scientific) table, tblCOND, tblInventory, tblWorkCode, tblWorkHistory, qryInventoryWorkHist, WorkHistory Query,
Species Query, tblInventoryQuery, Species Macro, OpenForm Macro, and WorkHistory Macro are all components of
the database.
In addition, the Appendix to this Guide contains other useful documents such as "cheat sheets" for fieldwork, reference
materials, and definitions.
Access 97™ advanced users will be able to build on the basic concepts included here to customize the database.
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TABLE OF CONTENTS
Field Guide
Section 1. Field Inventory Form
 Header descriptions
Section 2. Field Work Order Form
 Instructions for use
Data Entry Guide
Section 3. frmTree Inventory & frmWork History
 Header descriptions
 Sample data sheet
Appendix
Section 4. Definition tables and lists
 Condition Rating/Hazard Rating
 Hazard Potential Ratings/Codes & Descriptions
 Species Code List
 Planting Site Specifications
 Recommended Underwire Street Trees for New York State
 Hazard Prune/Hazard Removal Guidelines
 Standard Protocol for Corner Lots, Multiple Trees, and Vacant Lots
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1. Field Guide
Section 1. Field Inventory Form :
A hard copy worksheet (report) printed out for field inventory data collection. In the database, this is located in the Report
section as "FieldInventoryForm". Double-click this and print out the form as needed for field use. (The report is based on
the table tblFieldInventoryForm, which remains empty). Data collected in the field on this form will then be entered into
the main database via the " Tree Inventory” form, and will be contained in the “tblInventory” table.
All reference lists and codes mentioned below are located in the Appendix.
Header descriptions:
House #
House or property number where the tree is located.
Street
Street address of the property where the tree is located. Be sure to write the street extension in a consistent manner;
for example, you might specify that all be written out names ("Street, Road, Avenue," etc.), or that only abbreviations
be used ("St., Rd., Ave.," etc., including the period). If the tree is not in front of the house, see under "Side?" below.
Loc
Location: When more than one tree is present at a street address, define the location of the specific tree relative to the
property using approximate compass indicators: N, S, E, W, Center, N-Center, S-Center, E-Center, W-Center. In the
event of a high number of trees as may occur on large properties, enter numbers in Loc to distinguish the trees (e.g.
1,2,3,4,…). Refer to the Appendix for graphic examples. If there are street trees located on a vacant lot, use one of
the options described in "Inventory Protocol Details" in the Appendix.
Side?
Is tree located to the side of a property whose street address is different than the street the tree is facing? This is the
most difficult street tree location problem you will encounter. If the tree is on the side, use one of the two following
options (refer to the Appendix for graphic examples). Whichever option you choose, use it consistently throughout
the inventory. If you are unsure which to choose, we recommend option #2.
Option #1: Assign the tree to the street. Enter the actual house number and street address in the section of the
inventory for the street the trees are on. Enter "Yes" for Side?. If there are multiple trees, designate each tree using
the compass indicators and enter in Loc.
Option #2: Assign the tree to the house. Enter the actual house number and street address in the section of the
inventory for the street the house is on. Starting at the corner of the intersection, identify each tree which is located
to the side of the house as S1, S2, S3, S4….and enter that number in Side?. In Loc, enter the name of the street the
tree (and not the house) is on.
DBH
Use a D-tape or Biltmore stick to find the diameter (in inches) of the tree at 4.5’ off the ground. If the tree has a fork
below 4.5', measure just below the split. If the tree has multiple stems originating at ground level, measure the DBH
of each stem, add the values together, and add a clarifying comment. (ex. The DBH for four multiple stems
measuring 10 inches each is entered as "40" and "4 stems" is entered as a comment).
Species
Using the Species Code reference sheet, enter the code corresponding to the tree species. If you do not know the
species of the tree you are looking at, enter "unknown." You may want to collect a leaf and twig sample, so that it
can be identified later. Any good tree guide that includes street trees will be useful in correct identification, or there
is a useful tree ID key ("What tree is that?") on the web at http://www.treelink.org/whattree/starthere.
If there is no tree but the location is a good planting site (see Appendix for criteria), enter the appropriate planting site
code from the Species Code list. If there are multiple planting sites at the location (keeping minimum separation of
20' for small trees, 30' for medium trees, and 40' for large trees), record each planting site separately.
Stumps should also be indicated with the code in the Species Code list.
Cond
Condition: Use the Condition Rating reference sheet and codes to indicate the condition of the tree. Be sure to
carefully evaluate each tree for root, main stem, and crown problems. Note that the crucial aspect of condition is
whether a major defect is present (see Appendix).
Hazard
Hazard (Rating) = Failure + Part Size + Target. Use the Hazard Rating reference sheet and codes to determine the
most likely failure occurrence of the tree during the period before the next field survey. In the field, values for
Failure, Part Size, and Target are recorded. Upon data entry, the value for Hazard is calculated automatically in the
spreadsheet. A rating of “3” is the lowest possible, and indicates current low hazard potential. A rating of “12” is the
highest possible, and indicates a need for immediate action.
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Work1
First Priority: e.g. Hazard Removals: see Hazard Definitions and Work Codes in the Appendix.
Work2
Second Priority: e.g. Hazard Prune: see Hazard Prune and Work Codes in the Appendix.
Work3
Third Priority: Other work codes as indicated.
Comments
Add comments which will assist you in locating, identifying, or performing necessary maintenance on
any given tree.
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Section 2. Field Work Order Form
Instructions for use:
The Work Order Form is an Access 97™ report based on the " Tree Inventory" table containing the Inventory data.
Sorted by Work1, Work2, and Work3, the report can be printed as a whole document, or by selected pages pertinent to
scheduled work orders. Check your Access 97™ manual or Help files for details.
Sample Work Order Form report:
Work Order Form
Date: ________
Work1
HZPR
HZPR
HZPE
Work2
CRRE
Work3
House#
Street
24
Old Canton Rd
131
Elm Street
56
S. Main Street
Side?
N
Y
Y
Initials: _______ Man-Hours: _______
Loc
S
W
S
Species
ACPL
GLTR
ACPL
DBH Comments
Tree ID
22
wir es
1
28
15
16 c racked branch
17
The Work Order Form is used in the field. Fill in the Date, Initials, and Man-hours. Circle or check off the appropriate
work codes as they are completed during the day.
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2. Data Entry Guide
Section 3. frmTree Inventory
Unless otherwise noted, enter all data as it appears on the Field Inventory Form. In addition to entering data, there are
four control buttons added: 1) Find Record at upper left of form, used to search for a specific record. 2) Species Report
at upper right, runs a print preview of a report sorting all inventory records by species, 3) Hazard Report, right, runs a
print preview of the hazard evaluations totaling 8 or more points. 3) Close Form (a little door icon) closes and saves the
form at the end of the data entry session. Note: Remember to back-up your files per standard office procedure.
Header descriptions:
Tree #
Primary key and tree ID number. Deleting record will permanently delete tree ID number: i.e., if
you delete record #1, you also delete the tree number permanently.
Date
Date of inventory (if required).
House #
House # where tree is located.
Street
Street address.
Loc
Location: When more than one tree is present at a street address, Loc defines the location of the
specific tree using approximate compass (N,S,E,W) indicators. "C" = "center".
Side?
Reference for trees located to the side of a building.
DBH
DBH (diameter-at-breast height of 4.5’ from ground).
Species
Species Code: See Appendix for list of Species Codes.
Species (common)
Common name of the tree, automatically visible when selecting Species Code from menu.
Species (scientific)
Scientific name of the tree, automatically visible when selecting Species Code from menu.
Cond
Condition: see Appendix for Condition definitions.
Fail
Failure Rating: see Appendix for Failure definitions.
Part Size
Part Size most likely to fail: see Appendix for Part Size definitions.
Target
Target Rating: see Appendix for Target definitions.
Hazard
Hazard Rating: Automatically calculated based on the values entered for Fail, Part Size, and
Target. A Hazard Rating of “3” (1+1+1) is the lowest, and indicates absence of a hazardous
situation. A rating of “12” is the highest, and indicates an urgent need for action.
Work1
First Priority: e.g. Hazard Removals: see Hazard Definitions and Work Codes in the Appendix.
Work2
Second Priority: e.g. Hazard Prune: see Hazard Prune and Work Codes in the Appendix.
Work3
Third Priority: Other work codes as needed.
Comments
Enter all Comments that may be recorded. You may have to edit for clarity or brevity.
Size Class
Each DBH is assigned to one of 4 standard size classes, often useful in determining relative
size/age of the urban forest. A Size Class report is included in the database in the Report
section. It is not visible on the data entry form.
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Section 4. frmWork History Subform
Enter field data of work carried out into the Work History Subform. If accessed through the Tree Inventory form, use the
Find Record button to locate the tree by Tree #. Queries and reports based on the Work History table can be generated as
needed. There is a control button included within the sub-form, "Report by date", which runs a print preview of a
report showing all work history records by date.
Header descriptions:
Tree #
Automatic
Date
Enter the date the work was done.
Work1
First Priority Work. Select each code as needed from the drop-down menus.
Work2
Second Priority Work. Select each code as needed from the drop-down menus.
Work3
Third Priority Work. Select each code as needed from the drop-down menus.
Comments
Enter all Comments that may be recorded. You may have to edit for clarity or brevity.
Man-hours
If required, the Man-hours spent per assignment can be recorded in the footer of the Field Work Order
Form. Enter the hours as noted.
Initials
Enter the Initials of the worker if needed.
Sample Street Tree Inventory & Work History Form
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Appendix
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Condition Rating
Hazard Rating = Failure Potential + Size of Part + Target Rating
5 = Excellent: Young thrifty tree
Failure Potential (4 points): Failure potential identifies the most likely failure and
rates the likelihood that the structural defect(s) will result in failure before reinspection.
Examples of ratings are:
4 = Good: Healthy tree with minor defects such as:

Small girdling roots

Small trunk wounds

Minor basal wound from weed whacker or
lawn mower

Restricted soil volume

Co-dominant stems without evidence of decay

Small pruning wounds
1 – low: defects are minor (e.g. dieback of twigs, small wounds with good woundwood
development)
2 – medium: defects are present and obvious (e.g. cavity encompassing 10–25% of the
circumference of the trunk, codominant stems without included bark)
3 = Fair: Tree with one major defect:

Severed roots close to trunk

Girdling root (>1/3 circumference with evidence of root death)

Evidence of butt rot

Young tree with large (>1/3 circumference)
basal wound

Large bole wound (>1/3 circumference) with
evidence of decay

Co-dominant stems with evidence of decay

Main stems topped

Low vigor (<2” shoot extension per year)

Small or disfigured leaves throughout crown
3 – high: numerous and/or significant defects present (e.g. cavity encompassing 30-50%
of the circumference of the trunk, multiple pruning wounds with decay along a branch)
4 – severe: defects are very severe (e.g. heartrot decay conks along main stem, cavity
encompassing more than 50% of the trunk.
Size of defective part (4 points): Size of defective part rates the size of the part
most likely to fail. The larger the part is, the greater the potential for damage.
Therefore, the size of the failure affects the hazard potential. Examples are:
1 – most likely failure less than 6 inches (15 cm) in diameter
2 – most likely failure 6 –18 inches (15-45 cm) in diameter
3 – most likely failure 18-30 inches (45-75 cm) in diameter
2 = Poor: Declining tree with at least two of the above
major defects
4 – most likely failure greater than 30 inches (75 cm) in diameter
1 = Dead: dead tree
Target rating (4 points) Target rating rates the use and occupancy of the area
that would be struck by the defective part.
1 – occasional use: (e.g. jogging/cycling trail, sidewalk, driveway entrance,
street)
2 – intermittent use: (e.g. picnic area, day-use parking, main road)
3 – frequent use, secondary structure (e.g. seasonal camping area, storage
facilities, busy intersection)
4 – constant use, structures: (e.g. year-round use for a number of hours each
day, residences)
Condition Rating Source: Jerry Bond, Cornell Cooperative Extension.
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Hazard Rating Source: Matheny/Clark, 1994. A Photographic Guide to the Evaluation of Hazard
Trees in Urban Areas. 2nd ed. Savoy, IL: ISA.
9
Codes & Descriptions
Tree
Condition
1
2
3
4
5
Rating
Description
Dead
Poor
Fair
Good
Excellent
HAZARD POTENTIAL
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Failure
1
2
3
4
Rating Description
Low-minor defects
Medium-defects present
High-significant defects
Severe-very severe defects
Part Size
1
2
3
4
Rating Description
Expected failure: <6” dia.
Expected failure: 6-18” dia.
Expected failure: 19-30” dia.
Expected failure: >30” dia.
Target
1
2
3
4
Rating Description
Occasional use
Intermittent use
Frequent use
Constant use
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WORK
CABL
CRCL
CRRA
CRRE
CRTH
HZPR
HZRE
INSP
MISC
NWPL
OPRE
OTPR
TRAI
UTPR
DBH
(Inches)
1-6
7-18
19-30
31+
DESCRIPTION
Cable
Crown Cleaning
Crown Raising
Crown Reduction
Crown Thinning
Hazard Prune
Hazard Removal
Inspection
Miscellaneous
New Planting
Optional Removal
Other Prune
Training
Utility Prune
Size
Classification
1
2
3
4
10
Section 5. Codes & Descriptions
Species Code List
Species not listed here may be defined under "Other" when using the spreadsheet.
Species
Code
ACNE
ACNE
ACPL
ACRU
ACRU
ACSA2
ACSA1
ACSA1
AEHI
AIAL
CASP
CR
FR
GLTR
JUNI
MA
PLAC
PLAC
PODE
PODE
PRSE
PR
PYCA
QUPA
QURU
ROPS
SA
SOAU
TIAM
TIAM
TICO
ULPU
PLL
PLM
PLS
ST
O
U
Species
(Common)
Boxelder
Ash-leaf Maple
Norway Maple
Red Maple
Swamp Maple
Silver Maple
Sugar Maple
Hard Maple
Horse Chestnut
Tree-of-Heaven
Northern Catalpa
Hawthorn
Ash
Honey Locust
Black Walnut
Crabapple
London Plane Tree
Sycamore
Cottonwood
Eastern Poplar
Black Cherry
Cherry
Bradford Pear
Pin Oak
Red Oak
Black Locust
Willow
European Mountain Ash
Basswood
American Linden
Littleleaf Linden
Siberian Elm
Planting Site - Large
Planting Site - Medium
Planting Site - Small
Stump
Other
Unknown
Species
(Scientific)
Acer negundo
Acer negundo
Acer platanoides
Acer rubrum
Acer rubrum
Acer saccharinum
Acer saccharum
Acer saccharum
Aesculus hippocastanum
Ailanthus altissima
Catalpa speciosa
Crataegus spp.
Fraxinus spp.
Gleditsia triacanthos
Juglans nigra
Malus spp
Platanus x acerifolia
Platanus x acerifolia
Populus deltoides
Populus deltoides
Prunus serotina
Prunus spp
Pyrus calleryana 'Bradford'
Quercus palustris
Quercus rubra
Robinia pseudoacacia
Salix spp
Sorbus aucuparia
Tilia americana
Tilia americana
Tilia cordata
Ulmus pumila
*The species codes are derived from the first two letters of the genus and species of the Latin botanical
name (listed in the column to the right), with numbers added when necessary to avoid confusion or to
specify cultivars. New species codes can be created following this convention. Thus, for instance,
Silver Linden (Tilia tomentosa) would be coded as TITO, and its cultivar "Brabant" could be TITO1.
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PLANTING SITE SPECIFICATIONS
How to Identify Potential Planting Sites along Municipal Streets
General Planting Site Specification
The following specifications will be used to assign a planting site. Planting sites will not be
located closer than 10 feet from observable underground utilities. All planting sites will be at least
35 feet back from street intersections and at least 10 feet from fire hydrants, driveways, utility
poles and street lights. Where multiple planting sites may be possible at one location, the largest
planting site classification will be used to determine the number of trees that the site can hold.
Competing trees on private property will be considered in assigning of planting locations. No
planting sites will be assigned where adjacent trees on private property may invade the spacing
requirements defined for each planting site size outlined below.
Planting Site Size
Large Size Planting Site
 Large-sized planting sites will be used for tree species that at maturity will be large in size or
will fill the available growing space
 Tree lawn (the actual space where the tree will be planted, usually between the sidewalk and
the curb) greater than 8 feet in width
 A minimum of 40 feet between adjacent trees
 No overhead high voltage utility wires present
Medium Size Planting Site
 Medium-sized planting sites will be used for tree species that at maturity will be mediumsized or will fit the available growing space
 Tree lawn between 5-8 feet in width
 A minimum of 30 feet between trees
 No overhead high voltage utility wires present
Small Size Planting Site
 Small-sized planting sites will be used for tree species that at maturity will be small-sized or
will fit the available growing space.
 Tree lawn between 3-5 feet in width
 A minimum of 20 feet between trees
 Overhead high voltage utility wires with at least 25 feet of overhead clearance are acceptable
for small size planting sites.
Source: CJ Luley, Davey Resource Group June, 1999
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Some Recommended Underwire Street Trees for Northeast US
Dependent on site analysis
Amur Maackia (Maackia amurensis)
Crabapple (Malus spp)
‘Dolgo’, ‘Professor Sprenger’, and other upright, disease-resistant cultivars
Goldenrain tree (Koelreuteria paniculata)
Hawthorn (Crataegus spp.)
Winter King hawthorn (Crataegus viridis ‘Winter King’)
Hedge maple (Acer campestre)
Hophornbeam (Ostrya virginiana)
Japanese tree lilac (Syringa reticulata)
Ivory Silk tree lilac (Syringa reticulata ‘Ivory Silk’)
Norwegian Sunset maple (Acer x ‘Keithsform’)
Serviceberry, shadblow (Amelanchier spp.)
'Robin Hill' (Amelanchier x grandiflora ‘Robin Hill’)
Details and other recommendations:
Bassuk, Nina, et al. 1998. Urban Trees: Site Assessment Selection for Stress Tolerance
Planting. Ithaca, NY: Urban Horticulture Institute, Cornell University.
Reynolds, Mary K., and Raymond Boivin. 1994. Selecting Trees for Urban Landscape
Ecosystems. Concord, NH: State of New Hampshire, Dept. of Resources.
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Hazard Prune
Hazard Removal
Only branches 4 inches in diameter or greater will be considered as
potentially hazardous.
Common Conditions or Defects for Hazard Prune Category:
1. Dead Branches
2. Live Branches with Obvious Structural Defects Such as:
Active Cracks (not “frost seams”, ribs or other general indicators of
decay) associated with decay or other significant defects.
Decay with more than 2/3 the diameter decayed.
Cavities covering 2/3 or more of the stem circumference.
Cavities covering 1/2 or more of the stem circumference with 1/3 of the
stem diameter decayed.
1.
Dead Trees
Live Trees with the Following Defects:
Roots
Three or more large flare roots that have been cut within one foot of
the stem, or have observable decay or cracks that may not support the
tree in high winds.
2.
A leaning tree with soil cracking or bulging, indicating that the tree
is failing from the roots.
Trunk
Active cracks (not “frost” seams or other ribs that may be indicators
of internal defect) associated with extensive stem decay or other
defects.
Decay with more than 2/3 of the stem diameter decayed.
Cavities covering more than 1/2 of the stem circumference and 1/3
of the stem diameter decayed.
Cavities covering 2/3 or more of the stem circumference.
Trunks with co-dominant stems (or multiple attachments with main
structural branches) and observable decay, cavities, or active cracks in
union where the branches join, where these defects cannot be
alleviated with pruning.
Crown:
Extensive dieback of ½ or more of the crown, or a majority of main
structural branches dead or mostly dead.
A majority of main structural branches with extensive decay or
cavities (as above for the trunk), such that if these defective branches
were removed, the tree would be highly unbalanced.
Source: Christopher J. Luley, Davey Resource Group
Source: Christopher J. Luley, Davey Resource Group
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