Proposal for Digitising Type Specimens, data sharing, and capacity building at
YOUR INSTITUTION
Background
The Flora of YOUR COUNTRY includes approximately XXXX species of plants.
Many of the types for these species are found in the major herbaria in Europe or North
America. YOUR INSTITUTION has approximately XXX types in its holdings.
YOUR INSTITUTION would like to participate in the Plants Initiative and proposes
to digitize and database the XXX types it has, and give copies of the images and
database created for use in the Plants Initiative. This will facilitate research on the
flora of YOUR COUNTRY, provide access to the information for botanists around
the world, and increase opportunities for training in YOUR COUNTRY. We have
reviewed the Intellectual Property agreement and Foreign Organization Questionnaire
of the Andrew W. Mellon Foundation and will submit these as part of the proposal
process.
The types held by YOUR INSTITUTION are ---BRIEFLY DESCRIBE THE
TYPES YOU HOLD HERE.
Objectives
 To digitize the XXX types held in the collections of YOUR INSTITUTION
 Training a member of the staff of YOUR INSTITUTION on the equipment,
software and procedures involved in producing high quality images of
herbarium specimens (digitisation) and recording associated data from labels
and annotations (data basing).
 Procuring equipment for data basing and digitisation.
Methodology
The work to be accomplished includes the following.
1. Purchase software and other materials for the HerbScan station.
2. Send a staff member for training on HerbScan equipment and data basing.
3. Selection of relevant material from the herbarium.
4. Bar-coding each sheet.
5. Creation of a digital image using HerbScan.
6. Image quality check.
7. Data basing of label and other information on the herbarium sheet.
8. Data quality check.
9. Return of material to the herbarium.
10. Transfer of material to JSTOR in agreed format.
11. Attend Global Plants Initiative meetings.
1
Work plan for 2011 (this is an example that you should modify to fit your
schedule
2011
2012
Q1 Q2 Q3
Q4
Assign staff to the project
X
Training
X
Digitising the types and other sheets
X
X
Transfer of images to JSTOR
X
Budget summaries in USD and local currency
2011
2012
TOTAL
STAFF COSTS
Salary
Travel for training
Subsistence during training
CAPITAL COSTS (IT)
HerbScan and scanner (provided
by Kew)
0
Computer and software
Other material
Meeting - workshop including
travel
SUB TOTAL ($)
TOTAL
2
0
0