Voucher Procedure Schema

This describes the information model for the voucher procedure. The voucher procedure will be based upon (i.e., a domain extension of) the existing CollectionSpace Loans Out Schema. The table below lists the fields of information, named to reflect the Botanical Garden perspective. A column indicates whether this is mapped to an existing Loans Out schema field, or is a new field in the domain extension schema.

To class: You probably do not need to make anything Group Repeatable (used when there is a block of info that repeats), but may have a few things Field Repeatable (e.g., perhaps the sheet number).

Schema

This schema is...		Changes
In progress		In progress

Information Group	Information Unit	Existing Loans Out Field (or New)	Definition	Field Type	Field Repeatable	Notes/ Questions
Voucher information	Voucher Collection Number	Loan out number (loansout_common:loanOutNumber)	The unique number assigned to the voucher of an object to be sent to some herbarium.	Controlled number	No	Optional field. Ex, not relevant to horticultural vouchers)
	Voucher date	Loan out date (loansout_common:loanOutDate)	The date that the voucher is created.	Calendar date	No	Editable field.
	Voucher Institution	Borrower (loansout_common:borrower)	Destination where the voucher will end up.	String	No	-Put in name of project- voucher in a pivot table? -Default to UC with the option to change it
	Voucher Collector	new (loansout_botgarden:collector)	Name of who collected the voucher.	Name authority: Person	Yes	-last name, first name. -term completion
	Horticulaural/Wild	new (loansout_botgarden:hortWild)	Is this voucher horicultural or wild?	Controlled string (Horticultural/Wild)	No
	Collection Notes	new (loansout_botgarden:fieldCollectionNote)	Notes associated with the collection of the accession.	String	No	Should be populated with the Field Collection Place (reverse) + Accession Notes.
	Annotation	new (loansout_botgarden:annotation)		String	No	Should be populated with Determination History/By + Determination History/Institution + Determination History/Date (I think).
	Phenology	New x 5 (loansout_botgarden:sterile, loansout_botgarden:fertile, loansout_botgarden:flowering, loansout_botgarden:fruiting, loansout_botgarden:inSpore)	The state of the collection.	boolean	No
	Voucher Purpose	Loan Purpose (loansout_common:loanPurpose)		String	No
	Garden Location	New (loansout_botgarden:gardenLocation)	Location of the specimen used for the voucher	Location authority: Garden Location (Bed number)	No
	Voucher Notes	Loan out note (loansout_common:loanOutNote)	field usually has sexual system, flower color, fragrance, used for research? y/n, month it has flowers, months it has seeds, etc.	String	No
	Number of Sheets	(loansout_naturalhistory:numLent)	The total number of sheets associated with each voucher.	Numeric	No	-pertains to one specimen -their current system asks how many labels. if the specimen has 3 sheets, each sheet needs a label
	Voucher Sheet Accession Number	New (loansout_botgarden:sheetAccessionNumber)	The receiving institution's accession number for the voucher.	String	No
	Reviewed By	Lender's authorizer (loansout_common:lendersAuthorizer)	Manager who reviews, and then approves new additions to the vouchering system.	Name authority: Person	No	Controlled based on the bot garden
	Review Complete	New (loansout_botgarden:reviewComplete)	Confirms that the record has been reviewed.	Binary	No
	Label Requested	New (loansout_botgarden:labelRequested)	Places the voucher in the label request queue	Controlled string (Yes/No)	No	The label printing report will operate on vouchers where this field is set to Yes.
	(Add more rows for your fields)	If not in Loans Out, say "New Field" here	Put in brief description, but don't worry too much about this	See Loans out schema for examples - can be a string, a date, a number, an authority reference, etc.

Notes

Accession number and Taxon are not part of the "loan out" schema. These fields are on the related Cataloging record, and are shown in the pivot table when a Voucher is the current record, or in the title when a Cataloging record is the current record and a Voucher is shown in a secondary tab.

Actions on Page:

create new from existing
cancel changes
delete
save

Loans Out fields unused for vouchers

Loan return date (am assuming this unused)
Loan renewal application date
Loaned object status: > Loaned object status date
Loaned object status: > Loaned object status note
Special conditions of loan
Loan purpose
Lender's authorizer: > Lender's authorization date
Lender's contact
(fill these in for all unused fields listed in the CollectionSpace Loans Out Schema).

Controlled list contents

This is for lists of simple terms, not authority references. See examples below. Do not represent booleans (true/false) here (e.g. "Flowering"), as these should just be check-boxes, not a drop-down.

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Field	Value(s)	Default Value	Dynamic/Static
Phenology	sterile or fertile? if fertile, flowering, fruiting, flowering and fruiting, or in spore.	none	dynamic
Number of Sheets
Garden Location

example: Loan status	agreed; authorized; conservation; refused; renewed; requested; returned; sent	none	dynamic
example: Loaned object status	agreed; authorized; conservation; refused; renewed; requested; returned; sent	none	dynamic
example: Loan purpose	analysis; conservation; exhibition; long-term collections management and storage; photography; research; scientific preparation	none	dynamic

Controlled number patterns

E.g., V2009.1 (increments V2009.1, V2009.2, V2009.3...)