BugwoodIDS:Administrator Guide

This is a guide to the data entry protocols used in the Bugwood Image Database. Each protocol has a list of instructions (in bold) with rationale or notes after each step. Experienced users can skip the notes and follow the steps of the protocol. Questions about the Bugwoood Image Database should be directed to Joe LaForest or any of the Bugwood Image Database Administrators. The Administrator Guide and the User Guide are available and may answer many questions.

Example Procedure - Leaving the house

Open the door: Most humans cannot walk through solid objects
Step through the door: This will put you outside
Close the door: This will prevent bugs from entering the house
Lock the door: This will keep most people from entering your house without permission

Administrative Procedures

Creating an account for a photographer or contact: Every person listed in our system has a user id that is used to identify them. This is how to have users create their own accounts or how to create those accounts either as an administrator.

Preparing images for upload: If an administrator is uploading a set of images, all images should be inspected prior to upload to ensure quality and to make sure it conforms to the standards of the system.

Uploading digital images: This is how all digital images that are not scans from slides are entered into the Bugwood Image Database. It can be done directly by a user or by an administrator.

Judging image quality after upload: All images are reviewed for quality after they are uploaded. This procedure is done by administrators with shortcuts available if the set of images had been prescreened prior to upload.

Entering data for images: This explains how to use the web interface to enter data for images.

Working on new images: After images are uploaded, judged, and processed, they are ready for data entry. This is how to get to the list of these images and begin data entry.

Working on images needing information: After the first round of data entry, an administrator may request or be given additional data. This is how to access these images and the lists of what contacts have images that need more information.

Working on images awaiting release: After data entry, the images are placed in the awaiting release section to give photographers or contacts the ability to comment on the data that had been entered prior to its public release. This is how to see a list of contacts with images awaiting release and considerations for working on these images.

Processing comments from photographers and contacts: After review comments are made, administrators need to process them to ensure standardization of information.

Correcting information for available images: How to correct information on an available image.

Toggling public and private status (private archive images only): How to toggle an individual image to be privately or publicly available.

Revisiting an image record that was recently edited: Every administrator has clicked the "Done" button and realized that they just entered something wrong. This is how to jump back to that image to add information or fix a mistake without having to hunt through the various sections.

Marking an available image as needing editing: Occasionally, images need additional editing because of improper orientation or quality. This is handled at the University of Georgia node.

Monitoring progress on image data entry: When multiple people are working on an image project, this can be used to see how much work is being done per administrator.

Using the automated error checking system: Several automated filters have been implemented to check for errors. This is how to see if you have any pending errors.

Finding subject and host codes: Every organism or non-taxonomic subject has a unique identifier that is used to link that information to the images. The size of the subject table requires a separate look-up.

Finding the user number for photographers and contacts: Every person listed in our system has a user id that is used to identify them. This is how to look for these user ids.

Allowing a user to have administrative rights or access to private archives: Supervisors of an image node can add and remove users from their node to allow users to either use administrative tools or access private image archives. This is how to assign users to nodes that you supervise.

BugwoodIDS:Administrator Guide

Example Procedure - Leaving the house

Administrative Procedures

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