Virtual Herbarium Express is a software application designed for use in the field by New York Botanical Garden scientists. It is also available free of charge to anyone else who wishes to use it. Virtual Herbarium Express can serve as both a field and herbarium tool for small to mid-sized herbaria, or as a starter system for a larger institution that wishes to gain experience with an existing collection management software application before creating their own. It is designed in the popular Microsoft Access XP format and can run as a standalone application on a desktop or notebook computer.

Collection information is entered in a simple data-entry form and stored in relational tables. The form contains six screens accessible by tabs at the top of the form. These screens - Collection, Determination, Location, Features, Habitat, and Objects - organize the more than 75 fields into a format promoting efficient data-entry. Extensive authority files buttress the system. These files are used to check the accuracy of the names of plants and people and publications as they are entered. (For example, the program comes with a table of over 71,000 people records and another of nearly 12,000 publications.) A small subset of output formats are also provided, allowing users to generate specimen labels, checklists, and collecting trip itineraries. (View sample screenshots of the program.)

In the field, Virtual Herbarium Express becomes an electronic fieldbook, capable of recording all necessary collection information. Instead of writing the information in a notebook, later to be transcribed into a database, users can now create and maintain the database in the field. (A non-electronic, traditional version of a fieldbook from the 1920s can be seen to the right.) Digital photos, or any other electronic file, can also be attached to each record, providing data otherwise unavailable or unconnected to a database. This collection information can then be used to print labels and other reports.

The Virtual Herbarium Express application can be downloaded from the Garden's Virtual Herbarium website. Updates and new applications will be posted from time to time. Although current funding does not permit active customization support for Virtual Herbarium Express, users are welcome to modify the application to suit their own research needs, and are encouraged to contribute additional forms, reports, or alternative table structures to the online library.

Data Hosting

Database Features

• User-friendly data-entry forms
• Taxonomic Names Authority File
• Locations Authority File
• People Authority File
• Publications Authority File
• Ability to print specimen labels, checklists, and collecting trip itineraries
• Data hosting
• Updates to software and authority files available via the Internet

Frequently Asked Questions

• What are the hardware and software requirements for using Virtual Herbarium Express?
  Virtual Herbarium Express requires Microsoft Access XP (2002). If you this program loaded on your machine, then you will be able to run the program. No other hardware or software is needed.

• What does the program look like?
  For screenshots, click here.

• Can I modify the program?
  Users are free to modify the database as they wish. No restrictions have been placed on the program. However, keep in mind that any reports or forms posted here will in all likelihood work only on those version where the structures of the tables have not been altered. This is especially critical if one wishes to have data hosted at NY through Virtual Herbarium Express. Access forms and reports inside Virtual Herbarium Express can be changed as a user wishes with no consequences to data hosting capabilities. In fact, it is this capability that will allow users to make new forms and reports (e.g., specimen labels) that can then be shared with other users.

• Can I use the authority files associated with Virtual Herbarium Express (data dictionaries of genera, people, publications, etc.) in other programs or databases?
  You are encouraged to use these data to expedite your own research needs. Additionally, if there are dictionary datasets from the NY herbarium that you would like to have that are not currently in Virtual Herbarium Express, contact us and we will make them available.

• How can I get a copy of Virtual Herbarium Express?
  Virtual Herbarium Express can be downloaded from the Library, or contact us and we'll send a cd your way.

User Feedback

The New York Botanical Garden is very interested in hearing from Virtual Herbarium Express users and potential users. If you have any questions, comments, or suggestions, please address them to Herbarium of The New York Botanical Garden through vhnybg@nybg.org.

Development of the Virtual Herbarium Express program was made possible, in part, by The John D. and Catherine T. MacArthur Foundation. The New York Botanical Garden also acknowledges the work of its Science Information Managers and also database programmer Brad Tulig and his help toward the realization of Virtual Herbarium Express.