Опитувальник для працівників установ та організацій природничого спрямування

Hello,

we are the team of the State Museum of Natural History (Lviv, Ukraine), which is engaged in the development of protocols for the digitization of natural history collections within the framework of the program of the National Research Foundation of Ukraine. We are putting a lot of effort into creating the simplest yet most effective protocols for digitizing war-threatened natural history collections. We are sure that many of you, if working in Ukraine, have already started or even completed the digitization of your collections and, unfortunately, have considerable experience in saving them. We ask you to share your experiences and thoughts so that together we can develop an optimal strategy for the future and educate those who are still facing the issue of digitization.

We promise that none of the data provided will be personalized, so we look forward to your sincere response. These data will make it possible to assess the real state of digitization of natural histroy collections in Ukraine and other countries and identify those weak points we need to be strengthened and those problematic aspects that need to be discussed and resolved.

Thank you very much in advance for your time!

Sincerely, on behalf of the team,

PI Andriy Novikov

What is your name (you can fill out the questionnaire anonymously if you wish)?

What city (country) are you from?

Which institution or organization are you from (if you wish, you can fill out the questionnaire anonymously)?

What is the highest level of education (not necessarily scientific degree) you have at the moment?

Is your activity directly related to the maintenance of natural history collections?

YesNo, but our institution or organization has such a collectionNo, our institution or organization does not have such a collection

What is your role in the collection to which you are involved?

I am a volunteer in such a collectionI am an employee of such a collectionI am the curator of such a collectionI am the custodian of such a collectionI am the head of the department or chief of the institution hosting such a collection

How long have you been involved with the collection?

< 2 years< 5 years5 or more years

How many specimens (storage units) does your collection have?

< 5,000 specimens< 50,000 specimens< 200,000 specimens> 200,000 specimens

Are you an active scientist?

YesNo

If so, is your research directly related to processing natural history collections?

YesNo

Rate from 1 (not involved) to 5 (strongly involved), in what way are natural history collections involved in your scientific research?

	1	2	3	4	5
Natural history collections are a source of primary data for large-scale research involving data sets, e.g., spatio-temporal modeling, biogeographical studies
I mostly use natural history collections for classical studies of regional biodiversity (floristic, faunistic, etc.)
I mostly use natural history collections as a reference, to work with type material
I use natural history collections mostly for conservation research and environmental impact assessment
I use natural history collections to study the history of science and biographical explorations
I directly study the principles of creation and management of natural history collections
Other

How often do you use online nature-oriented resources (for example, specialized YouTube channels, popular blogs, educational, scientific or sci-pop platforms, e.g., iNaturalist, GBIF, BHL, etc.)?

Have you ever worked with foreign natural history collections?

Yes, I worked personally at placeYes, I worked, but only remotely or only with material sent to me by postYes, I worked, but only with data from such collectionsNo

If so, which countries' natural collections did you work with?

Do you use virtual natural history collections (e.g., virtual herbaria, etc.)?

YesNo

What software do you use to work with your collection (for accounting, cataloging, digitization, etc.)?

Do you think it is necessary to create and promote open virtual natural history collections?

Yes, access to them should be completely openYes, but access to them should be partly restricted (some information, such as the coordinates of sensitive species, should be available only to a certain group of users)Yes, but access to them should be generally restricted (only basic information should be available to regular users)Yes, but access to them must be totally restricted, only to employees of the institution and/or users with special permission should have granted accessNo, there is no such need at all

Rate from 1 (less expected) to 5 (strongly expected), what do you most expect from the virtual collection as a user?

	1	2	3	4	5
Beautiful and high-res digital images of specimens
Intuitive and convenient interface (API)
Possibilities of convenient work with data (in particular, their filtering, downloading, validation, etc.)
Possibilities to conduct statistical analysis and visualization of data online
Additional educational content that will allow you to better study the subject, the collection or its individual specimens
Other

Rate from 1 (less expected) to 5 (strongly expected), what do you most expect from the virtual collection as a employee (engaged person)?

	1	2	3	4	5
Intuitive and convenient interface for management and filling (CMS)
Bulk data export/import capabilities
Possibilities of convenient work with data (in particular, their filtering, downloading, validation, etc.)
Automation of archiving, backup and data protection
Possibilities of automatic formation of articles, catalogs, identifiers, etc. directly from the database (like in Pensoft journals' environment)
Ability to monitor user activity
Ability to conduct statistical analysis and visualization of data online
Other

What devices do you most often use to access natural history virtual collections, databases and other similar online resources?

Mobile devices such as smartphones or tabletsStationary computer or laptop

How do you think, can virtual natural history collections replace original ones?

Yes, completely, in case of their high-quality digitizationOnly partially (for example, in case if only data or a cursory inspection of the specimen is required)Virtual collections are complementing original ones, but will never replace, them in any aspectNo, virtual collections in no way supplement or replace original collections

How do you think, has the need to digitize natural history collections generally increased in light of the threats of war?

Yes, definitelyProbably so, but there is no certainty in thisRather notNo, I do not think so

How do you think, has the need to digitize your collection increased in light of the threats of war?

Yes, definitelyProbably so, but there is no certainty in thisRather notNo, I do not think so

Was your collection once forcibly moved?

YesNo

Has your collection suffered as a result of the war?

The collection was completely destroyed or significantly damaged, or its fate is unknownThe collection was partially damaged or destroyed directly as a result of hostilitiesThe collection was partially damaged or destroyed due to the impossibility of observing storage conditions or indirect damage to premises, infrastructure, etc.The collection was negatively affected by the mediated factors of the war (e.g., blackouts), but was not damaged so muchThe collection was almost or completely not affected by the war

Do you have a protocol of actions in case of evacuation or other emergency situations to preserve your collection?

No, we do not and I do not see such a needNo, we do not, but we are working on itWe have, however, in my opinion, it is imperfectYes, we have a clear protocol of actions

How do you assess the risk associated with possible loss or damage to natural history collections due to war from 1 (risk absent) to 5 (extreme risk)?

1 is Worst, 5 is Best

Do you cooperate with other curators or organizations for the joint preservation of natural history collections in case of war or other global emergency situations?

YesWe are just establishing such cooperationNot yet

How would you react to possible war-related dangers or other global emergency situations?

By moving collection to safer countryBy moving collection to safer region inside countryBy moving collection to a more secure room or specially prepared spaceBy making the current room more secure (providing extra fire distinguishers, equiping with automatic alarm system, etc.) without moving the collectionBy digitizationOther

How do you assess from 1 (absent) to 5 (totally present) the availability of resources for digitizing your collection in case of war?

	1	2	3	4	5
Time
Money
Equipment
Staff
Skills
Access to educational materials and digitization guides
Administration support
State support
Support of foreign partners

Rate from 1 (initial) to 5 (final), at what stage of digitization is your collection?

	1	2	3	4	5
Data mobilization
Production of digital media files
Archiving
Publishing

Are the data and digital content for specimens from your collection freely available online?

NoPartlyCompletely

How do you generally assess the quality of digital content in relation to your collection?

All is fine, the quality fully meets today's demandsThe quality is Ok, but there are some shortcomings that should still be eliminated (the presence of errors in the records or minor imperfection of the database functionality, outdated interface, etc.)The quality is generally satisfactory, but we must think about its further improvementThe quality is unsatisfactoryHard to say / I do not know

Do you have experience in data archiving (not necessarily natural history related)?

Yes, I have considerable experienceYes, I have moderate experienceYes, I have basic experienceNo, I do not

Do you have codding experience?

Yes, I have considerable experienceYes, I have moderate experienceYes, I have basic experienceNo, I do not

How does digital archiving work in your collection?

There is no archiving strategy, data and/or digital images are stored unsystematicallyArchiving takes place exclusively in the form of publication of catalogs or other printed materialsArchiving takes place by publishing datasets using the facilities of global aggregators, archives, etc.Archiving occurs systematically, but only on optical discsArchiving occurs systematically, but only on hard disks or other magnetic mediaArchiving occurs systematically, but only on flash cards or other semiconductor mediaArchiving occurs systematically on several types of media at once, there is a developed archiving strategy

Rate from 1 (absent) to 5 (strongly present), what advantages do you see in the digitization of natural history collections in general?

	1	2	3	4	5
Limiting the load on the original specimens due to their processing, since instead of working directly with the specimen, part of the users will be satisfied with data and digital images
More active involvement of the collection in scientific and cultural activities, since data and digital images can be obtained and processed much faster
The possibility of at least remote access to the collections in conditions where a personal visit is not possible (for example, in conditions of a pandemic, war, etc.)
The possibility of virtual potentially unlimited storage of collections in conditions of a relatively limited storage period of real specimens
The possibility of integrating data on regional collections into global databases, thereby popularizing them
Other unmentioned advantages

Rate from 1 (absent) to 5 (strongly present), what disadvantages do you see in the digitization of natural history collections in general?

	1	2	3	4	5
Risk of theft, misappropriation or unauthorized use of data and/or other digital content related to the collection
Loss of the opportunity to conduct unique research by having access to a collection unavailable to competing academics and institutions
Loss of monetization by receiving payment for granted access to collections
Loss of job places related to collection maintenance
The need to attract significant investment to digitize collections that does not justify the potential benefits
The need for retraining or recruiting new personnel qualified in digital data related work
Loss of identity and originality of regional collections, as well as national scientific traditions
Loss of public interest in real collections, which may lead to their decline or close
Other unmentioned disadvantages

Rate from 1 (less appropriate) to 5 (most appropriate), which way of digitization do you consider appropriate for institutions and organizations hosting the natural history collections?

	1	2	3	4	5
Mobilization of data on specimens from the collection (creation and distribution of digital data on these specimens)
Digitization of specimens (creation of digital still images, videos or other similar type of digital content)
Creation of own independent databases (or virtual collections) of wide coverage, including, but not limited to, information on specimens from the institution's collection
Creation of own independent databases (or virtual collections) of narrow coverage, which contain information only about specimens from the collection
Integration of digital content in global aggregators, such as GBIF and iDigBio, etc. without creating own databases
Integration of digital content in global aggregators, such as GBIF and iDigBio, etc. alongside with development of the own databases (or virtual collections)
Development of independent online analytical resources, which can perform certain calculations and simulations based on existing data (for example, analyze the species distribution, etc.)
Creation of independent platforms for citizen science, not integrated into similar global platforms
Creation of various nature-oriented applications for mobile devices (for example, interactive identification keys, checklists, virtual tours, etc.)
Development and integration of digital interactive elements related to collections directly on exhibitions and expositions

How do you think digitization of natural history collections should take place in wartime conditions?

With as high quality as possible, even if it means an uncertain completion dateAs quickly as possible with the goal of obtaining at least some data and/or digital images for as many specimens as possible as quickly as possibleA compromise solution should be sought

Rate from 1 (less important) to 5 (highest priority), which natural history specimens do you consider more prioritized for digitization in wartime?

	1	2	3	4	5
Authentic (type) specimens
Specimens collected from the occupied territories
Specimens of rare species
Specimens of species representing a certain region (trivial specimens)
Specimens of author's collections
Attractive specimens (those that will attract the most attention of visitors)

How do you think, what exactly should in priority focus during digitization of the natural collections in wartime?

Data mobilizationDigital still images capturing and/or creation of other media filesData mobilization should be realized alongside with image capture

How do you think, does your country require its own protocols and standards for the digitization of scientific and natural collections, as well as the creation and distribution of digital data about them?

Yes, it is necessary for the purpose of protecting national interests and creating a self-sufficient closed digital environment (including for the purpose of protection against use by an enemy country in case of war)Yes, but these standards and protocols should be based on globally accepted principles (e.g., moderated by TDWG, FADGI) in order to easily integrate data into global networksNo, it is enough to use already existing global standards and protocols, adapting institutional digitization work to themNo, because we already have such national or governmentally accepted standards and protocolsOther

If images of digitized specimens are to be freely distributed, what quality should these images be available online?

Images of the highest quality should be publicly available for all usersIt is necessary to graduate the quality of the image according to the level of access. Maximum quality images should be available for users with the highest level of access, while minimum quality images are sufficient for casual usersOnly the minimum quality images should be available online, and the highest quality images together with the master files should be stored on local media and/or in special archivesOther

If images of digitized specimens are supposed to be freely distributed, what do you think should be the resolution of available images?

ca. 2 MP (enough for quality print on a 10x15 cm photo card)ca. 10 MP (enough for quality print on an A3 sheet)ca. 20 MP20 MP or more

Is it reasonable to grant access to occurrence coordinates to regular users?

No. Regular users should have no access to coordinates at allRegular users should only be allowed access to fuzzy coordinatesThere is need to blur coordinates for sensitive species (e.g. rare, strategically important, or those that may be illegally mass harvested) only, other coordinates can be fully availableYes. There is no any reason to provide fuzzy coordinates, an ordinary user should have access to as most accurate coordinates as possible

In the case of creating own databases, should it be possible to download bulk data for external users?

Data should be available for viewing only, downloading should not be allowed at allOnly downloads of individual records should be allowedThe ability to download entire datasets should be provided only to users of certain access levelsThe ability to download entire datasets should be available to all users, but limited to the number of records to download at one timeThe unlimited access to bulk data download should be granted to all users

Under what license do you think data and digital materials related to natural history collections should be distributed?

Open licenses, for example, CC 0 (Public Domain) – as applied in WikipediaSemi-open licenses that limit commercial use of the data or partially regulate other data operations, such as CC BY-NC or CC BY-ND, etc.Closed licenses that clearly regulate and limit the use of data and related digital content

How do you think, is it reasonable to distribute data and digital materials about national natural history collections on foreign resources?

SureYes, but with mandatory duplication on national resourcesYes, but only limited or incomplete information can be shared, and complete data should be available only on national resourcesNo, it is not reasonable. National data must be stored on national resources and only metadata can be distributed on foreign resources

How do you think, is there a strong reason to create a centralized national portal to access virtual natural history collections in your country?

Yes, such a portal is necessary for centralized national management and strategic developmentProbably so, but its feasibility should be consideredProbably not, as there are international aggregators that can handle all functions perfectlyNo, such a portal is unnecessary and its creation/maintains will only be a waste of timeOther

How do you think, is it worth digitizing specimens of Ukrainian natural history collections, if they were collected once (probably in the last century) from the territory of Russia (from the point of the academic integrity)?

SureOnly after processing specimens from UkraineNo

How do you think, is it worth processing and/or publishing data on specimens of Ukrainian natural history collections, if they are collected from the territory of Russia (from the point of the academic integrity)?

SureOnly after processing specimens from UkraineNo

How do you think, should data from the territory of Russia, including the data from Russian collections, be included in Ukrainian databases or in personal data sets of Ukrainian researchers for the purpose of investigation (from the point of the academic integrity)?

SureOnly if necessaryNo

Rate from 1 (unnecessary) to 5 (strongly important), how digitization of natural history collections should be taught?

	1	2	3	4	5
Specialized educational courses at the institutions and universities
Open live courses for those interested
Online courses and/or a series of educational videos
By providing the list of specialists you can ask for advice if necessary
Specialized seminars and/or conferences dedicated to digitization

If you have any other thoughts or comments about the digitization of nature collections, please post them here:

E-mail

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Questionnaire for employees of natural history institutions and organizations

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