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The data capture process for many biological collections has traditionally been based on creating a specimen record and then entering data associated with that specimen into the record (eg, collector, date, place of collection, etc). Database designers have traditionally investigated processes to improve speed and accuracy of this data entry and these can include look-up tables and data copy mechanisms. An alternative process is to enter data which are constant for a batch of specimens and then to create the individual specimen records, each with an unique identifier. This process allows the very rapid creation of specimen records but with a minimal amount of data entered for each specimen. These minimal data records become an accurate catalogue of the collections, whilst also establishing preliminary records which can then be expanded using a range of alternative data entry methods. The capture of a digital image of the specimen allows the process of data entry from an image of the label to be carried out as a separate stage in the workflow, without the need to return to the physical specimen.