I. Sample Registration

What is sample registration?

This is the registration of the sample into the genebank and the recording of the identification data into the data files relevant to each seed sample or accession.

Why is it necessary?

Registration is carried out to allow you to keep a record of which samples are held in the genebank and to produce inventory lists of samples which are available for distribution.

When is it done?

The samples must be registered when they first enter the genebank; even before they are processed. If final registration cannot be completed at this time, due to the need for tests or checking records, then a temporary number can be assigned until such time as the sample is ready for a permanent accession number.

How is it done?

The best way to register samples is to assign each one a unique sample accession number in the genebank and record all the data relating to each sample in a set of files. A simple method for registration of samples is outlined in the following pages.

STEP 1. CHECK THAT THE SAMPLES RECEIVED CORRESPOND WITH THE ACCOMPANYING LIST, IF PROVIDED

1. Arrange the packets containing the seed samples in alphabetical or numeric order depending on the identification provided on the packets.

2. Check all the packets against the list provided with the samples.

3. If no list was provided or the seeds do not correspond with the list, prepare a new list and check again that all packets have been included. Write to the donor asking for the original list.

4. Acknowledge receipt of the seeds to the donor.

Notes and Examples

Arrange the seed packets, by either genus, species, collector's name or ascending number.

Example:

Cajanus cajan

PL0785, PL0789, PL1001, TM0005, TM0098

Desmodium sp.

PL0654, PL0786, TM0097, TM0567, WS0004

Notebooks
Permanent markers
Pencils

1. Look in the records of passport data.

2. Check the collector's number to see if this sample has already been sent to the genebank from another source.

Notes and Examples

The easiest way to check whether a sample is in the genebank is to check the collector's number. This is unique and should always remain with the passport data. It can easily be checked to see if the same sample has arrived from another source.

1. Open each packet of seeds and check their condition by looking for obviously poor seeds which probably would not germinate.

2. Observe whether there is any insect damage, fungal growth, damaged, broken, empty or shrivelled seeds.

3. If no phytosanitary certificate accompanies seeds from outside your country or there is any doubt about the health of the seeds, contact the quarantine officials for advice.

Notes and Examples

Look carefully for signs of insects such as small holes, eggs or feeding damage and for fungal hyphae. Check that the seeds are full and in fact seeds and not empty fruits. Some species are noted especially for having empty seeds or fruits.

1. If the seeds are in good condition and are not already included in the genebank, each sample should be assigned an accession number (follow the system used in your genebank) as described below.

2. If the seeds are in poor condition or are definitely already in the genebank in sufficient quantities, check with the curator that they can be discarded or given to another institute for use there.

3. If in doubt assign a temporary number or code to identify the sample following the system used in your genebank, until further checks can be made.

4. When all these further checks have been made, a decision about whether to keep each sample will be made by the curator. If the sample is to be kept, assign an accession number as described below. If the seeds are dead or the sample is already represented in the genebank, discard the material and the temporary number and make a note in the files of the action taken and reason for it.

Notes and Examples

Make sure that temporary numbers are easily distinguished from accession numbers.

1. Check in the data files to determine which was the last accession number used for a sample.

2. Give the next ascending accession number to the first sample on the list and consecutive numbers to each sample.

3. Write the accession number clearly on the seed packet using a permanent marker, on the list of new samples and in the data files of the genebank.

STEP 6. ENTER THE DATA INTO THE DATA FILES

1. For each accession, record all the passport and original identification data in the designated fields (descriptors) of the passport data file.

2. When data are missing leave the field blank and try to fill in the data at a later date when more information is available. Write to the donor asking him to supply the missing data.

Notes and Examples

Data files stored on paper (in books or on file cards) are suitable for use with small numbers of accessions and are often more accessible to all staff. File cards are better than books because they can be sorted and rearranged as required but single cards are more easily lost. Computers are useful for genebanks with large amounts of data and many accessions.

Make sure your files are kept in a clear orderly manner and as up-to-date as possible.

Computer and programmes
File cards

Notes and comments on sample registration in your genebank

Use this page to make notes for future reference: