1. A summary of Guidebook for Genetic Resources Documentation
A self-teaching approach to the understanding, analysis and development of genetic resources documentation.

2. Some activities a gene bank are involved with:
Acquisition of new germplasm
Multiplication/regeneration of germplasm
Documentation and exchange of information on germplasm
Conservation of germplasm
Research
Characterisation and evaluation of germplasm
All this must be documented.

3. Different types of collections in gene banks
Base collection (kept for long term, secure conservation. Often stored at sub zero temperatures with low seed moisture content)
Active collection (germplasm used for regeneration, multiplication, distribution, characterization and evaluation. Often duplicated in a base collection and stored under medium to long term storage.)
Working collection (used by breeders or researchers)
Field collection (collection of living plants)
In vitro (germplasm kept as plant tissue)

4. In vitro
Clone archive

5. Data and information Definitions:
DATA quantitative or qualitative values
INFORMATION when data are interpreted
DESCRIPTOR identifiable and measurable characteristic
DESCRIPTORLIST collation of descriptors for a species or crop
DESCRIPTOR STATE different states for a descriptor
DOCUMENTATION SYSTEM a way of storing and maintaining data

6. Importance of the accession numbering system
Use a strictly numeric system which is sequential in operation
Do not incorporate additional information in the accession number
Use only one numbering system (not with depositors designation, not “reserved” numbering system and so on)
Never re-use an accession number

7. Sequence of procedures performed on seed sample
Registration
Passport data, characterization data, other data
Seed cleaning
Comments on sample health
Seed drying
Moisture content (fresh, final), 1000 seed weight, drying method
Seed viability
Date of test, % viability, method used
Seed packing and storage
Weight of seed, % viability, moisture content, location in store

8. Descriptor list for sample registration Passport data
Passport data - information recorded when the sample was originally collected
Accession descriptors
Collecting descriptors

9. Accession descriptors
Accession number
Scientific name
Pedigree/cultivar name
Donor name
Donor identification number
Acquisition date
Other number associated with the accession
Date of last regeneration or multiplication

10. Collecting descriptors
Accession numbers
Collecting number
Collecting organization
Collector
Collecting date
Country of collecting
Province/state
Location of collecting site
Altitude of collecting site
Status of sample (landrace, adv cult, prim variety)
Type of sample
Scientific name
Local/vernacular name
Number of plants sampled
Land use
Plant use
Cultural practices
Photograph identification number(s)
And more…

11. Seed cleaning list of possible descriptors for seed cleaning
Accession number
Batch reference
Date seed cleaned
Reference to method
Estimate of total seed
Proportion of empty seed
Treatment of seed
Operator (name of person cleaning seed)

12. Seeds
Seeds in the drying room
One accession can have several batches

13. Seed drying list of possible descriptors for seed drying
Accession number
Batch reference
Reference to method
Final moisture content determination(%)
Date
Total dry weight of seeds
1000 seed weight

14. Seed viability testing (germination test)
This procedure is performed after seed drying and periodically afterwards to monitor the viability of the seeds
Descriptor list for seed viability testing
Accession number
Batch reference
Collection type (base, active…)
Reference to method
Date of testing
Viability (%)
Operator (person performing test)
Aim: to determine, using a suitable germination test, what proportion of seeds of an accession are alive and capable of producing plants under appropriate conditions.

15. Germinated seeds in germinator
100 seeds for the germination

16. Seed packing and storage
Pack seeds in such way that they are prevented from absorption of humidity and contamination from pests and viruses
Descriptor list for seed storage
Accession number
Batch reference
Collection type (base, active..)
Location in seed store
Total amount of seed
1000 seed weight
Minimum amount of seed allowed (before regeneration is necessary)
Number of packets /containers

17. How to document the seed packets
Label seed packets carefully with useful information (at the very least with the accession number and batch reference)
Standardize labeling (Don’t label the packets arbitrarily: use a format which is followed on all seed packets)
Organize the seed store (in strict accession order or on crop basis…)
Each batch of an accession should have a seed store location address (cold room, rack, shelf, box…)

18. Seed distribution Descriptor list for seed distribution
Accession number
Batch reference
Date of supply
Amount of seed sent
Reference to recipient
Mail registration
New: MTA
MTA on Annex1 crops and not Annex1
Aim: to supply seeds of an accession together with relevant information in response to request
If there is insufficient seed in the store, the accession must first be multiplied before any seed is distributed. Passport data and available scientific data are retrieved from the Documentation System and supplied together with the sample. Then update the Seed store inventory.

19. Regeneration / multiplication
Regeneration is performed when the viability of a batch falls below an acceptable level; this level is commonly 85%
Multiplication is done when the total weight or number of seeds of an accession falls below a pre-defined minimum amount
Descriptor list for regeneration/multiplication
Accession number
Batch reference
Collection type
Regeneration site
Date
Germination %
Breeding system
Other species-specific descriptors

20. Descriptor list / evaluation
Characterisation consists of recording those descriptors which are highly heritable, can be seen easily by eye and are expressed in all environments
Evaluation consists of recording those characters which are susceptible to environmental differences
Most of the descriptors for characterisation and evaluation are species specific. However there are some general descriptors concerning the conditions of the trial which are given (accession number, batch reference, evaluator, ….)

21. In vitro collections
Germplasm as plant tissue (from protoplast, cellsuspensions to meristems/ shoot-tips and embryos)
In vitro cultures are often duplicated in parallel under other conditions, e.g. slow growth and cryopreservation
Culture in normal or slow growth require monitoring periodically
Shows similarities to that of seed collections but there are some important additional considerations, principally concerned with the way the germplasm is maintained.

22. An example of the batch reference notation in in vitro collections1
First subculture
1.2
Batch reference:
1.1
The batch reference of an accession is of particular significance in in vitro collections and is always recorded. Often the batch reference represents the pedigree of the sample and commonly uses the notation illustrated.
Second subculture
Batch reference:
1.1.1
1.1.2
1.2.1
1.2.2

23. Building the system Produce a logical system design. Data modeling
Choose a physical system design
Build the structure with linked data tables (data files)
Develop screen forms for entering, modifying, searching for and deleting data
Organize the formats and screen forms into routine options. This will usually correspond to the documentation needs and procedures recognised in your analysis
The different stages in building a documentation system
Design all reports and forms into a logical system which can easily be used by other gene bank staff
Document all procedures in your documentation system for future reference!!!!

24. Read more… A more detailed introduction for
Genetic Resources Documentation
can be found at
Good luck!