A summary of Guidebook for Genetic
Resources Documentation
A self-teaching approach to
the understanding, analysis
and development of genetic
resources documentation.
http://www.bioversityinternational.org
Some activities a gene bank are
involved with:
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Acquisition of new germplasm
Multiplication/regeneration of germplasm
Documentation and exchange of information
on germplasm
Conservation of germplasm
Research
Characterisation and evaluation of
germplasm
Different types of collections in gene
banks
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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)
In vitro
Clone archive
Data and information
Definitions:
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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
Importance of the accession
numbering system
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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
Sequence of procedures performed on
seed sample
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Registration
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Seed cleaning
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Moisture content (fresh, final), 1000 seed weight, drying
method
Seed viability
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Comments on sample health
Seed drying
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Passport data, characterization data, other data
Date of test, % viability, method used
Seed packing and storage
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Weight of seed, % viability, moisture content, location in store
Descriptor list for sample registration
Passport data
Passport data - information recorded when the
sample was originally collected
 Accession descriptors
 Collecting descriptors
Accession descriptors
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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
Collecting descriptors
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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)
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Type of sample
Scientific name
Local/vernacular name
Number of plants sampled
Land use
Plant use
Cultural practices
Photograph identification
number(s)
And more…
Seed cleaning
list of possible descriptors for seed
cleaning
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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)
Seeds
Seeds in the drying room
One accession can have several batches
Seed drying
list of possible descriptors for seed
drying
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Accession number
Batch reference
Reference to method
Final moisture content determination(%)
Date
Total dry weight of seeds
1000 seed weight
Seed viability testing (germination test)
This procedure is performed after seed drying and periodically afterwards
to monitor the viability of the seeds
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Descriptor list for seed viability testing
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Accession number
Batch reference
Collection type (base, active…)
Reference to method
Date of testing
Viability (%)
Operator (person performing test)
Germinated seeds in germinator
100 seeds for the germination
Seed packing and storage
Pack seeds in such way that they are prevented from absorption of humidity
and contamination from pests and viruses
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Descriptor list for seed storage
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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
How to document the seed packets
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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…)
Seed distribution
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Descriptor list for seed distribution
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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
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.
Regeneration / multiplication
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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
Descriptor list / evaluation
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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, ….)
In vitro collections
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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
An example of the batch reference
notation in in vitro collections
1
First subculture
Batch reference:
1.2
1.1
Second subculture
Batch reference:
1.1.1
1.1.2
1.2.1
1.2.2
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
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!!!!
Read more…
A more detailed introduction for
Genetic Resources Documentation
can be found at
http://www.bioversityinternational.org/publications/pubfile.asp?ID_PUB=432
Good luck!