A summary of Guidebook for Genetic Resources Documentation

1. 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

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

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 informationDefinitions: • 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. 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… Collecting descriptors

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

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)

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 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

22. An example of the batch reference notation in in vitro collections 1 First subculture 1.2 Batch reference: 1.1 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 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 http://www.bioversityinternational.org/publications/pubfile.asp?ID_PUB=432 Good luck!