Introduction
Inventory management focuses on the careful handling and organization of plant genetic resources physically stored in a genebank. While some genebanks use terms like lot or sample, the system consistently uses inventory.
Handling and tracking plant material
When new plant material enters the genebank, it may be divided and stored under various conditions, such as different temperatures or locations. Each inventory item tracks the storage location, quantity on hand, and the parental lot.
Technicians can update the database during routine duties to ensure inventory items remain current. The system records data for acquisition, storage, quantity monitoring, viability testing, regeneration, and distribution.
Accession passport data and inventory registration
Input basic accession passport data before entering inventory data. Every inventory item is linked to an accession via its accession number. While complete passport information is not mandatory, the system requires a species. If the species is unknown, the system uses Genus spp. as a placeholder. For details, see the accession documentation.
After recording basic passport data, register physical germplasm as a new inventory item to track its quantity and location.
Likening a genebank to a library helps illustrate this process. Accessions are like book titles, while inventory items are the physical copies on the shelves: available in different forms, such as hardbacks or audio recordings. The library first creates a catalog entry for the title (like registering passport data), then registers each physical volume and its storage location.
Managing multiple lots and inventory records
Seed genebanks typically have multiple lots for a single accession; each lot must have its own inventory record. Every physical sample is assigned a unique identifier and associated with an accession number, the parental lot (if known), harvest date, and storage location. Inventory items represent germplasm in the collection, such as seed jars, seed packets, field plants, or subcultured in vitro germplasm.
Ideally, create new inventory records through regeneration, splitting an existing inventory, or acquisition, rather than from scratch.
Inventory management tasks and scheduling
Maintaining a germplasm inventory involves numerous tasks. The system allows you to schedule and monitor these events, with filters to track whether tasks are ongoing, not yet started, or completed.
The system is a comprehensive database, eliminating the need for supplementary inventory records. It is designed to facilitate universal genebank activities related to physical plant material.
Inventory activities
Many of the activities listed below are relevant to managing inventory items.
- Develop inventory maintenance policies
- Develop consistent naming conventions for inventory items and storage locations
- Register inventory data using the Acquisition tool
- Create an inventory record following naming conventions
- Print and apply labels to containers
- Enter precise location data to ensure items can be found
- Associate attachments, such as images, with inventory items
- Schedule inventory actions, such as:
- Counting, weighing, storage placement, or pulling for planting
- Viability testing
- Inventory splitting
Inventory menu
Select Inventory in the left menu to access common inventory management options.
- Inventory – list and add inventory items
- Inventory summary – view a graphical overview of inventory composition
- Schedule – overview of actions for a specified period
- Inventory actions – access all inventory action records
- Amount in storage – total quantity and count of items for selected accessions
- Update quantity – update quantity by scanning barcode labels
- Inventory groups – manage subsets of germplasm
- Acquisition – register new material and accession records
- Storage navigator – locate inventory by site or location
- Split inventory – subdivide quantities from one inventory item into multiple records
Inventory naming conventions
The Inventory Number is a unique identifier for an individual inventory lot.
The Inventory Number consists of four unique components: Inventory Prefix, Number, Suffix, and Type.
The Inventory Type is appended to the other three values to create the unique identifier. It indicates the germplasm form, such as seed, plant, rhizome, or in vitro.
As with accession identifiers, enter -1 in the Number field to auto-generate the sequence.
The Inventory Prefix field suggests existing prefixes as you type, which helps keep naming consistent across the collection. Prefix values you enter are preserved when you preview the record and return to the form.
Every genebank typically develops its own naming conventions based on its specific needs.
Use the Sequence Number field to take advantage of the system's auto-numbering feature. The Inventory Prefix, Number, and Suffix do not need to match the accession identifiers.
Some organizations use the multiplication year as the Prefix or use suffixes like BASE or ACTIVE for convenience. However, the Inventory Maintenance Policy provides the primary classification for management type.
System inventory records
When an accession record is created, the system automatically generates a system inventory record. These records always use type codes starting with two asterisks (**).
This software-generated record does not represent physical inventory.
System inventory records allow other data to link to the accession in general, rather than to a specific physical lot.
System inventory records cannot be deleted. Avoid editing system inventory data.
Storage naming conventions
Four storage location fields are usually sufficient. If more detail is needed, combine two elements into one field. For example, enter A-4 in Location Section 1 to indicate Room A, Row 4.
Example:
| Field | Used to indicate... | Genebank examples |
|---|---|---|
| Location Section 1 | Rooms and rows | A or B, 1-12 |
| Location Section 2 | Racks | A-E |
| Location Section 3 | Shelves | 1-4 |
| Location Section 4 | Box | # |
This structure ensures that inventory can be located using a genebank's storage layout.
Avoid using shelf labels based on inventory numbers, as this requires frequent relabeling. Instead, use permanent addresses, such as Row A-1, Rack C, Shelf 1, Box 5.