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Inventory maintenance policies

Your genebank can create inventory maintenance policies in GGCE as needed. They are typically managed by the GGCE administrator in coordination with the curator of accessions.

A policy's primary purpose is to indicate a consistent quantity of seeds is distributed each time an accession is requested. For example, assume that the curator has decided that a standard request for a certain accession should be supplied with 50 seeds from short-term storage; this quantity will be reflected in the inventory record according to the policy. This removes any uncertainty for technicians filling the requests, as the predetermined distribution quantity will be clear. However, it is important to note that this distribution quantity can be overridden in several ways, which will be explained below.

When creating a new inventory record, you are required to select an existing Inventory Maintenance Policy. The selected policy acts as a template – automatically filling in some fields during the creation of the new inventory record. These fields can later be edited within the inventory record if required.

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Note that if an inventory maintenance policy is updated or changes, those changes will not impact existing inventory records that were created using the previous version of the policy. However, any new inventory records created after the policy has been revised will incorporate the updated details.

Policy naming conventions​

When creating inventory maintenance policies, your genebank should develop a consistent and systematic naming convention. This makes it easier to identify and filter inventory items associated with specific policies.

Inventory maintenance policies can be named in almost any manner, but it is highly recommended adopting a convention that makes it easy to recognize the policy by its name. For example, at one of the genebank's sites - site "Lima" - all of the policies begin with the prefix "lima-" followed by the relevant crop for which the policy was designed, such as "lima-potato", "lima-ulluco" or "lima-mashua".

If all of the sites in the genebank agree to a naming convention similar to this, then identifying the site associated with any policy becomes straightforward.

Registering a policy​

When registering a New inventory maintenance policy, the form contains many fields, each with corresponding descriptions.

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The fields in bold below are those that will be transferred to new inventory records when these are created using the policy:

  • Maintenance name
  • Management type
  • Form type
  • Quantity on hand unit
  • Web availability note
  • Is auto deducted
  • Distribution default form
  • Distribution default quantity
  • Distribution unit
  • Distribution critical quantity
  • Regeneration critical quantity
  • Type of germplasm
  • Regeneration method
  • Curator
  • Note

It is important that curators and genebank staff work closely with the GGCE administrator to ensure that the policies in place meet the genebank’s needs and remain current.

Management type​

TBD