GUIDELINES 4 - Florabankflorabank.org.au/files/documents/Guideline No. 4 - Keeping records... · We...

4G U I D E L I N E SK E E PI N G R E C O R D SO N N AT I V E S E E D

Revegetation is a long-term undertakingand measuring success is an ongoing task.We need to know the origin and treatmentof seed which has contributed to successfulrevegetation and that which has led tofailure. As time passes after planting, initialdescription and documentation about theseed used becomes increasingly importantin understanding the reasons for success orfailure. Much of what we know about seedsis the result of meticulous record keeping:from identification of the parent plant andseed collection, through storage, to use inthe nursery or field. This is especially truewhere more than one person is involved atvarious stages of handling the seeds orwhere knowledge has been accumulatedover time. While scientific techniques forevaluating genetic quality and origin aredeveloping rapidly, good record keepingcan tell us a great deal without the use ofexpensive and complicated equipment.

After looking at record keeping systemsacross Australia, we developed thisguideline to provide recommendations for

keeping records about native seed to a basicstandard, whatever your budget or resources.If you have just begun to collect, store or usenative plant seed, there is enough practicalguidance for you to decide what records youshould keep and how best to keep them,whether by hand or computer. If you are amore experienced operator, there isinformation on a wide range of recordcategories, records management bycomputer, a seedbank management softwarepackage offer and a free interactive seedholdings database on the Internet.

In Australia we know too little about ournative plants; there is great need for sharinginformation. This guideline offers noencouragement to those who insist onkeeping important information about nativeseed in their heads. We would all muchprefer that you find the time to write itdown – and here’s how.

Revegetation work is time consuming andlabour intensive, and we need to be surethat we are deriving maximum benefitfrom the work carried out. Experienceneeds to be passed on and best practicesrefined to ensure a greater frequency ofsuccess. Records of all aspects of theoperation from initial seed collection toplanting and tending should be kept forfuture practitioners to learn from and forreference. This guideline deals with theearly stages of this chain from seedcollection to seed sowing.

The information records of a native seedcollection and supply operation are avaluable resource, especially where theyinvolve complete coverage of a local area orregion. Commercial seed suppliers andlarger community seedbank operators valuetheir records highly and, at the very least,use them in advising customers about suchmatters as:

• what stock of seed of specific species orprovenances is available

• how well a species or provenance isrepresented by seed collected

• whether certain seed can be obtainedthrough collectors

• which species occur at a location

• which species may be harvested at acertain time

• which lots of seed were collected fromlocations where environmentalconditions match those of particularplanting sites

• what the potential performance of theresulting plant may be when used atother planting sites

• how to draw up seed lists for thosedeveloping tender specifications forcollect and supply contracts.

There are important considerations in seedcollection and storage operations that mayonly be determined when good records arekept. Origin records – such as exactlocation, collector, timing and resources

Why keep records?

2 GUIDELINE 4: KEEPING RECORDS ON NATIVE SEED

required for collection – allow futurecollections to be made from the samelocation and to be better planned. Speciesand stock in hand records are important asoperations expand or develop a largethroughput of seed.

The quality of seedlots is determinedinitially by recording the number of parentplants (or the exact plants) sampled at acollection site. This indicates how well thegenetic variation is covered. Records ofviability and germination tests provide theother main measures of seed quality. Seedprocessing, handling and storage practices

can affect viability and germination. Theseeffects can be traced if records of thepractices applied to each seedlot are kept.A system of quality assurance needs to tracethe practices applied to each seedlot tomaintain standards and to guaranteeviability and ability to germinate.

Records of amounts dispatched, to whomand for what purpose provide anunderstanding of the client base for theoperation and assist with planning. In anyseedbank it is critical that one person takesresponsibility for ensuring documentationstandards are maintained.

A good standard of record keeping neednot be costly or complicated. It isforemost about ensuring that essentialrecords are habitually kept on all seedcollected and stored, rather thanprescribing how they are kept, althoughthis is also important. Good recordkeeping requires that you develop asystem and stick to it. Smaller seedoperations can manage quite well withhandwritten records. As operationsincrease in scale, there is a greater need forefficiency and consistency in recordsmanagement. This is where computersbecome a viable and justifiable tool.

A good record keeping system is one that:

Good record keeping

Record keeping pathway

• is easily accessible and understood by its(often many) users

• is trusted by its users to have accurateand useful information

• provides for quick data entry in thefield and back at your storage base

• is easily interrogated by users to extractcritical information

• is robust and long lasting

• has a clear set of standards for use andadministration of the system that usersare required to meet

• has the flexibility to make notes andcomments.

3GUIDELINE 4: KEEPING RECORDS ON NATIVE SEED

called an accession number. This numberallows the passage of a seedlot through aseedbank to be easily traced and acts as a keyreference for all records about that seed.This is particularly important where thereare many accessions or a number of differentseedlots for a single species. A simpleregistration system should record the date ofregistration, the field collection number andthe categories and criteria described below.A sturdy lined book with columns willsuffice and each accession is given asequential seedlot number; the numbers rundown each page startingfrom 1. Records about storage, viability,dispatch and feedback on seed performancemay now be related to seedlot accessionnumbers or through them to field collectionnumbers.

The basic unit of collection and recordkeeping is the seedlot. A seedlot is a uniquebatch of seed of one species from onelocation. Typically, a sequential fieldcollection number prefixed with thecollector’s initials is allocated in the field bythe collector. Collected material is labelledwith the collection number to identify itthrough transport, extraction, drying andcleaning.

Where seed is to be stored, it is goodpractice to have a unique identificationnumber or code for each seedlot. In a smalloperation, the field collection number maybe used. However where there are manycollectors or seedlots, it is safer to registerseedlots into a seedbank and allot aseparate, unique seedlot number, also

Records of seed collection in the field arethe first and the most important of all. Foreach seedlot, a collection record should bemade on a separate data sheet or card,prepared in the field at the time ofcollection (for an example, see the attachedAustralian Tree Seed Centre SeedCollection Data Sheet). Many botanicgardens use small hardbound pocket booksof field data sheets, which are kept byindividual collectors who transfer fieldrecords to file copies back at the seedbank.FloraBank makes available for your use aNative Seed Collection Field Data Sheet(see attachment). Copy this data sheet foryour use or download it from the FactSheet page of the FloraBank website (seeback page for details).

Register your collection sites

Much of the information recorded in thefield is concerned with the attributes of thecollection site rather than the seedlotcollected. Some seedbanks use a system ofregistering collection sites and information

about the sites, so that only seedlot detailsneed be recorded in the field by collectors.FloraBank also makes available for your usea Native Seed Collection Field Data Sheetfor Registered Sites and a Site RegistrationSheet (see attachments).

Field data categories

The information recorded will varyaccording to needs. As a guide, thefollowing tables list essential (E),recommended (R) and optional (O) datato record for collections that could be usedin three ways: for revegetation, for seedproduction area establishment or forconservation purposes. For each categoryof data, recommended criteria (or what torecord) are provided in the table and somenotes follow the table.

A seedlot numbering system

Field records


Categories of field data

Category Criteria For For seed For

revegetation production conservation

Identification Unique field collection number E E E

Collection date Day/month/year E E E

Collector1 Name, address, collection permit number E E E

Plant name2 Current genus, species and common names E E E

Collection voucher3 Was a specimen taken for correct plant identification? E E E

Plants sampled4 Number of plants sampled to make up the seedlot E E E

Population origins5 Are sampled plants of natural, planted E E Eor production origins?

Site name6 Name that enables you or others to return to the site E E E

Location name7 Name recognised within the region E E E

Map reference8 Description using latitude and longitude R E Eor Australian Mapping Grid co-ordinates

Species frequency Description as abundant, common, uncommon or rare R E E

Vegetation type Description using recognised system: varies between states R E E

Vegetation structure9 Description using recognised system: varies between states R E E

Site landform10 Description using standard landform types R E R

Site slope Degrees of slope and compass bearing of facing slope R E Rand aspect10

Site geology10 Description using geology map R E R

Soil texture11 Description of sand/clay/loam fractions R E R

Soil colour10 Description using standard soil colours R E R

Soil acidity12 Measured pH O R O

Amount collected Amount of either seed or plant material O O Ocollected by weight volume or number

Seed crop quantity Description as heavy, medium or light for that species O O O

Seed crop timing Description as early, peak or late season for that species O O O

Flowers and buds Presence or absence O O O

Flower and bud timing Description as early, peak or late season for that species O O O

Predation Description as avian, insect, etc. and as heavy, O O Omedium or light for that species


Notes on field data categories

1. Each collector should use a sequentialnumber prefixed by their (unique)initials to record information aboutseed, voucher specimens and plantmaterials. The credentials of variouscollectors, their accuracy in identifyingplants and their competence incollection are important. It may also beimportant to record the number ofcollectors (for example, volunteers) whocollected a seedlot against thesupervising collector’s initials for laterreference on consistency and quality.

2. Each collector should use the currentscientific name (genus, species andsubspecies), as common names areambiguous.

3. A specimen should be taken of leaves,flowers, fruit or other parts of any plantcollected for the first time or when thecollector is unsure of the identity. Thespecimen may be later identified at aherbarium, by using reference materialor equipment at home or by someonewith the necessary botanical knowledge.

4. The number of plants sampledindicates the genetic diversity of theseedlot. For revegetation purposes, thenumber of plants sampled should berecorded but may be a best guess.Sometimes seed from each individualplant may be kept separately (forexample, for research purposes or toensure correct identification or as part ofa conservation collection) and additionalrecords may be taken to assist inidentifying the parent plants or to showtheir relationship with other vegetation.

5. If the population has been planted, youmay wish to establish who did theplanting and the origins of the seed orseedlings used.

6. The site name should convey sufficientinformation to enable a person to returnto that site. Geographical features suchas mountains, rivers, distances alongroads or rivers, or specific locationswithin a forest are used to give locationdetails. Recording the location ofindividual plants is not normally

required. A geographical positioningsystem (GPS) reading is recommended.

7. Location name should refer to thegeneral collection locality. Using gazettedplace names and map names helps avoidambiguity and confusion. Collectionlocation and provenance descriptions areusually based on this level ofinformation.

8. If the site is geocoded using latitude andlongitude or Australian Mapping Gridreferences, then many of the siteattributes are accessible from governmentgeographical information systems and arange of other information may also befound, stored according to grid reference.

9. Vegetation structure should use astandard classification, for example, from‘tall closed forest’ to ‘low openshrubland’. A more descriptive approachis provided in the Australian Soil andLand Survey Field Handbook (McDonaldet al. 1998). This is a very detailed,standardised approach to field datacapture. Much of its contents can besimplified to suit the user.

10.Standard naming systems, such as thoseprovided in the Australian Soil and LandSurvey Field Handbook, should again beused for site landform, slope, geologyand soil colour. Land system approachesare also good sources of environmentalinformation as they assess the landscapebased on a composite of soil, vegetation,landform and climate types. Theseapproaches are described in theAustralian Soil and Land SurveyHandbook: Guidelines for conductingsurveys (Gunn et al. 1998).

11.Field texture determination should usemoist bolus (a small handful of soilmoistened and kneaded into a ball). SeeMcDonald et al. 1998.

12.Soil acidity may be quickly tested in thefield using a representative soil samplefrom a depth of about 150 millimetres.Avoid testing near roads or where soil isdisturbed, as these areas may have a non-representative pH. See McDonald et al.1998.


Records of processing and storage methodsare very important for proper stockmanagement, to maintain standards and tounderstand changes in native seed quality(especially viability) in storage. Indeed, it isdifficult to improve poor processing orstorage practices in a seedbank if suchrecords are not kept. A record systemreminds and informs operators of therequirements for successful storage of aspecies. A record system serves as achecklist to ensure that required seedtreatments and storage practices are carriedout. It contributes to a system ofquality assurance.

Storage and processing datacategories

FloraBank makes available for your use aNative Seed Storage and Dispatch DataSheet (see attachment). Copy this datasheet for your use or download it from theFact Sheet page of the FloraBank website(see back page for details).

Again, the information recorded will varyaccording to needs and, as a guide, thefollowing tables list essential (E),recommended (R) and optional (O) datato record for the three broad collectionobjectives.

Seed processing and storage records

Categories of processing and storage data

Category Criteria For For seed For

revegetation production conservation

Identification1 Unique sequential accession number allotted to each seedlot E E E

Accession date2 Day/month/year E E E

Seed weight in stock3 Actual weight in grams (or kilograms if appropriate) E E Eof the seedlot on accession

Container4 Type of storage container used R R R

Storage location5 Storage temperature regime and exact location in seedbank R R R

Seed quality6 Assessment as very good, good, average, poor or very poor R R R

Seeds per gram count7 Code for count method used O O O

Seeds per 100 grams7 Count of seeds per 100 grams R R R

Drying8 Code for the method used and notes of irregularities R R R

Extraction8 Code for the method used and notes of irregularities O O O

Cleaning8 Code for the method used and notes of irregularities O O O

Pest control8 Code for the method used and notes of irregularities E E E

Germination test9 Type of test used and who conducted it R E E

Germination test Results of test expressed as number of germinants R E Eresult9 per 100 grams of seed

Seed moisture test Type of test used and who conducted it O R E

Seed moisture content Results of test expressed as % moisture content O R E


Notes on processing and storagedata categories

1. The accession number should uniquelyidentify the seedbank and seedlot.

2. The date is used to determine the ageof the seedlot in the seedbank and thetime from collection to accession.

3. The base weight of a seedlot in storageat accession is used to determine seedin stock and calculate remaining seedstocks after dispatch.

4. The storage containers used may berelated to future decline in viability,predation by pests or other seedperformance variables.

5. This category identifies the temperatureregime under which seed is stored andto which it should be returned, and actsas a location guide so that seedlots arenot lost.

6. Seedlot quality is a broad ratingdetermined (somewhat subjectively) bythe seedbank on accession and shouldinclude cleanliness, whether the seedstill has vegetative structures attached(native grasses), damage from predationand so on. Rating assists inmanagement, pricing or disposal ofseedlots. It is important formaintaining quality in the standard ofthe product delivered to customers andin the customers’ understanding andexpectations of a seedlot.

7. Increasingly, the number of seeds ratherthan the weight of seed is used todetermine quantities needed by seedusers. For many species, seed numbersper 100 grams may be established forone seedlot and then used for all seedlotsof that species collected. However, somespecies do exhibit marked seed sizedifferences between provenances. It isbest to record the method of counting aswell as the actual count of seeds.

8. Treatments used in processing seeds maybe related to future decline in viability,predation by pest or other seedperformance variables. Codes usedshould specify broad treatment types (forexample, for drying: air-dried, igloo,greenhouse, oven and so on). Pestcontrol using chemicals should always berecorded to alert users to precautions thatmay need to be taken for safely handlingthe seed.

9. There are many ways of determining theviability and ability to germinate ofseeds. Whatever methods are used,records should be kept on the approachand results. These records are a basis fornegotiation with customers and seedusers about the seedlots concerned. Theycan prove to the purchaser the seed’sability to germinate and may form thebasis for seed prices or part of theconditions for payment.

Seed testing

Germination results can be recorded on thefield collection data form or the storage anddispatch data form (see the FloraBankNative Seed Storage and Dispatch DataSheet). Often a separate record sheet is usedto record methods and results of bothgermination and seed moisture content tests(for an example, see the attached AustralianTree Seed Centre Germination Test Sheet).

Seed stock and dispatch

Seed centres need to keep up-to-date recordsof seed in stock, dispatches and the purposeor destination of seed dispatched. It isimportant to record where particularseedlots end up and how they are used,especially as revegetation areas age and areused in turn for seed collection.

There are a number of methods of recordingthis information based on the seedlotaccession number. Again, a simple cardsystem with a card for each seedlot or ahardbound book using a new page for eachseedlot may be used. Alternatively, programs


such as Microsoft Excel or ClarisFileMaker may be used on a computer.Each time seed is sent out, a record of thedate, who it was sent to, the amount sentand the purpose is made and the balanceon hand calculated.

FloraBank recommends the dispatchlabel include:

• seedlot (accession) number

• genus and species name in full

• origin of seedlot (location name only,not collection site name)

• number of plants sampled in collectingthe seedlot

• quantity of seed dispatched

• germination and pre-treatment methodsrecommended for the seed (if available).

There are regulations in most statesgoverning the sale of goods including seed.These specify labelling requirements for thename and the weight of the seed; there areoften penalties for inadequate or misleadinglabelling. It is also wise to place a warningon the label regarding any potentiallyallergenic or hazardous substances used inseed processing or pest control.

FloraBank recommends that you start witha simple and efficient handwritten systemunless you know you have greater needs.Such a system is not only more likely to beused but more likely to be understood byusers.

The costs and benefits of handwrittensystems versus computer-based systems arerelative to the scale of seed operations. Formany small operations, a simple andefficient handwritten system, operated atalmost negligible cost, will usually be moreappropriate and effective than morecomplex or computer-based systems. Forexample, handwritten records may be kepton card files, on field collection sheets, inseedbank stock and dispatch books, or onlabels or stickers attached to seedlots instorage. Indeed, most seedbanks start outthis way. As they grow in size andcomplexity, and better understand theirrecords management requirements, somesuccessively upgrade to more complexsystems.

Computer-based systems are generallyjustified where your seed operation holdsmore than 500 seedlots or handles upwardsof 1000 seed transactions (acquisition ordispatch) each year. The amount of seedheld is also important for, if all seedlots aresmall (for example, in many nurseries), thecosts of a computer system may be out ofscale to the value of the seed holdingsthemselves.

The decision to use a computer-based recordsystem introduces costs in hardware andsoftware, time and training of personnel,and maintenance. There are degrees ofcomplexity, from the use of standardspreadsheet programs (for example,Microsoft Excel) to handle essentialcollection and stock control records to theuse of small business packages (for example,Quicken and MYOB) to handle invoice anddispatch. A small number of largerseedbanks use more complete recordsmanagement systems – such as the SeedSupply System developed by GreeningAustralia (see below) – which covercollection, receipt, storage, dispatch,invoicing and report generation.

A computer-based system should use thecategories set out above as ‘fields’ inspreadsheets and databases. There arestandard exchange formats for data stored insome of these fields.

Australian place names are standardisedthrough the gazetteer(www.environment.gov.au/database/MANZOOR.html) and allotted latitudeand longitude as well as Australian MappingGrid co-ordinates.

Genus and species names are availablenationally through the Australian PlantName Index at the Australian NationalBotanic Gardens website (www.anbg.gov.au/names.html) and in some cases from statebotanic gardens.

Computer-based systems


FloraBank has made available amanagement system (customised fromMicrosoft Access software) suitable formedium to large seedbanks. The systemwas developed by Greening Australia, withthe assistance of the Alcoa RevegetationAssistance Program, initially for use inVictoria. The system originally operated onthe full Victorian FIS species list.Subsequently, the system was modified foruse throughout Australia and species listsfor each state were included. It uses thecategories outlined above and requiresMicrosoft Access for Windows 97 or later.

Features of the system include:

• the ability to be used at an entry level (foressential functions) or an advanced level

• a complete database structure for detailsof seed collectors and clients

McDonald, RC, Isbell, RF, Speight, JG,Walker, J and Hopkins, MS. 1998.Australian Soil and Land Survey FieldHandbook. 2nd edn reprint. CSIRO,Canberra.

References

Seed Supply System• collection site description, location and

grid referencing

• seed treatment and storage records

• a seed in store inventory related tocosting, distribution and invoicefunctions

• the ability to generate reports forlocalities, provenances, activities ofcollectors, uses of seed and licencerequirements such as FIS specieslocations.

If you would like more information aboutSeed Supply System or wish to arrange for atrial copy of the software, contact theFloraBank Coordinator (details on backpage) orGreening Australia VictoriaPhone: 03 9457 3024,email: [email protected],post: PO Box 525, Heidelberg VIC 3084.

Each month there are over 13,000 visits tothe FloraBank website looking forinformation and assistance, or because theyare simply interested in native seed. Themajority of people dealing with native seed(up to 80%) have access to a computer andabout half of these people have access tothe Internet; and the number is increasing.

We urge those with access – whether froma government, commercial or communitybackground – to use the Internet to findand exchange information about nativeseed. FloraBank has established a websitethat anyone may use free of charge to tellothers about their work, services, productsand seed holdings.

Use the Forum pages to post questions,problems or solutions from your work thatsome of our many visitors may be able toanswer or use. Swap information on how tocollect, store and propagate seed. Post newsand event information.

The site includes a national Directory whereseedbanks, collectors and suppliers can leavecontact details and search for those ofothers. Once registered on the Directory,seedbanks and suppliers can place basicdetails of their seed holdings on theCatalogue (a database).

FloraBank website, Directory and Catalogue


Gunn, RH, Beatie, RE, Reid, RE and vande Graaff, RHM. 1988. Australian Soil andLand Survey Handbook: Guidelines forconducting surveys. Inkata Press,Melbourne.

Attachment 1


Attachment 2

Attachment 3


Attachment 4


Attachment 5


Attachment 6


All enquiries to:

FloraBank CoordinatorPO Box 74, Yarralumla ACT 2600Phone 02 6281 8585Email: [email protected]: www.florabank.org.au

Published by FloraBank with the assistance of Bushcare – aprogram of the Commonwealth Government’s NaturalHeritage Trust. The FloraBank partners are GreeningAustralia, CSIRO Forestry and Forest Products through theAustralian Tree Seed Centre, and the Australian NationalBotanic Gardens. FloraBank is funded by the Bushcareprogram of the Natural Heritage Trust and operates underthe Agreement between the Commonwealth of Australiaand Greening Australia Limited in relation to financialassistance for FloraBank.

© FloraBank 1999This document is copyright. However, you may usematerial from the document for your personal, public orcommercial use provided that you ensure that the source ofthis material is clearly referenced to the FloraBank authors.You may not, however, modify, alter or edit any materialfrom the document without the express prior writtenpermission of FloraBank.

DisclaimerThe information contained in this document is providedfor the purpose of general use only and should not be reliedupon for the purpose of a particular matter. Legal adviceshould be obtained before any action or decision is takenon the basis of any material in this guideline. TheFloraBank partners do not assume liability of any kindwhatsoever resulting from any person’s use or reliance uponthe content of this guideline.

Your Comment

The FloraBank guidelines are a consolidation of

existing information and draw on the practices

observed at seedbanks across Australia as well as the

expertise and technical understanding of the

Australian Tree Seed Centre at CSIRO Forestry

and Forest Products, Greening Australia’s

Seedbanks and the Australian National Botanic

Gardens Seedbank. The guidelines present, as far

as is known by the authors, best practices.

However, they are drafts because we recognise that

other people may have better approaches, and that

best practices change with time. Also, our climate

and vegetation is diverse and not all practices are

equally applicable across Australia. If you would

like to comment on any of the guidelines please

contact the FloraBank Coordinator. If you have

practices or knowledge you would like

to share with others you can do this through the

forum pages of the FloraBank website.

Written by Warren Mortlock and theAustralian Tree Seed Centre


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