E: Standards of Record-keeping

Date posted: 6 June 2010  -  Permalink / Shortlink

Maintaining accurate information on plant collections is fundamental for their use for science, conservation and other purposes. Advances in information technology and the availability of cheap personal computers have made it possible for most collection holders to maintain their records on a computer; and have enabled the rapid transfer of data among individual collection holders and co-ordinating bodies. Whilst the simplest record systems allow the storage and retrieval of basic plant information, more powerful systems can make a significant contribution to the scientific management of living collections. Standards such as the International Transfer Format for Botanic Garden Plant Records have been developed to facilitate minimum data standards and easy transfer of data.

A high standard of record-keeping enhances a collection and it follows that investment in plants and their curation – a not inconsiderable cost – is largely wasted if appropriate documentation does not remain with the material throughout its life in the collection, and after. The requirement of legislative instruments such as the Convention on International Trade in Endangered Species of Wild Fauna and Flora (CITES) and the Convention on Biological Diversity (CBD) are putting ever greater demands on collection holders to retain particular data. As these demands become clearer, PlantNet will advise members on what is required.

PlantNet aims to:

  • promote the development and maintenance of information systems for plant collections, both within individual collections and amongst the network
  • promote best practice in record-keeping amongst its members
  • act as a clearing house for information on plant collections maintained by its members.

To achieve these aims, PlantNet will:

  • provide appropriate training opportunities for members on record-keeping, relevant data standards, computers and electronic communication, through workshops and courses and by publishing information and training materials, primarily through the PlantNet Plant Records Group
  • develop its role as an organisation capable of gathering, sorting and compiling information on plants maintained in cultivation by its members, by maintaining its own database
  • investigate the value of establishing a decentralised information system on plant collections maintained in Britain and Ireland
  • promote the exchange of data and an understanding of the use of data transfer standards amongst the membership
  • co-operate with such organisations as Botanic Gardens Conservation International (BGCI) and the World Conservation Monitoring Centre (WCMC) in helping to document plants held in collections in Britain and Ireland.

The following policies are also relevant in delivering the policy on Standards of Record-keeping: