2. Protocol Overview

This section describes the recommended protocol from design of the project with respect to collecting vouchers through to incorporation of vouchers into museum collections.

2.1 Office Procedures

This stage involves determining what specimens are to be collected, how they are to be prepared and the cost. The following are recommended:

• Obtain information regarding what species to expect in inventory area using sources such as literature, government biologists (e.g. Wildlife Branch, Royal BC Museum), university biologists, non-government museums and naturalists groups.
• Contact appropriate museum staff to discuss what collection priorities should be made, as well as the latest in collection and field preparation techniques.
• Obtain necessary permissions for collecting and access (see section 1.2).
• Make cost estimates (including staff time and expenses) for field collections, collection and preparation materials, transport of specimens, storage costs, and identification of specimens.
• Obtain all necessary collection and preparation equipment before departing.
• Make arrangements for transporting hazardous materials and specimens (see section 2.5).
• Keep in contact with appropriate museum to arrange timing of delivery of prepared specimens (see section 2.6).

2.2 Voucher Requirements by Taxonomic Group

If vouchers need be collected, the type of voucher to collect and the number of vouchers to be collected, depend on many things. If whole specimen vouchers are to be collected, one must consider 1) the efficiency that one can catch/collect the species and prepare them; 2) feasibility of taxonomic identification with regard to available exports and published keys; 3) if the taxonomic group to be collected can act as an indicator that can be related to management; and 4) if the collections can be made available in a reasonable length of time to create useful data (body of knowledge).

For some species, vouchers are not required as field data by qualified observers is accepted. This data may include direct observations of the species or its sign. Depending on the species, using animal sign can be easier to sample than it is to sample the animal directly, and equally as reliable. For other species photographs, scats, pellets, sound recordings, etc. are routinely accepted as vouchers that adequately document occurrence. Still, in some situations a whole voucher specimen is required either for identification purposes or to complete a reference collection. When whole specimens are required it is expected that common sense will be used. For example, whenever possible trap mortalities should be used as wildlife specimens rather than killing another animal.

Collection of rare species may endanger the population - do not collect if this situation is likely. Do not collect more specimens than can be reasonably handled. To document the presence of a species, it is generally accepted that one specimen of each species is adequate. However, for taxa that are difficult to identify and for small organisms, additional specimens may be needed.

It is impossible to generalize as to how many specimens should be collected. See Voucher Requirements, sections 3.1, 4.1, ...7.1, for detailed recommendations. Inventory personnel must also discuss this issue with museum curators prior to field work.

2.3 Preparation and Care of Specimens

2.3.1 Photo Documentation

Photographs taken to provide documentation for species identification should be taken with a macro or close-up lens, and they should show features used for identification and scale of the photo. Photographs should be submitted with the pertinent raw data. It may be necessary to take more than one picture of one specimen from different angles.

Ensure that slides or prints are kept in appropriate protective sleeves. They should be returned to the photographer once species identification has been verified or arrangements made for them to be kept as part of a permanent species record.

2.3.2 Whole Specimens

After specimens are collected, special care is needed to ensure that they will arrive at the museum in excellent condition. In general, to avoid decomposition, specimens should be prepared as soon as possible after collection, if not already done in the field (see taxon specific sections). Permissible time will vary with temperature and humidity conditions, however do not delay. Specimens that are not killed in the initial collection procedure, must be anaesthetized appropriately (see section 1.1). Methods vary with taxon.

It is important to note that methods may have to be varied to suit taxonomists who will be identifying the specimens. The reference section of this manual includes publications and reports that provide more complete details on collection, preparation and preservation of specimens.

Note: Specimens may not be accepted by the museum if they are not prepared properly (as outlined in relevant protocols).

2.4 Data Needs

The value of a voucher specimen relies on and can be greatly enhanced by accurate and detailed data gathered at the time of collection. This section provides general guidelines and recommended data to be recorded along with voucher specimens. See appropriate taxa group for specifics.

2.4.1 Field Notebook

Waterproof notebooks and indelible ink pens are recommended for use in the field. Although notebook set up depends on personal preference, legibility and clarity of entries are critical. These must be unambiguous so that other people can read and understand what is written. It is crucial that general data such as habitat, date, and weather be associated with the appropriate specimens. It is recommended that the date and location be written at the top of each page, and when either changes, broad dividing lines be used to distinguish such changes. Avoid abbreviations, if they are used a key must be included in the field notebook or permanently attached to it. Also, if ditto marks are used then the information must be exactly the same.

2.4.2 Field Labels

Field labels should be written on waterproof paper (anonymous (undated) recommends Permafibre) in India ink or pencil. Labels and inks should be tested in water and the fixing/storage chemicals prior to going into the field. For specimens that are housed in jars or other containers, the labels should be placed inside, not on the outside. For specimens that can have labels attached directly to them, be sure that the labels are securely fastened.

2.4.3 General Data Requirements

Voucher data must be recorded in the field (preferably in a waterproof surveyors notebook). The order of notebook entries should approximate the label format being used for ease in label preparation and duplications, especially when label preparation will be done by someone other than the collector.

The absolute minimum voucher data that must be included is the field collection number, the date and a detailed location. Without these, specimens are virtually useless.

• Field Collection Number: A unique field label should be assigned to each specimen. A lifetime system is recommended rather than labels for each expedition or year. A label may look like "M.G. Shepard 2094" where the collector and number are unambiguous. The label may refer to either an individual specimen or a batch (a series of specimens collected at the same station on the same date, with the same background data). The collector must indicate clearly whether the label refers to an individual or a lot.
• Collection Date: Format for dates is YYYY/MM/DD. Note that four digits are used for the year. The time of collection may be useful for species that have activity patterns that change temporally.
• Detailed Location: It is important that the place of collection can be precisely located in the future. Include country, province, city, and gazetted location name. Location must include latitude and longitude or Universal Transverse Mercator (UTM) coordinates (use NAD83 when using a GPS or a 1:50,000 map), as precisely as can be calculated, plus a brief written description, noting elevation, as well as direction and distance from a conspicuous landmark.
• Recommended Additional Data: Many aspects of the specimen and its environment may be useful to record. Check with curators for suggestions to enhance the value of specimens.
• Collector name: It is important to note the collector's name (full name is preferred, but initials and full surname should be included at minimum). This acknowledges this person and is useful when details need to be tracked should data be misplaced or additional information desired.
• Habitat: Basic descriptions of the collection area should be made in as much detail as is practical. Aspects that may be useful include vegetation, associated flora and fauna, altitude, cover, depth of collection, substrate, water temperature, pH, salinity, clarity, nutrient load, type of bottom, conductivity, current speed, light conditions and weather.
• Collection method: The method used to capture the specimen.
• Mode of Acquisition: How the museum acquired each specimen (gift, etc.).

Note: Specimens may not be accepted by the museum if they are not labelled properly. Specimens without the associated minimum data required can make a valuable voucher virtually useless.

2.4.4 Identification of Specimens

Specimens will need to be identified and all data verified. A useful reference for species identification experts is Directory of Experts in the Identification of BC Species, compiled by H. Nadel (1996). This technical working paper (WP19) can be viewed online at: http://www.for.gov.bc.ca/hfd/pubs/docs/wp/wp19.htm or it can be ordered through Queen's Printers of Victoria (stock number: 7655000058) via their internet homepage: http://http://www.publications.gov.bc.ca/ by searching under the Ministry of Forests.