This section describes the recommended protocol from design of the project with respect to collecting vouchers through to incorporation of vouchers into museum collections.
This stage involves determining what specimens are to be collected, how they are to be prepared and the cost. The following are recommended:
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 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).
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, additional specimens may be needed.
It is impossible to generalize as to how many specimens should be collected. See Voucher Requirements, sections 3.1 and 4.1, for detailed recommendations. Inventory personnel must also discuss this issue with museum curators prior to field work.
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.
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.
Note: Specimens may not be accepted by the museum if they are not prepared properly (as outlined in relevant protocols).
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.
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 and date, 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.
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 prior to going into the field. For specimens that are housed in containers, the labels should be placed inside, not on the outside.
Voucher data must be recorded in the field (preferably in a waterproof surveyors notebook or field forms). 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.
For details, see the specific section on Data Needs for plants (3.2) and for fungi (4.2).
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.
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.
Specimens should be stored and transported carefully to ensure that they remain in excellent condition. This may involve attention to such details as light conditions, dust, humidity, temperature, packing of containers, and transport of dangerous goods.
Museums must know in advance when to expect a collection and the size of the collection so that they can be ready to process the incoming specimens. Museum staff and inventory personnel should be in frequent contact to ensure the most efficient handling of specimens. A copy of any written reports and field notes associated with the voucher specimens should accompany the collection.
The recommended repository for plants is the Royal BC Museum. The mandate of this institution includes "to collect, preserve and research the natural history of British Columbia" and has the required expertise to oversee the storage and management of biological collections and their related data.
The recommended repository for fungi is the Pacific Forestry Centre.
The University of British Columbia may also be used as a repository for some of the taxa considered in this manual if the Royal BC Museum or Pacific Forestry Centre does not need or want to store them.
Royal BC Museum |
Pacific Forestry Centre |
University of BC |
Chief, Natural History Collections, |
DAVFP, |
Herbarium Director, |
675 Belleville Street, |
Forest Pathology Herbarium |
6270 University Blvd., |
PO Box 9815 Stn Prov Gov't |
506 West Burnside Road, |
Vancouver, BC V6T 1Z4 |
Victoria, BC V8W 9W2 |
Victoria, BC V8Z 1M5 |
Note: Specimens may not be accepted by these repositories if they are not collected, prepared, labelled and contained properly (as set out in this manual and as per other specifications required by the collection manager), or if sufficient funds have not been allotted to cover the cost of storing and maintaining them.
The Royal BC Museum can provide curation services for voucher specimens. Specimen "curation" includes a) receipt of specimen and data, issue of Temporary Receipt Form; b) preservation of specimen; c) notification of Curator for designation of specimen; d) accession of specimen, notification to donor of accession number and designation; e) preparation of specimen, label(s) attached to all pieces; f) specimens stored in collection; g) full data on a computerized database.
The following curation rates are given as a guideline for estimating the cost of incorporating voucher specimens into the collections at the Royal BC Museum. Rates will vary with expertise of staff, complexity of identification, etc.
Only voucher specimens collected to the standards outlined herein will be stored at the Royal BC Museum. Such storage will be for a minimum period of five years or such time as is negotiated between the collecting agency and the Royal BC Museum. Beyond this "voucher storage period" some specimens may become part of the Royal BC Museum's permanent collection.
Storage of specimens at the Pacific Forestry Centre and the University of British Columbia should be discussed on a project-by-project basis.
As emphasized in the previous sections, specimens must be collected, prepared, labelled and contained properly to be accepted by the museum. For each taxon group you will find a section that describes the specific equipment required for preparing and storing specimens. It is very important that specified materials are used as this will ensure that specimens arrive at the museum in the appropriate form and will prevent re-doing specimens which wastes both time and money.
At first glance, it may seem a simple matter to deal with specimens from an inventory project. However, collection costs include not only the actual cost of collecting a specimen in the field, but the costs associated with preparing, storing and maintaining the collection. All these elements must be considered when making a budget. Please see sections 3.5 and 4.5 for more details.
Note: