Introduction to the UBC Botanical Garden Accession System

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Introduction to theUBC Botanical Garden
Accession System
Sinocalycanthus chinensis. Photo by Bruce
Macdonald

• Presentation created by Daniel Mosquin

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Overview

• Accessions
• What is an accession?
• Benefits of accessioning.
• Process of accessioning.
• Label Creation
• Computer Record Keeping
• Future of Accessioning at the Garden

Clematis chiisanensis Lemon Bells
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Definition Botanical Garden

• A botanical garden is a scientific garden with a
  focus on wild collections.
• Information about plants in the collection must
  be accurately documented to be scientifically
  valuable. This is done through the process of
  accessioning.

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What is an Accession?

• A plant or group of similar plants received from
  a single source at a single time.
• Each accession is assigned a unique accession
  number.

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Example Accession Number

• 35425-0653-2000

Unique ID
Source Code
Year of Receipt
Digitalis obscura L.
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Benefits of Accessioning

• Communication
• Increased scientific value
• Increased ability to judge horticultural value of
  plant
• Ease of sharing information between institutions

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The Process of Accessioning

• Who is involved?
• Curator of Garden Component
• Curator of Collections
• Nursery Manager
• Accessions Technician

Abies magnifica
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The Process of Accessioning

• Plant material is selected, approved and ordered
• Plant material is received either ready for
  planting in the garden or requiring germination /
  tending at the nursery
• Plant material is accessioned when survival is
  reasonably assured

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The Process of Accessioning
UBC Botanical Garden Accession Form
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The Process of Accessioning

• Information is entered and stored in a plant
  records database
• Labels are generated and assigned
• Forms are stored as both a physical record and
  working copy

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Label Types

• Three main types of labels
• Alpine Display
• Accession Tags (Hang Tags)
• Display

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Label Types
Display
Alpine Display
Accession Tag
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Label Creation

• Label text is generated from plant records
  database to ensure accuracy
• Label text is laser engraved onto aluminum sheets
  using laser engraver donated by FOGs in 2001.
• Labels are cut, distributed, and posted

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Computer Record Keeping

• Plant records database BGAS3
• Works on desktop computer
• More comprehensive than previous generations of
  BGAS
• Ability to generate reports

Magnolia sieboldii
Photo by G. Straley
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Computer Record Keeping

• Problems with BGAS3
• Accessible by only two people
• Not able to directly link it to Internet
• Not expandable
• Not able to directly link it to other files such
  as digital photos, plant introduction documents,
  scans of plant material, etc.

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Future of Accessioning at the Garden

• Computerized Accession Forms
• Streamlined Label-Making Process
• Bar Coding
• New Internet-friendly Database
• Expansion of accessibility millions-fold
• Ability to link to images and documents
• Expandable to meet future needs

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Summary

• An accession is a plant or group of similar
  plants received from a single source at a single
  time. Accessioning maintains the scientific
  validity of the garden, through the cooperative
  efforts of garden staff and FOGs.