MINIMUM MULTI-CROP PASSPORT DESCRIPTORS
VERSION DECEMBER 2001

FAO/IPGRI MULTI-CROP PASSPORT DESCRIPTORS December 2001

1. Institute code (INSTCODE)

Code of the institute where the accession is maintained. The codes consist of the 3-letter ISO 3166 country code of the country where the institute is located plus a number. The current set of Institute Codes is available from the FAO website http://apps3.fao.org/wiews/

2. Accession number (ACCENUMB)

This number serves as a unique identifier for accessions within a genebank collection, and is assigned when a sample is entered into the genebank collection.

11. Accession name (ACCENAME)

Either a registered or other formal designation given to the accession. First letter uppercase. Multiple names separated with semicolon without space. For example: Rheinische Vorgebirgstrauben;Emma;Avlon

10. Common crop name (CROPNAME)

Name of the crop in colloquial language, preferably English (i.e. 'malting barley’, 'cauliflower', or 'white cabbage')

5. Genus (GENUS)

Genus name for taxon. Initial uppercase letter required.

6. Species (SPECIES)

Specific epithet portion of the scientific name in lowercase letters. Following abbreviation is allowed: ‘sp.’

7. Species authority (SPAUTHOR)

Provide the authority for the species name.

8. Subtaxa (SUBTAXA)

Subtaxa can be used to store any additional taxonomic identifier. Following abbreviations are allowed: ‘subsp.’ (for subspecies); ‘convar.’ (for convariety); ‘var.’ (for variety); ‘f.’ (for form).

9. Subtaxa authority (SUBTAUTHOR)

Provide the subtaxa authority at the most detailed taxonomic level.

23. Donor institute code (DONORCODE)

Code for the donor institute. Follows INSTCODE standard.

24. Donor accession number (DONORNUMB)

Number assigned to an accession by the donor. Follows ACCENUMB standard.

25. Other identification (numbers) associated with the accession (OTHERNUMB)

Any other identification (numbers) known to exist in other collections for this accession. Use the following system: INSTCODE:ACCENUMB;INSTCODE:ACCENUMB;… INSTCODE and ACCENUMB follow the standard described above and are separated by a colon. Pairs of INSTCODE and ACCENUMB are separated by a semicolon without space. When the institute is not known, the number should be preceded by a colon.

13. Country of origin (ORIGCTY)

Code of the country in which the sample was originally collected. Use the 3-letter ISO 3166-1 extended country codes.

20. Biological status of accession (SAMPSTAT)

The coding scheme proposed can be used at 3 different levels of detail: either by using the general codes (in boldface) such as 100, 200, 300, 400 or by using the more specific codes such as 110, 120 etc.

12. Acquisition date [YYYYMMDD] (ACQDATE)

Date on which the accession entered the collection where YYYY is the year, MM is the month and DD is the day. Missing data (MM or DD) should be indicated with hyphens. Leading zeros are required.

3. Collecting number (COLLNUMB)

Original number assigned by the collector(s) of the sample, normally composed of the name or initials of the collector(s) followed by a number. This number is essential for identifying duplicates held in different collections.

4. Collecting institute code (COLLCODE)

Code of the Institute collecting the sample. If the holding institute has collected the material, the collecting institute code (COLLCODE) should be the same as the holding institute code (INSTCODE). Follows INSTCODE standard.

14. Location of collecting site (COLLSITE)

Location information below the country level that describes where the accession was collected. This might include the distance in kilometres and direction from the nearest town, village or map grid reference point, (e.g. 7 km south of Curitiba in the state of Parana).

18. Collecting date of sample [YYYYMMDD] (COLLDATE)

Collecting date of the sample where YYYY is the year, MM is the month and DD is the day. Missing data (MM or DD) should be indicated with hyphens. Leading zeros are required.

22. Collecting/acquisition source (COLLSRC)

The coding scheme proposed can be used at 2 different levels of detail: either by using the general codes (in boldface) such as 10, 20, 30, 40 or by using the more specific codes such as 11, 12 etc.

10) Wild habitat

• 11) Forest/woodland
• 12) Shrubland
• 13) Grassland
• 15) Aquatic habitat

20) Farm or cultivated habitat

• 21) Field
• 22) Orchard
• 23) Backyard, kitchen or home garden (urban, peri-urban or rural)
• 24) Fallow land
• 25) Pasture
• 26) Farm store
• 27) Threshing floor
• 28) Park

30) Market or shop

40) Institute, Experimental station, Research organization, Genebank

50) Seed company

60) Weedy, disturbed or ruderal habitat

• 61) Roadside
• 62) Field margin

99) Other (Elaborate in REMARKS field)

15. Latitude of collecting site1 (LATITUDE)

Degree (2 digits) minutes (2 digits), and seconds (2 digits) followed by N (North) or S (South) (e.g. 103020S). Every missing digit (minutes or seconds) should be indicated with a hyphen. Leading zeros are required (e.g. 10----S; 011530N; 4531--S).

16. Longitude of collecting site1 (LONGITUDE)

Degree (3 digits), minutes (2 digits), and seconds (2 digits) followed by E (East) or W (West) (e.g. 0762510W). Every missing digit (minutes or seconds) should be indicated with a hyphen. Leading zeros are required (e.g. 076----W).

1 To convert from longitude and latitude in degrees (º), minutes ('), seconds (''), and a hemisphere (North or South and East or West) to decimal degrees, the following formula should be used: dº m' s'' = h * (d + m / 60 + s / 3600) where h = 1 for the Northern and Easter hemisphere and -1 for the Southern and Western hemisphere i.e. 30º30'0'' S = -30.5 and 30º15'55'' N = 30.265.

17. Elevation of collecting site [m asl] (ELEVATION)

Elevation of collecting site expressed in metres above sea level. Negative values are allowed.

19. Breeding institute code (BREDCODE)

Institute code of the institute that has bred the material. If the holding institute has bred the material, the breeding institute code (BREDCODE) should be the same as the holding institute code (INSTCODE). Follows INSTCODE standard.

21. Ancestral data (ANCEST)

Information about either pedigree or other description of ancestral information (i.e. parent variety in case of mutant or selection). For example a pedigree 'Hanna/7*Atlas//Turk/8*Atlas' or a description 'mutation found in Hanna', 'selection from Irene' or 'cross involving amongst others Hanna and Irene'.

26. Location of safety duplicates (DUPLSITE)

Code of the institute where a safety duplicate of the accession is maintained. Follows INSTCODE standard.

27. Type of germplasm storage (STORAGE)

If germplasm is maintained under different types of storage, multiple choices are allowed, separated by a semicolon (e.g. 20;30). (Refer to FAO/IPGRI Genebank Standards 1994 for details on storage type.)

• 10) Seed collection
• 11) Short term
• 12) Medium term
• 13) Long term
• 20) Field collection
• 30) In vitro collection (Slow growth)
• 40) Cryopreserved collection
• 99) Other (elaborate in REMARKS field)

28. Remarks (REMARKS)

The remarks field is used to add notes or to elaborate on descriptors with value 99 or 999 (=Other). Prefix remarks with the field name they refer to and a colon (e.g. COLLSRC:roadside). Separate remarks referring to different fields are separated by semicolons without space.