SEED BANK DATABASES

During the last 10–15 years computer techniques have been increasingly utilized within the field of seed supply through establishment of database systems for seed management at seed centres. Simultaneously database systems have been developed for forest planning, silvicultural research etc. Many database systems are utilitized by projects in developing countries.

At its Seventh Session in Rome, December 1989, the FAO Panel of Experts on Forest Gene Resources “requested FAO to make available, for use in developing countries, optional but compatible software packages for seed centres....”

At present, comprehensive seed bank management systems have been established and utilized for supply of seed to developing countries by the following four institutions: Commonwealth Scientific and Industrial Research Organization (CSIRO), Australia; DANIDA Forest Seed Centre (DFSC), Denmark; Centre Technique Forestier Tropical (CTFT), France; and Oxford Forestry Institute (OFI), United Kingdom.

At the request of FAO's Forestry Department, representatives from the four institutions listed above, FAO and IUFRO/Special Programme for Developing Countries met in July 1990 in Oxford to discuss possible coordination in the development of seed bank database management systems. It was agreed that the four existing systems examined in the meeting are based on very similar principles, however, they are not presently mutually compatible.

At present only limited transfer of data takes place, limiting the needs for compatibility. The meeting recommended a “minimum dataset”¹ for seed bank management systems, and it was decided to publish a brief article on each system, in order to increase awareness on the possibilities of the four systems. These articles are reproduced below.

For more information, please contact CSIRO, DFSC, CTFT and OFI directly (see respective addresses in the articles).

¹ Can be obtained from FAO, Forest Resources Division, Rome, Italy.

THE ISIS DATABASE - INTERNATIONAL SEED INFORMATION SYSTEM¹

by

Denis Filer
Oxford Forestry Institute
University of Oxford
South Parks Road
Oxford OX1 3RB, U.K.

INTRODUCTION AND DEVELOPMENT HISTORY

ISIS is a comprehensive microcomputer seed bank database management system.

Computerized seed management began at the OFI in 1985 with the establishment of the SISTEM database. SISTEM (Species Information, Seed, Trials and Environment data Management) was created to manage the OFI international tropical tree improvement and forest genetics research programme (see Barnes, 1988; Filer, 1988a; Filer, 1989). The seed handling components of SISTEM were designed to log a wide range of information on bulk and individual tree seed lots and to relate this data to a broad spectrum of forest genetics research activities.

In 1988, SISTEM was installed at the national seed bank in Honduras. Numerous seed management functions were added to cater for their special requirements including facilities to log seed extraction and cleaning; to record seed certification categories; to process a wider range of seed test results; to monitor financial transactions and print commercial invoices (Filer, 1988b).

In 1989, the UK Forestry Commission decided to computerize their central UK seed store operations at Alice Holt in Surrey. Funds were made available to support a complete upgrading of the SISTEM seed handling components. The new seed management system thus created, now separated from SISTEM, was named ISIS (Filer and Greenwood, in prep.).

The development of ISIS has been funded by the UK Overseas Development Administration (ODA) and the UK Forestry Commission.

THE TRANSFER OF MANAGEMENT TECHNIQUES

Seed information is a vital component of forestry and forest development work. Frequently, documentation on seed source, genetic history, quality and availability is poor. This lack of information, at the very base of forestry programmes, diminishes the potential of forestry activities at all levels. The value of the seed for local or national use is reduced and there is less likelihood of it being accepted for international trade.

Strengthening seed banks can result in tangible financial benefits including decreased foreign exchange costs and increased foreign exchange earnings (Brouard et al, 1990). However, the major gain from improving seed documentation must be the long term progressive upgrading of the physical and genetic quality of seed used in national planting schemes.

Embodied within ISIS is a methodology of seed bank management that has been developed using the experience, terminology and management practices of both commercial seed banks and forestry research programmes. Techniques used in developed and developing countries covering a wide range of latitudes and seed types have been incorporated. Thus, in addition to providing seed banks with a structured data storage and retrieval system using the latest database technology, ISIS can be used as a vehicle to disseminate established and tested seed bank management practices and methodology.

SYSTEM OVERVIEW

The ISIS package comprises the database system itself; hardware recommendations; installation instructions; and a tutorial guide. Training courses can be organized by arrangement. Installation is simple and no further software is needed to run the programme. The entire database occupies approximately 2.5 megabytes of disk space although the volume of disk space required rises as data entry proceeds. In 2 years of operation at the UK Forestry Commission central seed store, ISIS has grown to occupy less than 4 megabytes of disk space.

Data is accessed for update and reporting by selecting choices from sequential screen menus that divide the database into logical operation areas. All text is held in the ISIS language files. These can be translated into any language. English and Spanish versions are currently available. From a configuration menu, it is possible to customize many functions. A password system is used to assign full or limited database access.

Hardware requirements: an IBM compatible microcomputer (colour screen is recommended) with a minimum of 640K RAM (additional RAM will improve ISIS operation speed); a hard disk of at least 20 megabytes; and a standard printer.

The salient operational functions of ISIS, summarized below, are to:

• store and process passport and collection information on bulk and individual tree seed lots. ISIS permits the use of local certification schemes based on international systems. The default system follows that of the UK Forestry Commission;

• monitor seed extraction, processing, cleaning, physical stock takes and seed bulking activities;

• record all seed test data including germination, purity, moisture content and weight determination tests and calculate final test results. Test calculation facilities can be by-passed for direct entry of final results. Viability results can be used to calculate recommended sowing densities. Seed test functions follow ISTA regulations and guidelines;

• provide a complete seed stock control system (reservation, substitution, ticketing, customer acknowledgement and invoicing). All national and international, internal and private seed movements are automatically logged;

• record species names with associated relevant information. This includes species quick retrieval codes, recommended seed treatments and sowing densities, bag packing weight limits and species tax status;

• provide comprehensive facilities for reporting on current stock availability by species or collection area and to print seed catalogues;

• generate reports on seed distribution including seed sales analysis for financial reporting;

• maintain customer or research collaborator names and addresses with associated information such as credit limits and reference numbers. Address groups can be stored for automatic mailing and label printing;

• store long term climate data to evaluate seed collection areas.

In addition to the routine management tasks itemized above, ISIS has been designed to facilitate seed information exchange and to encourage basic seed research activities.

For further information on ISIS and ISIS training courses, please contact the Oxford Forestry Institute (see address above).

REFERENCES

Barnes, R.D. 1988 Tropical forest genetics at the Oxford Forestry Institute, Commonwealth Forestry Review 67(3): 231–241.

Brouard, J.S., Burdette, M.M. & Constantino, L.F. 1990 SADCC Tree Seed Centre Network. SADCC Project 6.0.5. End of mission report.

Filer, D.L. 1988a A database for tree improvement and seed bank management: SISTEM. Commonwealth Forestry Review 67(3): 243–251.

Filer, D.L. 1988b The establishment of a seed and trial management system at ESNACIFOR, Honduras. A report to the UK Overseas Development Administration. 56 pp.

Filer, D.L. 1989 SISTEM, ISIS and BRAHMS: databases for tree improvement projects, seed bank management and botanical research. In: Breeding tropical trees. Proc. IUFRO Conference, Pattaya, Thailand, November, 1988. p. 461–464.

Filer, D.L. & Greenwood, E.M. (in prep). The installation and use of the ISIS database by the UK Forestry Commission.

¹ Manuscript received September 1990

AN OUTLINE OF “SEED BANK” A DATABASE SYSTEM DEVELOPED AND USED BY DANIDA FOREST SEED CENTRE, DENMARK¹

by
Anders P. Pedersen
Seed Section, DANIDA Forest Seed Centre
Krogerupvej 3A, DK-3050 Humlebaek, Denmark

BACKGROUND

The main objective of the DANIDA Forest Seed Centre (DFSC) is to promote supply, production and utilization of genetically and physiologically improved planting material for experimental and silvicultural use in developing countries (seed research, early tests or field trials; and seed stands, breeding populations, pilot plantations or gene conservation stands).

DEVELOPMENT OF A SEED ADMINISTRATION SYSTEM AT THE DFSC

From 1968 to 1984 a robust, flexible and universal loose leaf system (Viscard) was applied. In 1984, FAO provided funds to establish a database for the FAO Project on Genetic Resources of Arid and Semi-Arid Zone Arboreal Species for the Improvement of Rural Living (see FGRI 10 pp. 31– 33, FGRI 12 pp. 32– 35, FGRI 13 pp. 12– 17 and FGRI 16 pp. 2– 8). DFSC is storing and distributing seed within the framework of this project.

In order to enable management of the database using personal computers, a new system was developed from 1986–89 based on the software packages dBASE III and dBASE IV (Ashton-Tate products).

DATATYPES IN THE DATABASE

The “backbone” of the system is seven files for management of ORDERS, RESERVATIONS, CLIENTS, STOCK, SEED TEST DATA, COLLECTION DATA and SPECIES CODES - see Figure 1. The files can be permanently or temporarily updated or extended. They are linked by various programmes and codes, such as a CLIENT CODE linking the CLIENTS file to RESERVATIONS and ORDERS files. Seedlots which become exhausted, can be cancelled from the STOCK, while the COLLECTION DATA and SEED TEST DATA is transferred to the files OLD SEED COLL. DATA and SEED TEST OLD DATA respectively. These files are used for statistical purposes. Data is also transferred to these files when it is replaced by updated data in the main files.

The system files contain following inputs:

FILE

OUTPUTS

Utilization of dBASE IV provides comprehensive and flexible output possibilities. Updated stock lists and test data lists are standardized, but the user can, also obtain lists based on specific queries, through linking the database files according to chosen options. The lists can be transferred to other programmes such as WORDPERFECT, LOTUS 1–2–3, QUATIRO and PARADOX.

Examples:

1. Development in germination % over a range of years for all acacias stored by xx, listed alphabetically according to species name, and within each species according to date of test.

2. Available seedlots in Latin America reserved for gene conservation.

3. Available seedlots originating from at least 15 parent trees in areas of 450–900 mm annual precipitation below 600 m altitude. Germination should be more than 50 %. Classified according to precipitation, and within each precipitation class alphabetically according to owner.

HARDWARE REQUIREMENTS

Hardware requirements are as follows: MSDOS compatible personal computers with harddisc. dBASE IV must be installed occupying 2.8 megabytes. The subdirectory SEEDBANK, containing 25 programme files, requires an additional 0.1 megabytes.

IMPORT AND EXPORT PROCEDURES

When a new seedlot is received, the data of the seedlot is entered in the COLLECTION DATA file. The STOCK file is automatically updated.

When an order is received, invoice, confirmation (see Figure 2), packing lists and seed test data are printed. Again the STOCK - file is automatically updated.

Figure 1. Outline of the most essential database files

Figure 2. Example of a confirmation of an order from DFSC.

For further information please contact the DANIDA Forest Seed Centre (see address above).

¹ Abridged version of a manuscript received October 1990

THE DATABASE AT THE CTFT SEED LABORATORY¹

by
Guy Burillon, Division de biométrie, CIRAD-CTFT,
45bis, Avenue de la Belle Gabrielle, 94736 Nogent-sur-Marne, Cédex, France

FUNCTIONS OF THE CTFT SEED LABORATORY.

The CTFT Seed Laboratory at Nogent-sur-Marne is a specialized service established to store and distribute seeds. The laboratory is managed in close collaboration with units responsible for silvicultural research, which allows assessment of the performance of the different seedlots/provenances in the field.

The laboratory receives seeds of different species and provenances. The seeds are always from well identified sources, specifying whether they represent a provenance or single trees. If from single trees, a representative provenance sample (mixing individual tree seedlots) can be made up at the Seed Laboratory, if required.

At the Laboratory, the seeds are treated (insecticide etc.) in order to allow storage at strictly controlled temperature and moisture levels. The seeds are stored on shelves, and the location recorded.

Each seedlot is identified with a 6 digit code followed by the letter “N” (for Nogent). Two digits in the code indicate the year the lot was received. The remaining four digits comprise a sequential number (see Figure 1).

The caracteristics of each seedlot, namely: species, genus, provenance, name of supplier, the number of parent trees etc… are recorded on micro-computer, and the complete information file accompagnying and describing the seedlot is stored in computer files.

The codes of the provenances in the seed files and in the silvicultural database are identical; this allows combination and comparison of information on seedlots and silvicultural data.

At arrival, each seedlot is subject to a number of tests in order to estimate the initial level of germination and moisture content. Subsequently additional tests are carried out to follow development of the germination % in the stored seed. Results of these tests are recorded on micro-computer.

On request, the laboratory can supply seeds for silvicultural trials and other uses. A despanch form printed on micro-computer summarizes the caracteristics of the seedlot, and conveys information such as the species, the provenance, caracteristics of the geographical localization, germination %, and recommended treatment for enhancing germination (see Figure 1).

Automatic updating of the files enables immediate information retrieval on the size of available stocks.

DETAILS ON THE DATABASE SYSTEM

The system is based on the following data files:

Figure 1. Example on information provided with seedlots at despatch:

Pretreatment of seeds before sowing:

PROSOPIS JULIFLORA (SYN. CHILENSIS)         ADD BOILING WATER TO THE SEEDS. ALLOW TO COOL BEFORE SOWING.

Figure 2. Diagram of the functions of the database

The data oulined above can be utilized as entries to the system. The various programmes permit users reading-access to the data, in print or on the screen. Multi-criterial search can be carried out covering several files.

HARDWARE REQUIREMENTS

The programmes (about sixty) are based on the standard programme dBASE III and require an IBM PC compatible micro-computer with 512 kilobytes memory and harddisk (the whole system including programmes, data files, dBASE software and operational system occupies 5– 6 megabytes).

The programme is compatible with all types of dBASE and can easily be installed on other computers.

CONNECTIONS TO OTHER SYSTEMS

Data can be transferred to or from other systems based on dBASE.

For further information please contact CIRAD/CTFT (see address above).

¹ Abridged version of a manuscript received October 1990 (Original: French).

TREESEED - A MANAGEMENT SYSTEM FOR THE MAINTAINANCE OF TREE SEED COLLECTIONS

CSIRO Division of Forest Research
P.O. Box 4008, Canberra A.C.T. 2600, Australia ¹

TREESEED is a database management system, used principally by the Australian Tree Seed Centre, for the storage of seed information and accounting options. It has a potentially wide range of other uses and can easily be adapted to other seed inventory systems. The programme, is based on the standard software package dBASE III.

USER

This programme is designed for use by micro-computers in the management of seed stores where provenance information and mother tree details are regularly recorded. The programme is easy to use and has been designed particularly for those not familiar with computers.

OPERATIONS

Seed data such as species name, locality of collection, weight of seed and its viability are stored, as are details of transactions with customers.

Names of customers, countries, species and sponsor for despatch are accessed by codes.

Storage and manipulation of records of multiple collections of seed from different sets of trees at the same locality, are a feature of the programme. Records from single trees can also be stored.

When interrogating the database, search criteria (based on the fields included in the database) are selected by the user, output is given on the screen or printed.

DATA TYPES

The following databases are used by the programme (some versions do not contain all data types listed):

During the transaction procedure records are updated automatically. Despatch or consignment notes are prepared and printed during the transaction process (see Figure 1.). There is also an option to delay despatch note production.

Backup procedures are also a feature. All files are transferred to floppy disks (1.2 megabytes or 360 kilobytes) using instructions presented by the programme on the screen. There is also a facility where all files may be restored from the backup floppy to the hard disk.

Hardware and software requirements

Figure 1. Example of consignment/despatch note.

For further information please contact CSIRO (see address above).

¹ This note is based on a the leaflet “TREESEED Version 1.0” and the publication “TREESEED. A Computer Software Manual”, DFR user series no. 14, by P. Martensz (CSIRO), 1987. Two updates from 1989 (April and May) have also been taken into account.

² Each country has been placed into two zones, a major zone and a detailed zone.