1. ICRAF GENEBANK BARCODING AND IT IMPLEMENTATION PLAN by Alice Muchugi Zakayo Kinyanjui Simon Kang’ethe

2. Introduction
Rationale in implementing Barcoding/IT technology for Genebanks
The collections at the CGIAR Genebanks are large and growing, and so are the accompanying data and the immensity of the task at hand, necessitating optimal management of these data and information for Conservation and use of PGR under the International Treaty for Plant Genetic Resources for Food and Agriculture (ITPGRFA).
In preparedness for the implementation of barcoding technology, 3 ICRAF Genebank staff attended 3 training workshops in; Czech Republic, Germany and Ethiopia in As a result of these workshops, Barcoding implementation plan was developed. This was followed by another intensive training on Genebank Operations Advanced Learning (GOAL) Workshop held in Nairobi, Kenya and the use Barcoding technology was further emphasized to be an important component of the Genebank QMS as well as applicable in all genebank procedures. So far most of the barcoding technology has been procured and Marvin Seed analyzer and Zebra printer are already in use. The rest of the equipment are expected in the 4th week of January from which comprehensive implementation will take place in earnest.
Why barcoding technology
Barcoding is considered a good practice for modern and reliable genebanks.
Barcoding increases accuracy by reducing the likelihood of human errors from mislabeled germplasm
Barcoding increases efficiency and productivity by improving the monitoring and tracking of genebank processes.
Barcoding ensures uniform, universally understood data collection and timely processing since data is captured and relayed in real-time

3. ICRAF Genebank Barcoding equipment
Model
Hand held mobile computer
Motorola MC67NA Mobile Computer
Mobile printer
Zebra, ZQ520- Rugged Mobile Printer
Tablet computer
Zebra ET55- Tablet Computer
Printers
Zebra ZT Barcode Printer
Labels
Paper
Matt coated
Scanner
DS6707
Barcoding software
Zebradesigner

4. ICRAF Genebank procedures
The barcoding and IT technology is currently being applied in the following procedures
Procedure
Activities
Acquisition
Identification of priority AF tree species - based on distribution trends or/and partner requests (GRU Database reference) Seed collection/donation with partners Seed dispatch with signed MOUs, MTAs, PICs, import /export documents Seed reception including verification of passport data, species and health status, registration (identification with accession numbers)
Conservation (Seed extraction, cleaning, and drying)
Choice of seed extraction method based on the species/type of fruit Dry fruits – threshing, cracking, gentle pounding Wet fruits – soaking, fermentation, sieving in running water. Seed cleaning by sieving the remove adhering materials Dry seeds to low moisture content of 15%RH for orthodox seeds Conditions of drying and testing equipment are routinely monitored
Conservation (Seed testing, purity, viability, weight, characterization)
Conduct purity test to determine the proportion of pure seeds Germination test is the main viability test to determine the proportion of viable seed
10/18
Conduct the weight of 1000 seeds Seed description determines the morphological characteristics of the seed/seedling (size, shape and colour, images
Conservation (Seed storage)
Seed must meet 15%RH before storage Seed prepared for packing according to storage categories Long term storage (LTS) to be sent to LTS partners – 1600 seeds Medium term storage (MTS) to be stored at ICRAF seed bank – 2500 seeds Safety Duplicate Sample (SDS) to be sent to duplication institute- 500 seeds Seed for distribution to be stored at ICRAF seed bank – remainder of the seed Seed packed in aluminium pouches and sealed. Conditions of storage are periodically monitored
Regeneration (Multiplication)
Species/accessions selection Site selection Planting layouts Crop management at Muguga in collaboration with Kenya Forest Research Institute

5. ICRAF Genebank procedures Procedure Activities
Distribution
Seed request received at the genebank and entered into the database Seed availability check in the GRU database is done and requester informed when seed is not available. For local seed orders go to section 5 below For seed requests outside Kenya, the requester is requested to send plant import permit against the available seed. Once the import permit is received, the genebank requests for a phytosanitary/export certificate from KEPHIS. The cost of the permits and logistics are borne by the requester Seed packed, labeled and details filled in distribution form. For local seed orders go to section 6 below Seed presented to KEPHIS for issue of export permit Seed dispatch
Safety Duplication
Species/accession selection Contact/MOUs with duplication institute Seed preparation Seed dispatch
Characterization/Evaluation of material
Conduct the weight of 1000 seeds Seed description determines the morphological characteristics of the seed/seedling (size, shape and colour, images) Field Genebanks species characterization and evaluation
Plant Health (Virus indexing)
Isolation site Nursery management Testing by KEPHIS

6. Process Activities Equipment /services Implementation plan Acquisition
Current status
Acquisition
Improve data capture and uploading in the seed genebank and WCA field genebank by availing barcoding equipment and data templates
Tablets
Q1 of Equipment arrives in January. Roll-out barcoding plan put in place
mobile printers
Labels
Train field genebank staff on barcoding and online SMTA tools application
Training workshop
Planned for Q2 of 2017
Improve data quality by developing/applying data checking tools (e.g. Taxonomic data checker) as defined by Crop Trust and USDA-Genesys platform
Consultation services
On-going

7. Process Activities Equipment /services Implementation plan
Conservation
Organize barcoding start-up training
1 week training workshop
Implement barcoding of conservation activities
Hire 1 temp staff (4 months)
Regeneration
Integrate regeneration data module into GRU database
Consultation services
Implement barcoding system
2 tablets
2 mobile printers
5000 Field labels

8. ICRAF –GRU-GENEBANK BARCODING AND IT IMPLEMENTATION PLAN 2016-2017
Process
Activities
Equipment /services
Current status
Distribution
Introduce a barcoding workstation to capture distribution data at all stages
Automated electronic balance
1st Q of 2017
4th Q Barcode printer customized for printing labels and labels for Storage are being generated
Computer work station
Barcode printer
Characterization/evaluation
Avail seed characterization equipment (size, shape, surface area) eg. Marvin
Digital callipers with computer interface
Q Marvin equipment installed and seed characterization analysis in progress.
Marvin for seed determination of seed size, shape and surface area
NB/ Once all the barcoding equipment is received Genebank , ICT and knowledge management staff will hold an internal
Meeting to reinternalize the implementation plan.