Living Collections Toolkit

Good record keeping and plant labelling are important in the scientific function of botanic gardens. By accurately mapping and recording plant data the collection can be used by researchers and the public to increase their plant knowledge. Record keeping does not need to be complex, but there are certain minimum requirements that should be met, especially for Specialist and Thematic collections.

Record keeping should be based around an “Accession Number” that can be used to track a particular plant or group of plants accurately and easily. Each individually sourced and planted taxa will have its own accession number. For example, a single Wollemi pine may have its own accession number. A group of 15 wild collected Chrysocephalum appiculatum collected from the same source and planted on the same day may share a single accession number as each plant in that group shares a single set of scientific data. An additional 15 Chrysocephalum appiculatum collected from a different location, but planted on the same day would have a different accession number. Short term plantings such as bedding displays or meadows are not usually accessioned.

For a large, inner city botanic gardens (Tier 4) all new plants going into the landscape would be accessioned. For some of the larger gardens, such as Royal Botanic Gardens Victoria, this has been happening for many decades, meaning virtually all plants in the gardens are accessioned. For smaller gardens, especially those in Tier 1 and 2, only the Specialist and Thematic collections may be accessioned, although they may choose to keep records on their Display Collections and General Living Collection as well. Collections record keeping can be time consuming and requires a level of knowledge and training. Records are best kept electronically, and while an excel spreadsheet may be sufficient, plant records databases such as Hortis or IrisBG are the gold standard.

As a general rule, the more records that can be kept, the greater the value of the collection, but as for all collections if a garden can only keep records on one or two particular collections, and do it well, this is still of real value. Regularly uploading collections records to international databases such as PlantSearch increases the value of the collections for researchers across the globe.

What is the current status of your record management? Think about what records you currently keep on your plants and how they are recorded, updated and maintained. Provide a short description of your Garden’s current approach to record keeping and where it should be heading in the future.

This will help determine recommendations for managing your collections:

Develop a simple accession numbering system. A simple option is the year planted followed by a numeric number such as 2023-0001, 2023-0002 etc.
Develop a map of  with garden beds clearly labelled and grids on a numbering system for accurately keeping track of plant locations. Have a printed and laminated copy of the garden plan available in staff work areas for ready access.
Develop a map of  with garden beds clearly labelled. Use GIS equipment and software for accurately identifying the location of plants in the landscape. Have a printed and laminated copy of the garden plan available in staff work areas for ready access.
Develop a simple spreadsheet system to cover all the fields recommended below. Ensure this is stored safely and centrally for easy access by collections curators. 
Procure plant record keeping software such as Iris or Hortis and train the collections curator or a dedicated volunteer to use the software. For continuity ensure at least two staff members are familiar with and able to use the software.
At a minimum, keep records on the following:
  • Accession number
  • Plant taxa (minimum species, preferably down to cultivar, sub-species or form)
  • Provenance where known (especially for wild collected or network sourced stock, including specialist cultivars. General nursery stock should be listed as “garden origin”)
  • Location in the landscape. Be as specific as possible.
  • Date planted
  • Date lost (if known)
  • Notes to record any known issues which arise
  • Click edit to add more fields
Accession and record all new additions to the Specialist and Thematic collections. 
Accession and record all new additions to the General Living Collection of particular merit (metacollections, rare, botanically important etc.)
New accessions to include a simple aluminium or plastic tag fixed near the plant with the accession number. Ensure the labelling system is durable in the long term
Where resources allow, accession and record new additions to plants within the General Collection, especially those which are rare or unusual
Audit Specialist collections every 12 months and update the data base to reflect any losses or plant performance issues
Upload plant records to Plant Search every 2 years
Where resources allow, accession and add existing plantings to the plant records system, prioritising those that belong to the Specialist and Thematic collections or which are known to be rare or unusual

Maintain the existing accession numbering system [YOUR DESCRIPTION WILL GO HERE]

Develop a simple accession numbering system. A simple option is the year planted followed by a numeric number such as 2023-0001, 2023-0002 etc

Continue to use the current garden mapping system [YOUR DESCRIPTION WILL GO HERE]. Have a printed and laminated copy of the garden plan available in staff work areas for ready access.

Develop a map of with garden beds clearly labelled and grids on a numbering system for accurately keeping track of plant locations. Have a printed and laminated copy of the garden plan available in staff work areas for ready access
Develop a map of with garden beds clearly labelled. Use GIS equipment and software for accurately identifying the location of plants in the landscape. Have a printed and laminated copy of the garden plan in staff work areas for ready access. For continuity ensure at least two staff members are familiar with and able to use the GIS system
Expand the existing spreadsheet system to cover all the fields recommended below. Ensure this is stored safely and centrally for easy access by collections curators
Procure plant record keeping software such as Iris or Hortis and train the collections curator or a dedicated volunteer to use the software. For continuity ensure at least two staff members are familiar with and able to use the software
At a minimum, records are to be kept on the following:
  • Accession number
  • Plant taxa (minimum species, preferably down to cultivar, sub-species or form)
  • Provenance where known (especially for wild collected or network sourced stock, including specialist cultivars. General nursery stock should be listed as “garden origin”)
  • Location in the landscape. Be as specific as possible
  • Date planted
  • Date lost (if known)
  • Notes to record any known issues which arise
Accession and record all new additions to the Specialist and Thematic collections
Accession and record all new one of additions to the General Living Collection of particular merit (metacollections, rare, botanically important etc.)
Accession and record all new trees
New accessions to include a simple aluminium or plastic tag fixed near the plant with the accession number. Ensure the labelling system is durable in the long term
In stages, document and accession existing plantings in the Specialist collections
Where resources allow, accession and record new additions to Thematic Collections
In stages, accession and add existing plants in the General Living Collections (including Landscape displays) to the plant records system, prioritising those that are known to be rare or unusual
Audit Specialist collections every 12 months and update the data base to reflect any losses or plant performance issues
Upload plant records to Plant Search 12 months

Continue to use the current garden mapping system [YOUR DESCRIPTION WILL GO HERE]. Have a printed and laminated copy of the garden plan available in staff work areas for ready access.

Start using GIS equipment and software for accurately identifying the location of plants in the landscape. Have a printed and laminated copy of the garden plan in staff work areas for ready access. For continuity ensure at least two staff members are familiar with and able to use the GIS system

Continue to use the [DATABASE NAME WILL GO HERE] plant database system. For continuity ensure at least two staff members are familiar with and able to use the software

Procure plant record keeping software such as Iris or Hortis and train the collections curator or a dedicated volunteer to use the software. For continuity ensure at least two staff members are familiar with and able to use the software
Records are to be kept on the following:
  • Accession number
  • Plant taxa (minimum species, preferably down to cultivar, sub-species or form)
  • Provenance where known (especially for wild collected or network sourced stock, nursery stock should be listed as “garden origin”)
  • Location in the landscape. Be as specific as possible.
  • Date planted
  • Date lost (if known)
  • Notes to record any known issues which arise
Accession and record all new additions to Specialist, Thematic Collections and Landscape Displays
Accession and record all new additions to the General Living Collection of particular merit (metacollections, rare, botanically important etc.)
Accession and record all botanically important new additions to the General Living Collection
New accessions to include a simple aluminium or plastic tag fixed near the plant with the accession number. Ensure the labelling system is durable in the long term
In stages, document and accession existing plantings in the Specialist and Thematic Collections. Aim to document add editable field click to edit and add number plantings each year.
In stages, accession and add existing plants in the General Living Collections (including Landscape displays) to the plant records system, prioritising those that are known to be rare or unusual
Audit Specialist and Thematic Collections every 12 months and update the data base to reflect any losses or plant performance issues
Upload plant records to Plant Search 12 months