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Only select aspects of the data in GG-CE are shared with external users (e.g. via Genesys).
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## Inventory
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# Inventory management
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TBD
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Genebank collection management primarily deals with what, in what form, how much, and where plant genetic resources **are physically** in the bank. We refer to this as **Inventory management**.
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The *documentation* about the material origin, performance and characteristics is crucial for effective utilization of PGR, and for the purposes of explaining GG-CE that is described below in the *"Passport and trait data"* section.
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## Passport and trait data
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The GG-CE database always maintains the current, up-to-date information about physical material that is stored as seed, *in vitro*, in the field, etc.
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This database mirrors the actual status of each individual seed packet, cryo tube or plant in the field.
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TBD
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GG-CE provides tools for technicians to update the database as they go about their daily work in the genebank: from acquisiton of new material, viability testing, to distribution of material to users.
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## Distribution
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## Monitoring the collection
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The (biological) material in genebank collections **ages with time** and therefore requires routine monitoring so that appropriate actions are taken to keep sufficient amounts of material alive and healthy.
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Planning and prioritizing of monitoring activities relies on having access to the most recent and current information about collection state.
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Very commonly, there exists a large time-gap between data generation and capture (on paper), transcription to an electronic spreadsheet (Excel), and transfer to the central genebank database where the data is made accessible to all genebank staff.
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This gap makes it very difficult for data managers to verify and correct the data, and in turn effective planning of monitoring activities becomes impossible.
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Therefore, GG-CE provides tools that guide and support technicians during their routine oprations, like seed viability testing.
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Data capture is aligned with the process, which ensures data is correctly recorded, time-stamped and linked to the person who recorded the data.
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By reducing the time between data generation and its recording in the database, data validation and curation is simplified and improved.
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GG-CE enhances the validity and correctness of viability data.
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The availability of current, valid and correct data in GG-CE allows genebanks to prioritize and plan the activities required to keep the collection healthy, available and, most importantly, alive.
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## Barcoding the collection
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New material is added through acquisition, rejuvenation or regeneration of material, while distribution will reduce the quantity on hand when samples are sent to users.
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GG-CE relies on barcoding to uniquely identify each lot/batch/packet of material stored in the bank.
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Use of barcoding for every physical lot in the bank enables technicians to make accurate reference to the material they are handling, and the acquired data is always linked to the correct record in the database.
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Barcoding is absolutely essential and GG-CE comes with best-practice **label templates including barcodes** ready for use.
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GG-CE supports barcode scanning on mobiles, tablets and desktops.
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# Passport and trait data
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Accession **passport data** is critical for any collection. The time gap between receiving the material and recording the passport data in the database is the primary reason for low level of detail of documentation of material in the bank, since material is often given a new identifier.
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GG-CE support for the acquisition process ensures that key **indentifiers** are captured as soon as the material arrives at the genebank and passport data can more reliably be linked to the correct inventories.
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Curation and updating of passport data continues long after the acquisition itself, as the provider of material makes updated and curated information available (e.g. in [Genesys](https://www.genesys-pgr.org)).
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GG-CE enables genebanks to proceed with introduction processes while the data itself may not yet be available.
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## Trait data
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# Distribution
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TBD |
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