Accession Intake

Create New Accession

Document landrace cannabis populations for long-term conservation.

⚠️ Read this before creating an accession

   1. Search for existing entries first:
   * Check if this population/field is already documented
   * Use Search to look for location names, collector names, dates
   * Avoid creating duplicates - it's better to add to an existing entry

   2. Understand what makes a unique accession:
   * Each accession = ONE collection event from ONE specific location on ONE date
   * Same field, different years = different accessions
   * Same year, different fields = different accessions  
   * General population vs specific plant selection = different accessions

   3. Know your tier level (handled automatically in the form):
   * Tier 1 (Essential): Minimum viable documentation – GPS, date, basic provenance
   * Tier 2 (Enhanced): Scientific utility – botanical descriptions, cultural context
   * Tier 3 (Research Grade): Publication-ready – lab results, comprehensive preservation

Naming convention (critical)

Good names prevent duplicate accessions and keep the hierarchy usable.

Use descriptive names that uniquely identify the collection:

         ✅ Recommended

GOOD NAMES

2023 Atolang General Population
2024 Malana Village Selection #3
Kut Bak 2022 November Collection
Parvati Valley Point of Origin 2023
Mae Hong Son Highland Seeds 2024-03

         Why good: Specific location, year/date, collection type

         ❌ Avoid

BAD NAMES

Thai Landrace
Indian Strain
Colombian
Himalayan #2
Local Variety

         Why bad: Too generic, no date, no specific location, will cause duplicates

Naming formula

     [Year] [Specific Location] [Collection Type/Details]

       e.g. 2024 Malana Village General Population

Documentation tiers

All accessions start at Tier 1. Extra fields in the form push them toward Tier 2 and Tier 3.

     <details open class="tier-box tier-1">
       <summary>
         Tier 1
         Essential field collection
         (≈ 46 fields)
       </summary>

Required for ANY accession:

Accession ID (formal identifier)
Collection date
GPS coordinates + elevation
Complete geographic hierarchy (country → province → locality)
Growing region → Appellation → Field
Collector name
Collection method (seeds/cuttings/tissue)
Sample size
Traditional local name
Classification (Landrace/Feral/Other)
Basic conservation assessment
Photo evidence (minimum: whole plant + inflorescences + habitat)

⚠️ If you don't have this minimum data, don't create the accession yet. Gather more information first.

     </details>

     <details class="tier-box tier-2">
       <summary>
         Tier 2
         Enhanced scientific documentation
         (≈ 98 additional fields)
       </summary>

Adds scientific utility:

Detailed botanical descriptions (plant height, leaf shape, flowering traits)
Environmental context (climate, soil, associated flora)
Cultural uses and traditional practices
Cultivation methods and farmer practices
Detailed conservation threat assessments
Extended photographic documentation

Complete when: Conducting research, writing reports, building comprehensive databases.

     </details>

     <details class="tier-box tier-3">
       <summary>
         Tier 3
         Research-grade documentation
         (≈ 83 additional fields)
       </summary>

Publication-ready with lab results:

Complete cannabinoid profile (THC, CBD, CBG, CBN, CBC, THCV, CBDV)
Complete terpene profile (10+ terpenes)
Genetic analysis results
Laboratory reports and dates
Detailed preservation status (seed banks, tissue culture)
Material transfer agreements
Literature references and citations
Complete research priorities

Complete when: Working with research institutions, publishing papers, or formal conservation programs.

     </details>

Common mistakes to avoid

If you catch these before saving, you save yourself clean-up later.

❌ Creating “placeholder” entries

         Don't create an accession just because you heard about a location. Wait until you have actual samples and data.

❌ Using only generic location names

         "Colombian Gold" or "Thai Stick" are not specific enough. You need: specific village/field + year + collector.

❌ Mixing multiple collection events

         Each accession = one collection event. If you collected from the same field in 2023 and 2024, create two separate accessions.

❌ Skipping required Tier 1 fields

         If you don't have GPS coordinates, collection date, or collector name, the entry is not valid. Gather this information before creating the accession.

❌ Creating duplicates instead of searching

         ALWAYS search first. Multiple entries for the same collection creates chaos in the database.

Best practices when filling the form

These keep the database usable for you and everyone else later.

✅

         Fill out what you know, skip what you don't.
         Don't guess or make up data.

✅

         You can always add more later.
         Start with Tier 1, then upgrade to Tier 2/3 as you gather more data.

✅

         Use consistent formatting.
         Dates as YYYY-MM-DD, coordinates as decimal degrees.

✅

         Document your sources.
         Record who you talked to and where information came from.

✅

         Take photos in the field.
         Photo documentation is crucial for verification.

✅

         Preserve GPS metadata in photos.
         Don't strip EXIF data from field photos.

Ready to create an accession?

Start by choosing a clear page name. [Year] [Specific Location] [Collection Type]

       📋 Tip: If a page with that name already exists, you'll be taken to edit that existing accession instead of creating a duplicate.

   Need help?
   Full documentation • Search existing accessions • Browse by property