Unpacking and Assessing Incoming Material

• All incoming exchange and gift material should be frozen and thawed in accordance with the current FLAS fumigation policy.
• All paperwork received with and on the box should be retained for consideration when specimens are evaluated for being governed by import/export and other laws.
• Once the material is thawed it should be carefully unpacked. Care should be taken not to slice specimens near the top or edge of the box when opening the box with a sharp object.
• Open the specimen bundles. If a specimen count is marked on the bundle take note of the count.
• All specimens should be evaluated in connection with their potential of being governed by laws. Primarily laws of concern are CITES, federal and state endangered species and noxious weed regulations.
• Exchange and gift specimens should be counted separately and examined according to the following criteria:
  • Each collection number counts as one. Multiple sheets of the same collection are still considered one specimen.
  • Match count with invoice. If there is no invoice, summarize the count on a tally sheet.
  • Look for evidence of insect infestation.
  • Evaluate quality of specimens (fruiting, flowering, sterile only, etc.).
  • Inspect quality of labels: clearness of locations; archival paper and print. Watch for missing labels!
  • Overall selection of specimens. Are there a good variety of species and are specimens of the same species from divergent locations.
  • Watch carefully for duplicate specimens.
  • Consider the possibility that we may already have the same specimens in our collection. If this seems at all likely separate those specimens off so the collection can be checked for them.
  • Determine what needs to be done to ready specimens for mounting. Do labels need to be typed? Is everything provided so that the labels can be prepared (field notes)? Is the information clear and organized?
• Stack the specimens on cardboards and place a cover folder on top to protect the specimens. Tag the cardboards with “exchange from” or “gift from” and the correct acronym of the institution or the name of the person, date and count. The tags should be written on the end of 8½ × 11 paper folded in half lengthwise. Make notes as to what needs to be done.