Organizing and classifying a collection.

[Diane56Victor]

My system is similar to the one Roberta described.
I use a spreadsheet using number and names. If a plant gets divided the new plant gets its own number then I make a 'relationship' note quoting the opposite plants number/s for both/all divisions and a few details about the action taken.
This way when I Iook at any one plant I can see the numbers of all divisions taken.

[MateoinLosAngeles]

Originally Posted by Roberta

I give every plant a unique number. Then the database has number, genus, grex or name . To record anything about a particular plant, I just jump to that number in the database (number on tag).

I saw some pretty awesome tags on photos of your plants featuring photos of the blooms and light information. I believe I saw these on one of your mediterranean terrestrials threads. Do you print them yourself or did they happen to come with those tags?

Also, which software do you use as your database, Excel?

I started a new job and my schedule is crazy, so I started to develop a color code using stickers and I have my watering scheduled by color groups. Trying to reduce the amount of decision making every day. Something I've noticed is that sometimes I completely forget what a given plant needs and there are some basics (light, watering, moisture level) that would be helpful to have on a tag! Especially if I don't have time go over to my computer and look through my notes (which are still unorganized). Considering getting a Dymo or Brother label printer.

[Roberta]

Hmmm... if the photos had attractive tags, those likely came from Tarzane Group - their tags show the flower, and basic culture info. My own tags are the plain ones that I write on (and my penmanship is pretty awful)

I use MS Access - I set up a database structure, and wrote a little app lots of years ago, had to revisit the code when Microsoft stopped supporting macros in Access. I have long ago forgotten the programming but it keeps on working. The reason for using Access is that a database lets one set up one-to-many relationships. A given plant will have one name, one date and one cost of purchase. But it has many bloomings, many pottings, and many photos. (I used to work in data management... so retired geeks are still geeks) Excel can certainly be set up to track your collection, but being basically "flat" managing those multiple data points for a given parameter can get messy. If you're not tracking history, less of an issue. Hint... if you want to track photos as part of the system, set up a folder for the actual photos, then put links in your database (whether Access or Excel or Word). If you try to save the photos themselves, jpegs get un-compressed and the file gets huge very fast.

[estación seca]

Originally Posted by MateoinLosAngeles

Did you go for numbers because there weren't enough letters in the alphabet? I've heard that's a common experience among orchid growers.

I don't know any hobbyists with more than 26 Phalaenopsis White Dream 'V3'.

[Roberta]

Originally Posted by estación seca

I don't know any hobbyists with more than 26 Phalaenopsis White Dream 'V3'.

Actually, I use numbers because they're unique, and there are lots of them... The number is the "key" that ties the relational database together. (You could use alpha if you want... it's the uniqueness that's important) So if I divide a plant, the division gets a new number - it refers to the specific plant. I may have more than one L. purpurata f. schusteriana, I have divisions, and plants from different sources (mature plants and maybe SBOE $7.50 show-special seedlings). They don't all bloom on the same date (or even same year, or even all survive), could get repotted at different times. As long as the plant is uniquely identified, it's easy to know which is which. (number written on the tag). Photos start with the plant number too. So easy to find.

Basic concept of relational database design... no "smart" keys - key should be completely independent of the information, don't try to use names, etc. for that purpose.

[MateoinLosAngeles]

Originally Posted by estación seca

I don't know any hobbyists with more than 26 Phalaenopsis White Dream 'V3'.

Actually, that comment was meant as a little sarcastic joke. Because, indeed, it's not a common experience to have more than 26 of any given plant

However, I will say that I got into a little bit of hybridizing during this blooming season and seedpods are forming! If I'm successful, I'll definitely be able to have more than 26 of any given cross... as if I had space for that!

---------- Post added at 10:14 AM ---------- Previous post was at 10:09 AM ----------

Originally Posted by Roberta

Basic concept of relational database design... no "smart" keys - key should be completely independent of the information, don't try to use names, etc. for that purpose.

For divisions, do you keep record of the individual mother plant as well? Say that you type "1234" in the database, and it's a division, would the file include that it's a division of "1233?" I guess I'm asking because this would be helpful if you have some duplicated specimens and one is virused or dies off for whatever reason, could give clues on whether the division could benefit from testing. Or if the division tests negative, it could help identify the time frame in which the plant was infected and maybe do a little forensic tracing into how that happened

[Roberta]

Originally Posted by MateoinLosAngeles

For divisions, do you keep record of the individual mother plant as well? Say that you type "1234" in the database, and it's a division, would the file include that it's a division of "1233?" I guess I'm asking because this would be helpful if you have some duplicated specimens and one is virused or dies off for whatever reason, could give clues on whether the division could benefit from testing. Or if the division tests negative, it could help identify the time frame in which the plant was infected and maybe do a little forensic tracing into how that happened

If I divide a plant, the individual pieces get their own numbers. I have a "source" field, where I can put a vendor name, or the number of the original plant. Lots of ways that you can handle this. In notes, or a completely different field, whatever works for you. (the advantage of designing your own database, you capture what is important to you) For instance, if I put the source plant number in "source" I could then write a little query looking for the original number in Source, which will return a list of all of the divisions. Could then be enhanced by including date of the division (in case you divide it more than once, which definitely happens with very vigorous plants) You could also include a field for plants removed for any reason (I have "check" field for those removed, and a Comments field for the "why" - died, given away, donated, etc. Early on I deleted the removed plants, but ran into the issue that I had photos, where the info was still useful. So with the "removed" flag I can filter those out, and still have the information when I want it.

If you are hybridizing and have a bunch of newly-deflasked seedlings, you might wait to assign the numbers to individuals, because they won't all survive, no point in creating clutter. It's your system, you can do what makes sense for a particular situation.