Institutional Collection: Register an Institutional Collection

Use the form below to register your collections that are associated with an institution.

Collections are groups of samples or specimens that are cataloged under the same numbering system. Collections may be organized in many ways; common organization schemes include taxonomically, departmentally, or by principal collector. Commonly, each collection within an institution has its own catalog numbering system should be registered as a separate collection using this page.

Collections are organized under an institution. You must have already registered your institution before you can register your collections. Once the institution record has been created and published you may begin entering collections.

Fields marked with red asterisks (*) are required.

Information about the Collection

Enter the institution with which the collection is associated.

To select an institution, begin typing the name into the box and possible matches will appear. If the institution does not appear in the autocomplete list, DO NOT ENTER ANYTHING FOR THIS FIELD. Institutions must be registered before collections are registered.

To create an institution record, visit the Register an Institution page and then return to register your collection.

Enter the name of the collection.

Enter the code for the collection.

CollectionCodes must be unique within the institution and should be short alphabetic codes. If the collection is listed in other databases or cited in literature, we encourage the re-use of those codes.


Project Collections are those that are housed at the institution, though are not part of the formal collections or are supported by non-institutional means/methods.
Institutional Collections are those that are accessioned into formal collections within the institution.
Identify if the collection is currently active or inactive.
Only use “Inactive” if the collection is inaccessible or has been redistributed to other collections/institutions, or if the CollectionCode has been retired. Additionally, use the Collection Description field below to explain the details regarding the “Inactive” collection status.
Use the controlled vocabulary to describe the primary specimen/sample content of this collection.
Choose as many values as apply. To filter the list, begin typing into the box.
Use the controlled vocabulary to describe the primary preservation type of the specimens/samples and storage environment of the collection.
Choose as many values as apply. To filter the list, begin typing into the box.

Filtered HTML

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Plain text

  • No HTML tags allowed.
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Enter any other descriptive information about the collection that is relevant or important. Use this field to record any instances of renaming or recoding that may have occurred over the life of the collection. If the collection has been renamed or another collections have been absorbed or merged, include a link to the “Inactive” registry record to allow for continued connectivity between the prior and current collections.

Describe the access eligibility and rules of the collection.

This may include rules on loans, on-site visitation, data use, etc. If the collection is currently not available to the public, please note that as well.

Collection's Mailing Address

This is the primary address for the collection.

Provide as much detail as is necessary in the three address lines (e.g., if you use Address 1 for the institution name including any additional organizational structure, use Address 2 & 3 for the street address).

Collection's Primary Contact

Select a primary contact for the institution.This person is commonly the registrar or director of collections. The primary contact will receive notifications when information on this institution’s record is changed.

To select a primary contact, begin typing their name into the box and possible matches will appear. If the name does not appear in the autocomplete list, DO NOT ENTER ANYTHING FOR THIS FIELD. Instead, use the “Register a Staff Member” link below to create a new record.

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