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Purpose

The Ambrose Monell Collection for Molecular and Microbial Research adopts this collection policy to govern the accession, use, and storage of all materials housed in its collections. The aim of the collection is to store genetic specimens of as many species of organisms as possible, in order to increase research potential on a global scale within the American Museum of Natural History and to anticipate the needs of future generations at research institutions worldwide. Consistent with this aim, the following goals for the facility have been determined:

• To act as the central repository for frozen tissue and genetic materials for the American Museum of Natural History.

• To serve as a genetic resources depository for specimens donated by non-museum researchers and institutions.

• To promote an open policy of reciprocal tissue loans to similar institutions that maintain collections and promote specimen-based research.

• To accumulate significant holdings in those taxonomic groups and geographic areas appropriate to the research interests of the AMNH staff and the scholarly community around the world.

• To voucher biological materials used in genomic research.

• To accept existing collections of scientific value from institutions that can no longer provide adequate care, subject to availability of financial support and necessary staff resources.

General

The Curator-in-Charge of the Ambrose Monell Collection for Molecular and Microbial Research shall be responsible for legal compliance and implementation of Museum policies as they apply to the frozen tissue collection, as well as for the management of all staff working in the frozen tissue collection facility. The Curator-in-Charge shall report a synopsis of all acquisitions received and loans made during the relevant fiscal year as part of the annual summaries to the Provost and the appropriate Divisional Chairpersons.

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Acquisitions

1. General

For genetic analyses, tissues and their included polymers need to be collected and maintained in a biochemically active form. Freezing is considered to be the best available science for the preservation of biomolecules. The collection facility is therefore optimized around the archival of frozen tissues. We advocate minimally invasive preservation protocols, however buffered or fluid-preserved specimens collected for genetic research can also benefit from being maintained in the Monell cryo-collection. DNA isolates can also be deposited in the collection.

Tissues accepted for the museum's collections shall meet the following general conditions:

a) The specimens are relevant to and consistent with the purposes and activities of the Museum.

b) The Museum can provide for the storage and preservation of the specimens under conditions that ensure their availability and meet with professionally accepted standards for collection preservation.

c) It is intended that specimens shall remain in the collections as long as they retain their physical integrity and their relevance for the purposes of the Museum.

d) All specimens should be associated with full data, preferably involving a voucher specimen (generally a specimen housed in a research collection, or, as a last resort, photographs and/or digital images to be annotated and archived by the Museum; documentation may also include a field identification).

e) All acquisitions, whether obtained through direct collection in the field, gifts, loans, exchanges, or purchases, must be obtained legally and when appropriate must be accompanied by supporting documentation.

f) Specimens known or suspected to contain disease organisms of potential danger to humans or involving serious ethical issues of human research will not be accessioned into the collection without specific approval of the Provost.

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2. Approval

Acquisitions may have significant implications for storage and staff resources in the frozen tissue collection facility. All potential specimen acquisitions shall be brought to the attention of the Curator-in-Charge who, in consultation with the advisory committee, will be responsible for the final decision on whether or not to accept the specimens.

Tissue samples associated with voucher specimens which are formally accessioned into one of the traditional AMNH collections will normally be deemed to have been accessioned under the responsibility of the signatory division chair, which will be taken as sufficient evidence that the specimen(s) have been obtained legally. Documentation of such is assumed to be maintained in the division of origin. When questions arise as to the legality of the specimens being transferred, the question will be turned over to the Office of the Provost for review.

In the case of any proposed acquisition entailing certain restrictions on the Museum, as set out in the Museum's Collection Policy, the Curator-in-Charge shall bring the matter to the attention of the Provost and the President. The approval of the Provost and President shall be required for all acquisitions entailing a restriction on the Museum as to title, right of possession, care, loan, or other special restrictions, and all acquisitions requiring special expenditures.

In the case of any disagreement or conflict among the curatorial staff concerning accessions into the tissue collection, such disagreements will be brought to the attention of the provost's office if deemed necessary or not resolvable by the oversight committee.

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3. Accessioning Specimens

All tissue specimens that are acquired for the Monell Collection must be brought to the attention of the Curator-in-Charge of the Monell Collection or his delegate, who will be responsible to ensure that they are formally accessioned as Museum Specimens by the Museum registrar. No new specimens will be cataloged unless associated with a Museum accession number. The fact of the deposition of tissues into the Frozen Tissue Facility will be communicated to the Office of the Registrar so that appropriate notation can be made on the appropriate accession record.

In the case of tissue specimens not associated with an AMNH voucher that is already accessioned, these tissues will be accessioned into the Museum independent of wherever other parts of the specimens may be deposited. As part of the accession procedure, copies of all supporting documentation associated with the acquisition of the specimen, including collecting permits, import and export permits, customs forms, and relevant correspondence, will be retained in the office of the frozen tissue collection facility.

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4. Undocumented Specimens

In accordance with the Museum's general Collection Policy, the frozen tissue collection may not hold specimens on an undocumented basis indefinitely. "Undocumented" as here defined refers not only to tissue specimens from non-accessioned whole specimens, but also tissue specimens for which accessioned whole specimens exist, but for which the appropriate data has not been provided to the Frozen Tissue Facility to allow it to reasonably regulate the storage of the tissues and management of data.

Material may be brought into the facility to evaluate as a potential acquisition or for research, but must be returned after no more than six months if it is not to be added permanently to the collection, unless a properly executed loan agreement specifies a longer period for study or consideration.

Material brought into the collection temporarily for evaluation as a potential acquisition will be documented with a receipt.

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5. Collecting in the Field

Direct acquisition during field research and expeditions shall be conducted with the agreement of and according to the laws of the host state or country as well as those of the USA. In case of fieldwork conducted jointly with other museums, universities, or similar research organizations, a written agreement regarding allocation and use of field collections shall be sought and obtained, where possible, prior to the fieldwork.

All reasonable steps shall be taken to ensure that importation of foreign specimens into the United States is in full compliance with all applicable laws.

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6. Gifts or Donations

In the event that the Collection seeks to acquire any collection or individual specimen through gift or donation, written confirmation of title shall be obtained in advance from the donor.

No collection or specimen will be accepted without adequate evidence of title on the part of the donor, which may include permits, provenance and history.

Ownership shall be transmitted to the Museum by way of a legal instrument of conveyance, setting forth an adequate description of the objects in question, which shall be signed by the donor. Such legal title (which is equivalent to ownership) shall document the right to transfer to the museum.

Except under unusual circumstances, any object acquired by gift or donation shall be obtained free and clear of any restrictions as to use or future disposition. Restricted acquisitions will require approval of the Office of the Provost.

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7. Permanent Loans

The Collection shall not accept material on "permanent" loan, except in cases where objects or collections are owned by government agencies or institutions whose own collection policies do not allow for transfer of title.

In cases where a permanent loan is required, the process for approval shall be the same as that specified for acquisitions. Permanent and long-term loans or custodial arrangements shall be documented in writing and signed by the lender. The document shall address:

a) The purpose of the loan.

b) Rights to use the material and subsequent publication of results.

c) Financial obligations to be borne by each party.

d) The duration of the loan and the right of the Museum to return the loan.

e) Ethical and legal obligations of the Museum during custody and upon termination of the loan.

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8. Purchases

In the event that a curator should wish to purchase a specimen or collection of particular importance, the following procedures shall apply.

Specimens purchased by the Ambrose Monell Collection shall be obtained from a supplier, individual or institution who shall demonstrate, in writing, that they are in possession of full and unencumbered title to the specimen(s), and that acquisition of the specimen(s) by the supplier was in full compliance with all local, state and Federal laws.

The Curator-in-Charge shall review the ethical and legal aspects of the transaction. In the event that any questions arise, the Provost shall be consulted and, if necessary, advice of legal counsel shall be sought.

If the purchase of the specimen(s) would require special expenditures on the part of the Museum (beyond the cost of acquisition) the approval of the Provost and President will be required.

The additional approval of the Collections Committee is required where the price and special expenditures exceed $25,000.00, or where the transaction entails restrictions that the Provost and president deem material.

A legal instrument of conveyance, setting forth an adequate description of the objects involved and the precise conditions of transfer shall accompany the purchase and shall be signed by the seller. The Ambrose Monell Collection facility shall permanently retain invoices, bills of sale, and receipts relating to the purchase.

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Care of Collections

All staff (whether compensated or uncompensated) that work on specimens in the Ambrose Monell Collection have a duty of care towards the specimens on which they work. In compliance with the Trustee Collection Policy, the staff of the Monell Facility will maintain and enforce an approved conservation plan and safety plan.

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Documentation

1. Accession Record

Each specimen, or group of specimens, shall be accessioned in the Museum's master accession record. Catalog numbers shall be forwarded to the Museum Registrar when available to append to the Accession Record. The Accession Number shall be recorded along with the expedition name and catalog numbers in the electronic database application program in which the specimens are entered. Exceptions include material from other AMNH collections that are already accessioned. In this case, the existing accession record will be amended to include catalog numbers associated with tissue specimens.

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2. Catalog Record

All objects acquired for the collection shall be catalogued to meet the professional standards of a modern biorepository and the recommendations of relevant professional societies.

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3. Specimen Database

The purpose of the Ambrose Monell Collection Specimen Database is to allow for efficient inventory and tracking of samples. The database will also allow researchers to quickly and efficiently assemble complex information on the collections, as well as to produce a catalog of the collection.

Back-up copies of the database should be made according to a regular, rigorous schedule. Off-site back-up copies will be maintained to protect this resource in the event that the on-site copies are destroyed or damaged.

Each specimen shall be assigned a catalog number in the electronic database application program in which the specimens are archived. Regardless of the number of preparations that are derived from it, each individual specimen (or, in some cases, lot of specimens) in the collection shall be assigned a single number.

No specimen should be assigned a number without physically entering the data associated with the specimen into the electronic database application program, which forms the basis of the catalog. Whenever possible, no fields of the database application program should be left blank. Data fields may be added or modified from time to time as deemed necessary. Under no circumstances, however, shall data fields be deleted.

At the time that a specimen is assigned a catalog number in the Ambrose Monell Collection, the catalog number shall be immediately recorded on the specimen container by printing out and affixing a bar coded label, using the electronic database application program.

The database system shall be periodically reviewed to determine the need for upgrades or changes to hardware and software. The Division of Invertebrate Zoology shall use all reasonable endeavors to ensure that the system at all times reflects the current state of technology.

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4. Data

The Museum's specimen-based and taxonomic databases, catalogues, and lists, like the collections from which they are derived, are property of the Museum. Release of collection data shall be upon the terms and conditions established in each of the scientific departmental policies involved, thus requiring the relevant departmental and divisional approval.

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5. Physical Map

In accordance with the Museum's Collection Policy, the staff of the frozen tissue facility shall use the database to create, retain and regularly update an organization and physical map of the Ambrose Monell Collection, so that specimens may be readily located.

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6. Documents

The frozen tissue facility shall retain original documents relating to the frozen tissue collections including, but not limited to, field notes, research notes, correspondence, reports, electronic files, illustrations, photographs (including negatives), catalogs and lists. However, for samples derived from specimens cataloged in other Museum collections, such as departments within the museum, the department will retain such documentation.

These documents shall be permanently housed in the frozen tissue facility library and archives or, where appropriate, in the Museum archives.

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Use of the Collections

1. Intramural AMNH Visitors to the Monell Collection

Due to safety and regulatory considerations, the Ambrose Monell Collection is maintained in a restricted access, bio-safety level two facility (BSL II). No unassisted access to the collection will be allowed. By unassisted access we mean access in the absence of one of the repository personnel trained in safety and access procedures governing the facility and the collection which it houses. The repository staff will make reasonable efforts to accommodate requests, tours, etc. However, we request at least 24 hours notice prior to the arrival of any AMNH personnel requesting assisted access to the collection.

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2. Extramural AMNH Visitors to the Monell Collection

Requests to use the collection from non-AMNH staff shall be recorded in the form of a written application, on institutional letterhead, describing the purpose and duration of the visit. In the case of students, a letter of reference from the student's advisor will also be required. A period of at least 1 week's notice must be given.

The frozen tissue facility will maintain a record of all visitors to the Ambrose Monell Collection.

Visitors will not normally be allowed access to the collections, and will normally be granted access to the laboratory area outside of the storage facility itself only between the hours of 9:00am to 5:00pm, Mondays through Fridays. All visitors are expected to comply with instructions given by the lab staff pertaining to the operational policies of the lab, including the use of personal protective equipment. In the event that more extensive access is required, the approval of the Curator-in-Charge, the Chair of the Division of Invertebrate Zoology and/or the Provost's Office must be obtained.

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3. Extramural Consumptive Sampling from specimens in the Monell Collection

The frozen tissue facility recognizes its obligation to balance the current needs of research and educational users of the collections with its responsibility to ensure the availability of material for future use.

The frozen tissue facility obtains and distributes research materials in furtherance of its scientific objectives. Loans of tissues are made to institutions, not to individuals, and shall be limited to research and educational organizations. They are not to be transferred from one institution to another without the written permission of the Curator-in-Charge, which must be obtained in advance.

Requests for consumptive sampling of material from the Monell Collection shall be made in writing on institutional letterhead in a format acceptable to the Curator-in-Charge. In the case of material that is to be used by graduate students, the student's academic advisor, who shall be responsible for the terms and conditions of the loan, must make the loan request. Each request shall include, inter alia, the following information:

a) The purpose of the proposed research and its scientific merit.

b) The total number of specimens to be used in the project and what proportion are being requested from AMNH, including the amount of tissue required.

c) The experimental protocol to be employed.

d) Evidence of the researcher's competence with the protocol.

e) A timeframe for completion of the proposed research.

f) Plans for the dissemination of knowledge gained from the proposed research, including availability of sequence data.

g) A signed Material Transfer Agreement (MTA, see below), available for download from the frozen tissue collection website.

Further, to be approved each request shall be evaluated by an inter-divisional curatorial review committee against the following criteria:

a) The research is of sufficient scientific merit to justify consumptive sampling.

b) Adequate justification has been given for the use of museum material.

c) The taxon concerned is amply represented in the collection.

d) The protocol will not significantly compromise future use of the specimen.

e) The possibility of the Museum receiving an exchange of other materials from the researcher or institution in situations where the specimen is to be completely consumed.

f) The researcher's experience and resources, including the availability of relevant specimens at the requesting institution, to carry out the study without sacrificing all the available material of a particular collecting event or compromising the future utility of the specimen for other investigations.

g) Evidence that the researcher is contributing to the general availability of genetic resources to the scientific research community.

h) Restrictions placed on material distribution. Notification and/or approval of the original collector of the tissue sample could be involved.

i) Return to the Museum of unused portions of specimens and DNA extractions, if so required.

j) What, if any, resulting analytical data and duplicates of tangible products shall be provided to the Museum to become part of the specimen's permanent record, and the date of deposit.

k) Ownership of the products of research shall be addressed, where required.

l) What, if any, period of confidentiality the researcher may receive during which the data may not be made available by the Museum to others.

m) The ability of the researcher or his or her institution to cover all costs associated with the sample shipping, potentially including curatorial and collections management time in handling the request.

n) That the Museum (and possibly others) shall receive credit in publications and databases for providing samples to the researcher and shall receive copies of all publications and notices of database deposits.

o) That all publications involving AMNH material must cite the AMNH voucher number (or numbers). If the sample's voucher specimen has a primary catalog number, then it should be referred to, otherwise the Monell number should be cited, or both.

A signed Material Transfer Agreement (MTA), which is a legal instrument binding the would-be researcher to the terms established for use of the genetic material is required by AMNH. Each loan transaction must be covered by a written MTA. Specimens will not be dispatched until the researcher and/or an individual with authority to sign on behalf of the investigator's home institution have countersigned the MTA and submitted it to AMNH in support of the applicant's proposal. Thus, the frozen tissue collection does not loan samples to an individual, but to the institution that represents the researcher requesting them.

The Museum shall receive credit in publications and databases for data obtained from specimens loaned and shall receive two copies of all publications and notice of all database deposits, in writing. Again, the Museum requires citation of AMNH catalog numbers in all publications involving data derived from AMNH specimens. The material transfer agreement limits the use of loaned genetic material to the terms of the researcher's original written request, defining the scope of the material to be sampled, methods of evaluation, standards for processing and documentation, timeframe for publication and any other appropriate terms and conditions. It is imperative that the researcher be aware of the laws in his/her own country and to abide by them when requesting tissues from AMNH. The Museum further reserves the right to revise the MTA, making additional stipulations as necessary.

The purpose of the MTA is to protect the AMNH from liability and to place responsibility on the researcher's home institution for said researcher's compliance with all applicable state and federal laws. The Museum requires that anyone borrowing tissues agree not to patent, or otherwise seek to profit from the proposed research, which could compromise the original AMNH collecting agreement with the foreign country where the specimens originated, or any other entity which may have donated material to the collection. The Monell facility tracks restrictions on material usage for this reason. Ultimately, the signed MTA will be retained by the Monell collection and become part of the facility records pertaining to each loan made.

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4. Intramural Consumptive Sampling from specimens in the Monell Collection

Tissue depositors shall have preferential access to the samples that they deposit. The ability to restrict access to the material by others is available via the proposal review process. AMNH staff and original depositors of the tissue are not required to submit a written proposal to access materials they deposit. However they must sign a Letter of Transmittal documenting receipt of their specimens from the frozen tissue collection. Tracking specimens internally establishes researcher priority and is essential for proper collection management.

All other intramural users are subject to an evaluation procedure for the approval of research requests. Approval of the relevant Curator-in-Charge shall be required. In addition, if the material originates from the collecting efforts of another department within AMNH, then permission from the relevant Divisional Chairperson shall also be required. Acceptance of samples must include signing a Letter of Transmittal, which includes and/or stipulates:

a) A description of the material.

b) The conditions under which the sample should be kept.

c) Stipulation that the material may not be transferred to a third party, within or without the Museum, without the approval of the Curator-in-Charge

5. Advisory committee

The Monell Collection will have an advisory committee made up of tenured or tenure track Assistant, Associate and Full Curators from the AMNH ranks.

Each of the two zoological divisions (Vertebrate Zoology and Invertebrate

Zoology) shall have at least one representative on this advisory committee, as appointed by the chair of those divisions. The duties of the advisory committee shall be:

a) To prepare and/or review periodic reports to their respective divisions on progress of the collection.

b) To advise the Curator-in-Charge and staff of the Monell collection on issues pertinent to their divisions.

c) Provide consultation on other matters of relevance to the Monell collection as they arise.

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