Jaguar (
Panthera onca)
Care Manual
92
Association of Zoos and Aquariums
Removing Individuals From Historical Group Records - The decision of whether to use
individual or group
accession for historical records should be made thoughtfully and carefully. As detailed above, group
accession should be used if there is insufficient information to create an
accurate individual record. The
use of group accession is preferable to the inclusion of “best guess” information, i.e. fiction, to fill the
information necessary to complete an individual record.
If additional information is later found that allows the creation of an individual record for one of the
members of a historical group record, the procedure for removal from the group is different from that for
current records. This situation is treated differently because the historical individual was not truly part of a
group accession – the information necessary for a complete individual record was merely not known and
the group accession was used “temporarily” until the required information was found or learned. For this
reason, the individual should NOT be split from the group, but all reference to the individual should
instead be
deleted entirely from the group, as if it were never part of the group. This will allow the
individual record to begin with the initial acquisition (instead of the date of removal from a group) and will
include the animal’s entire history in one record. It also prevents inflation
of inventory numbers by
eliminating the possible duplication of the same information in both the group and the individual records.
Jaguar (
Panthera onca)
Care Manual
93
Association of Zoos and Aquariums
Appendix C: Guidelines for Creating and Sharing Animal and
Collection Records
Developed by the AZA Institutional Data Management Scientific Advisory Group
Original Publication Date: 5 Sept 2007
Publication Revision Date: 23 June 2014
The goal of maintaining a centralized, compiled record for each animal cared for in a zoo or aquarium is
ideal, however, oftentimes, information belonging in an animal record is spread across many departments
and may originate with any member of the animal care staff. Therefore, it is important for zoos and
aquariums to have a formal method for collecting or linking various pieces of information into the official
records and that the roles and responsibilities for each named record type are clearly defined in written
protocols for the
reporting, recording, distribution, storage, and retrieval processes; there should also be a
stated process of review for the accuracy and completeness of these records. For example, a
recording/reporting protocol would state who reports births or deaths, to whom they are reported, in what
manner and in what time frame they are reported, who officially records the information, and who
reviews
the resulting record for accuracy and completeness. Then, the maintenance and archiving protocol would
state where the record is to be filed, who may have access, and how long the record is to be maintained
before being archived or disposed of.
Information contained in animal records is essential not only to the immediate care of the individual
animal but also as pooled data to manage larger concerns (e.g., providing norms for species-related
veterinary and population management decisions, evidence of compliance with laws and regulations,
showing trends in populations on every level from institutional to global, etc.). No matter what its use, it is
critical for the information contained in an animal record to be factual, clear, complete, and documented.
Because zoos and aquariums vary greatly in size
and organizational structure, it is impossible to set
defined procedures that would be applicable to all; therefore the following guidelines for creating and
sharing animal records have been developed to assist with the establishment of written policies that best
fit their own internal structure and protocols.
Animal and Collection Records – Definitions and Examples
The AZA Institutional Data Management Scientific Advisory Group (IDMAG) defines an animal
record as:
“data, regardless of physical form or medium, providing information about individual
animals, groups of animals, or samples or parts thereof”. An animal’s record may include, but is not
limited to, information about its provenance, history, daily care, activities, and condition; some may
originate in non-animal care departments. Some examples of animal records are:
•
transaction documents (including proof of legal ownership, purchase
contracts, etc.)
•
identification information
•
reports of collection changes (including in-house moves)
•
pedigrees/lineages
•
veterinary information, including images, test results, etc.
•
nutrition and body condition information
•
information on sampling and parts/products distribution
In addition, the IDMAG defines collection records as:
“information, evidence, rationalizations about
an animal collection as a whole that may supplement or explain information contained in an animal
record”. Collection
records may include, but are not limited to, documentation of collection
decisions and changes, evidence of structural change at the institution, evidence
of building name
changes, and documentation of institution level or unit level husbandry protocols and changes.
Some examples of collection records are:
•
collection plans
•
permits
•
annual inventories (which include reconciliation with the previous year)
•
area journals/notebooks (including information to/from/between other animal care staff)