pjt222 Collect and Preserve Specimens
Collect + preserve insect specimens → museum-grade standards for taxonomy, reference, ecology research.
Use When
- Need physical specimens → definitive taxonomy ID
- Building reference collection (habitat, region, taxon)
- Preserving voucher specimens → published ecology research
- Sending specimens to specialists for ID
- Curating / restoring existing insect collection
In
- Required: Legal auth (permits, landowner consent); collection gear fit for target taxa; preservation materials (pins, ethanol); labeling materials (archival paper, fine-pen or printer)
- Optional: Spreading boards (Lepidoptera, Odonata); relaxing chamber for rehydrating dried specimens; dissecting microscope for sorting + prep; database / catalog system; unit trays, drawers, storage cabinets
Do
Step 1: Verify Legal Requirements
Before any collection → confirm legal right to collect + target taxa not protected.
FUNDAMENTAL RULE:
Never collect without proper authorization. Never collect from
protected areas without explicit permits. Never collect protected
species. The scientific value of a specimen is zero if it was
collected illegally — it cannot be published, deposited in a
museum, or used in formal research.
Legal Checklist:
+--------------------+------------------------------------------+
| Requirement | Verify |
+--------------------+------------------------------------------+
| Land access | Written permission from landowner, or |
| | site is publicly accessible for |
| | collecting (many parks prohibit it) |
+--------------------+------------------------------------------+
| Collection permit | Required for most public lands, nature |
| | reserves, national parks. Apply through |
| | the managing agency. Specify taxa, |
| | methods, dates, and quantities. |
+--------------------+------------------------------------------+
| Protected species | Check national and regional red lists, |
| | CITES appendices, and local endangered |
| | species legislation. Some butterflies, |
| | beetles, and dragonflies are protected. |
+--------------------+------------------------------------------+
| Export/import | Moving specimens across international |
| | borders requires phytosanitary |
| | certificates and may require CITES |
| | permits depending on the taxon. |
+--------------------+------------------------------------------+
| Institutional | If collecting for an institution, follow |
| protocols | their collection policy and ethics |
| | review requirements. |
+--------------------+------------------------------------------+
Minimizing Collection Impact:
- Collect only the minimum number of specimens needed
- Avoid collecting from small or isolated populations
- Do not collect gravid (egg-bearing) females if population is small
- Record the abundance at the site — if the species appears rare, photograph instead
- Prefer common and abundant species for teaching collections
→ All permits obtained, protected species lists checked, collector clear what may/may not collect.
If err: Can't get permits → don't collect. Photograph in situ, use citizen science platforms for ID. Accidentally collected protected species → consult wildlife authority immediately. Don't discard → report, not conceal.
Step 2: Select Collection Method
Match method to target taxa, habitat, research goals. Diff methods sample diff insect community portions.
Collection Methods:
+--------------------+------------------------------------------+
| Method | Best For |
+--------------------+------------------------------------------+
| Sweep net | Flying and vegetation-dwelling insects |
| | in grasslands, meadows, and low shrubs. |
| | Technique: sweep in a figure-8 pattern |
| | through vegetation; empty net into a |
| | killing jar or collecting bag after |
| | every 10-20 sweeps. |
+--------------------+------------------------------------------+
| Beating tray | Arboreal insects on trees and shrubs. |
| | Hold a white sheet or tray under a |
| | branch; strike the branch sharply 3-5 |
| | times; collect dislodged insects with |
| | an aspirator or forceps. |
+--------------------+------------------------------------------+
| Pitfall trap | Ground-dwelling insects (beetles, |
| | ants, crickets). Bury a cup flush with |
| | the soil surface. Add a rain cover. |
| | Check every 24-48 hours. Use propylene |
| | glycol as preservative (non-toxic to |
| | mammals; do not use ethylene glycol). |
+--------------------+------------------------------------------+
| Light trap | Nocturnal flying insects (moths, many |
| | beetles, lacewings). Use a white sheet |
| | illuminated by a mercury vapor or UV |
| | light. Operate from dusk to midnight |
| | or dawn. Most effective on warm, humid, |
| | moonless nights. |
+--------------------+------------------------------------------+
| Malaise trap | Flying insects, especially Hymenoptera |
| | and Diptera. A tent-like mesh barrier |
| | that intercepts insects in flight; |
| | they walk upward into a collecting head |
| | containing preservative. Runs |
| | continuously; check weekly. |
+--------------------+------------------------------------------+
| Aspirator (pooter) | Small, delicate insects that cannot be |
| | handled with forceps. Suck the insect |
| | into a vial through a tube (a mesh |
| | filter prevents inhalation). Use only |
| | mouth-operated aspirators with a filter. |
+--------------------+------------------------------------------+
| Pan trap | Pollinators and small flying insects. |
| | Colored bowls (yellow, white, blue) |
| | filled with soapy water. Place at |
| | vegetation height. The soap breaks |
| | surface tension; insects fall in and |
| | drown. Check every 24-48 hours. |
+--------------------+------------------------------------------+
| Hand collection | Large, slow, or sessile insects. |
| | Pick directly with forceps or fingers. |
| | Useful for bark-dwelling beetles, |
| | caterpillars on host plants, aquatic |
| | larvae under rocks. |
+--------------------+------------------------------------------+
→ 1+ methods selected by target taxa + habitat, gear assembled + ready pre-field.
If err: Method not yielding (e.g., sweep netting in rain) → switch alt method. Light trapping needs specific weather → warm, humid, still, moonless = optimal. Poor conditions → reschedule vs. run inefficient.
Step 3: Dispatch Specimens Humanely
Kill insects fast + humane. Prolonged distress damages specimens (broken legs, lost scales) + ethically unacceptable.
Dispatch Methods:
+--------------------+------------------------------------------+
| Method | Procedure and Notes |
+--------------------+------------------------------------------+
| Ethyl acetate | Place a wad of absorbent material |
| killing jar | (plaster of Paris or tissue) in the |
| | bottom of a wide-mouth jar. Saturate |
| | with ethyl acetate. Place insects in |
| | the jar; death occurs within 1-5 |
| | minutes for most species. |
| | Caution: ethyl acetate is flammable and |
| | an irritant. Use in well-ventilated |
| | areas. Do not inhale. |
+--------------------+------------------------------------------+
| Freezing | Place live insects in a container in a |
| | freezer at -20C for 24 hours. Suitable |
| | for specimens brought back alive. |
| | Produces well-relaxed specimens ideal |
| | for pinning. |
+--------------------+------------------------------------------+
| Ethanol drowning | Immerse directly in 70-95% ethanol. |
| | Used for soft-bodied insects that will |
| | be wet-preserved (larvae, aphids, small |
| | Diptera). Not suitable for Lepidoptera |
| | (destroys scales) or specimens intended |
| | for dry pinning. |
+--------------------+------------------------------------------+
NEVER use:
- Cyanide jars (potassium cyanide) — extremely toxic to humans;
obsolete in modern entomology
- Crushing or squeezing — destroys morphological features
- Prolonged suffocation — slow and damages specimens from struggling
→ Specimens dispatched fast (minutes) w/ minimal morphology damage. Lepidoptera kept separate → prevent scale loss from contact.
If err: No ethyl acetate → freezing = best alt for most taxa. Field w/o either → individual vials or envelopes (Lepidoptera: glassine envelopes, wings folded), freeze on return. Don't leave live insects sealed w/o killing agent → they damage themselves.
Step 4: Pin Specimens (Dry Preservation)
Pin each specimen through correct location for its order. Proper pin placement essential → diagnostic access + long-term integrity.
Full pin table + pin pick + height + wing-spread → references/EXAMPLES.md.
→ Each specimen pinned correct position for order, correct pin height, wings spread where req'd (Lepidoptera, Odonata). Specimens fully dry before handling.
If err: Specimen too dry + brittle to pin (legs snap, wings crack) → needs relaxing first. Place in relaxing chamber 24-48 hrs until limbs pliable. Pin in wrong spot → better carefully re-pin while specimen fresh than leave incorrect.
Step 5: Preserve in Ethanol (Wet Preservation)
Soft-bodied specimens that shrivel / distort dry → preserve in liquid.
Wet Preservation Protocol:
+--------------------+------------------------------------------+
| Category | Procedure |
+--------------------+------------------------------------------+
| Preservative | 70-80% ethanol for morphological study. |
| | 95-100% ethanol for DNA-grade |
| | preservation (change ethanol after 24 |
| | hours to remove dilution from body |
| | fluids). |
+--------------------+------------------------------------------+
| Suitable specimens | Larvae (caterpillars, grubs, maggots), |
| | soft-bodied adults (aphids, termites, |
| | some small Diptera), aquatic insects, |
| | immature stages (nymphs, pupae) |
+--------------------+------------------------------------------+
| Containers | Glass vials with screw caps or |
| | polyethylene snap-cap vials. Avoid |
| | rubber stoppers (ethanol dissolves |
| | them). Label goes INSIDE the vial. |
+--------------------+------------------------------------------+
| Fluid ratio | At least 3 parts preservative to 1 part |
| | specimen volume. Too little fluid |
| | results in poor preservation. |
+--------------------+------------------------------------------+
| Long-term storage | Check fluid levels every 6-12 months. |
| | Ethanol evaporates even through sealed |
| | caps. Top up as needed. Store in a cool, |
| | dark location. |
+--------------------+------------------------------------------+
Do NOT use:
- Formaldehyde/formalin for routine insect preservation (destroys DNA,
poses health risks, requires special disposal). Some historical
collections used it; modern practice strongly discourages it.
- Isopropanol as a substitute — it causes excessive hardening and
color loss compared to ethanol.
→ Soft-bodied specimens preserved 70-80% ethanol (or 95%+ for DNA) in labeled vials w/ sufficient fluid volume.
If err: No ethanol in field → temporarily high-proof clear spirits (vodka, Everclear) as emergency. Transfer to lab-grade ethanol ASAP. Stored too long in weak preservative → maybe still ID'able but unsuitable for molecular work.
Step 6: Label Every Specimen
Every specimen must carry labels → min data for scientific use. Unlabeled specimen = zero scientific value.
Labeling Standards:
LABEL 1 (Locality label — placed closest to the specimen on the pin):
Line 1: Country, State/Province
Line 2: Specific locality (e.g., "3 km NE of Oakville, Elm Creek trail")
Line 3: Latitude/Longitude (decimal degrees preferred)
Line 4: Elevation (meters above sea level)
Line 5: Date (e.g., 15.vi.2026 or 15-Jun-2026)
Line 6: Collector name (e.g., "leg. P. Thoss")
LABEL 2 (Habitat/method label — below the locality label):
Line 1: Habitat (e.g., "deciduous forest, oak canopy")
Line 2: Collection method (e.g., "sweep net" or "light trap")
Line 3: Additional ecological data if relevant
LABEL 3 (Determination label — lowest on the pin, added when identified):
Line 1: Order Family
Line 2: Genus species Author, Year
Line 3: "det. [identifier name], [year]"
Label Format Rules:
- Use archival-quality paper (acid-free, resistant to fumigant chemicals)
- Print labels using a laser printer (inkjet fades; handwriting smudges)
- Labels should be small (approximately 13mm x 8mm) — do not obscure
the specimen
- For wet specimens, the label goes INSIDE the vial on acid-free paper
written in pencil or printed with a laser printer (ink dissolves in
ethanol; pencil graphite does not)
- Pin labels below the specimen using the pinning block for consistent
heights
→ Every specimen carries min locality label: country, locality, coords, date, collector. Wet specimens same data on internal label in pencil or laser-printed.
If err: No GPS coords in field → estimate from map via locality desc. Date uncertain → best estimate + question mark. Specimen w/ approx data > specimen w/ no label. NEVER move label from one specimen to another.
Step 7: Store + Protect Collection
Proper storage protects from physical damage, pests, env degradation.
Dry Collection Storage:
+--------------------+------------------------------------------+
| Component | Standard |
+--------------------+------------------------------------------+
| Unit trays | Cardboard or plastic trays with foam |
| | bottoms (plastazote preferred — pinnable |
| | and chemically inert). Specimens pinned |
| | into the foam in organized rows. |
+--------------------+------------------------------------------+
| Drawers | Tight-fitting drawers that exclude dust |
| | and pests. Glass-topped drawers allow |
| | viewing without opening. |
+--------------------+------------------------------------------+
| Cabinets | Steel cabinets with tight seals. |
| | Compressed-air gaskets are ideal. |
+--------------------+------------------------------------------+
| Pest management | Place pest strips (dichlorvos/DDVP) or |
| | naphthalene/paradichlorobenzene crystals |
| | in each drawer. Check and replace every |
| | 6 months. Museum beetle (Anthrenus) and |
| | book lice (Psocoptera) are the primary |
| | pests — a single infestation can destroy |
| | an entire drawer. |
+--------------------+------------------------------------------+
| Climate control | Target: 40-50% relative humidity, |
| | 18-22C temperature. Fluctuations cause |
| | expansion/contraction damage. Avoid |
| | direct sunlight (fades color). |
+--------------------+------------------------------------------+
Wet Collection Storage:
- Store vials upright in racks or jars
- Check fluid levels every 6-12 months; top up with fresh ethanol
- Store in a cool, dark, well-ventilated area (ethanol fumes)
- Keep away from ignition sources (ethanol is flammable)
- For long-term storage, use screw-cap glass vials; snap-cap
plastic vials allow more evaporation
→ Dry specimens sealed drawers + pest deterrents. Wet specimens upright + adequate ethanol. Storage area stable temp + humidity.
If err: No museum storage → pinned specimens in airtight plastic containers (tackle boxes, Tupperware) w/ foam inserts + pest deterrent. Adequate for personal + short-term. Long-term sci-valuable → deposit recognized museum or university.
Step 8: Curate + Enter Database
Maintain collection as living sci resource → systematic curation + data mgmt.
Curation Tasks:
+--------------------+------------------------------------------+
| Task | Frequency |
+--------------------+------------------------------------------+
| Pest inspection | Every 3-6 months. Look for frass (fine |
| | powder under specimens), cast skins, |
| | or live pests in drawers. |
+--------------------+------------------------------------------+
| Fumigant refresh | Every 6 months. Replace pest strips or |
| | crystals. Ensure drawers seal tightly. |
+--------------------+------------------------------------------+
| Ethanol top-up | Every 6-12 months for wet collections. |
+--------------------+------------------------------------------+
| Repair | Re-pin loose specimens. Re-glue detached |
| | appendages (use water-soluble PVA glue). |
| | Replace damaged labels. |
+--------------------+------------------------------------------+
| Identification | Send unidentified specimens to |
| updates | specialists. Update determination labels |
| | as IDs are returned — never remove old |
| | determination labels; add new ones below.|
+--------------------+------------------------------------------+
Database Entry (minimum fields):
- Catalog number (unique identifier for each specimen)
- Taxon (order, family, genus, species)
- Locality (country, state, specific location, coordinates)
- Date of collection
- Collector
- Collection method
- Determiner and determination date
- Storage location (cabinet, drawer, row, position)
- Preservation type (pinned, ethanol, slide-mounted, point-mounted)
Database Standards:
- Use Darwin Core format for interoperability with global databases
(GBIF, iDigBio)
- Record coordinates in decimal degrees (WGS84 datum)
- Use ISO 8601 date format (YYYY-MM-DD) in databases
- Assign a unique catalog number to every specimen, even if unidentified
→ All specimens cataloged in DB w/ unique IDs, taxonomy, locality, date, collector, storage location. Regular inspection + maintenance schedule.
If err: Full DB not feasible → min handwritten catalog or spreadsheet w/ catalog numbers matching specimens. Catalog number links specimen to data → w/o it, specimen + data disconnect if labels lost. Simple numbered list > no catalog.
Check
- Legal req's verified + permits obtained pre-collect
- Collection methods fit target taxa + habitat
- Specimens dispatched humanely + prompt
- Dry specimens pinned correct position for order
- Lepidoptera + Odonata had wings properly spread pre-dry
- Soft-bodied preserved 70-80% ethanol
- Every specimen carries locality label: date, location, coords, collector
- Wet specimen labels pencil or laser-printed, inside vial
- Storage: pest deterrents + stable env
- Specimens cataloged in DB or notebook w/ unique IDs
Traps
- Collect w/o permits: Illegal → can't publish, deposit, transfer borders. Always auth first.
- Over-collect: Depletes pops w/o benefit. Min for ID (5-10 per morphospecies per site).
- Mix diff sites: Locality data uncertain for batch. Each event → separate container + temp label.
- Wrong pin position: Pinning beetle through thorax center vs. right elytron obscures ventral features. Check order-specific position.
- Ethanol too low for DNA: Molecular needs 95%+ ethanol + change after 24 hrs. 70% preserves morphology but degrades DNA.
- No internal wet label: Outside label detaches. Inside = permanent. Pencil or laser-print inside.
- Neglect pest mgmt: Dermestid beetles destroy drawer in weeks. Monitoring + fumigant not optional > few months.
→
identify-insect— morphology ID via dichotomous keys, wing venation, mouthparts, antennaedocument-insect-sighting— photographic + contextual doc supplementing/replacing collectingobserve-insect-behavior— behavioral observation for live insects before/instead of collectingsurvey-insect-population— systematic pop surveys req collection for ID + voucher