Standard Operating Procedure for the World Data Centre for Microorganisms Reference

Strain Catalogue
1st Edition, 8 April, 2017

Introduction

This Standard Operating Procedure (SOP) provides for the update, management and operation of
the World Data Centre for Microorganisms (WDCM) Reference Strain Catalogue. It sets out the
steps for the addition of strains to the database, the authorisation processes and the process to
ensure the data is correct, up to date and delivered to the user. The database can be found at
[Link] . It is the result of collaboration between the World Federation for
Culture Collections (WFCC) Board and the International Organization for Standardization (ISO)
and the Working Party on Culture Media of the International Committee on Food Microbiology and
Hygiene (ICFMH-WPCM).

The catalogue was initially produced to enable broader and easier access to the reference
strains listed by the ISO TC 34 SC 9 Joint Working Group 5 in the ISO 11133 standard and by the
ICFMH-WPCM in their publication Handbook of Culture Media for Food and Water Microbiology. It
fulfils a need expressed by these bodies for a unique system of identifiers for strains
recommended for use in quality assurance. The WFCC and the WDCM initiated a system that will
help users find local sources of the reference strains by citing all the collections that contain them
and providing contact details and the collection’s unique reference. Future publications of the ISO
and ICFMH-WPCM groups will cite the WDCM reference number for each strain and this
catalogue provides the collection acronyms and strain numbers of the relevant strains.

The catalogue now has a wide coverage of standards and will develop to cover a broader
range of standards and strains. The SOP defines the process for the growth and management of
the WDCM Reference Strain Catalogue.

WFCC/WDCM reference strain database steering group (WDCM RSSG)

Composition: President of WFCC; Director of WDCM; two members of WFCC Board; Deputy for
the Director WDCM.
Responsibilities:
1. Overseeing the operations and maintenance of the WDCM reference strain database and
downloadable catalogue
2. Point of contact between ISO, IUMS and WFCC
Reporting to WFCC Board and submission of policy, procedure and development strategy for the
WDCM reference strain database

Process flow

Request received by WDCM Details checked Authorisation Allocation of

WDCM strain number Entry into catalogue Maintenance and update
Dissemination of data

Additions to database

Any collection requests to join in the WDCM Reference Strain Catalogue should register in WDCM
CCINFO ([Link] and be approved as WFCC Affiliate members (WFCC
membership application form is available at [Link] .

All nominations should be sent to Dr Juncai Ma (ma@[Link]) Director of WDCM

Information Network Center, Institute of Microbiology, Chinese Academy of Sciences
1 West Beichen Road, Chaoyang District, Beijing 100101, China and copied to Dr Qinglan Sun
(sunql@[Link]) who is responsible for the reference strain database.

WDCM will recheck the qualification of the culture collection, and it will be approved to enroll in a
list of WFCC Affiliated Collections contributed to WDCM Reference Strain Catalogue
([Link] after the WDCM RSSG authorizes the strains
nominated by the collection.
Only one strain number from any collection may be entered against each WDCM identifier.
Where collections hold more than one copy of a strain they should nominate a single copy for
inclusion on the database. Individual collections will be responsible for deciding which strain copy
they wish to nominate and also for checking the accuracy of all entries for their collection on the
database.

New strains. Bacterial or fungal strains to be considered for inclusion in the WDCM Reference
Strain Catalogue must have been deposited in at least two collections with Affiliate status with the
WFCC ([Link]

Nominations for new strains will only be received from ISO, member bodies of ISO (see
[Link] or constituent bodies of the International Union of
Microbiological Societies (IUMS; [Link] Individuals or institutes that
develop standards and wish to add strains to the WDCM Reference Strain Catalogue should
approach one of these organizations to act on their behalf.

Additional collection information. Any WFCC Affiliated Collection member may nominate
strains from their collection that are proven lines of strains already existing in the WDCM reference
strain database to be included in a database entry. It is the responsibility of the Affiliated Collection
member to ensure that the characteristics of the proposed strain from their collection are identical
with those of the strains already listed.

Checking and authorisation of strain details by WDCM

On receipt of a nomination the WDCM RSSG will check that the strain is available from the WFCC
Affiliated Collection on request. Validation is needed that the suggested additional strain is a line of
the original strain selected for the specific standard/test. Tools such as StrainInfo
([Link] and verification from online catalogues will be used to check strain
linkage.

New strain linkages i.e. culture collection strains that are linked to existing entries in the
database require approval by the WDCM RSSG.

New entries to the database, which can only be nominated by ISO or IUMS members,
require checking against existing entries to avoid duplication.

Amendments to the source collection information, such as the contact details, require
confirmation/approval of the culture collection concerned. The cited strain numbers will remain
unaltered.

ISO and IUMS contacts will be informed of all changes concerning strain numbers and
taxonomy i.e. names of organisms in lists and taxonomic linkages or mergers. The WFCC
Executive Board will seek expert advice as necessary and changes must be approved by the
WFCC Board and the appropriate ISO or IUMS contact.

Allocation of WDCM strain number for new entries

Unique WDCM strain numbers will be allocated through one point by the WDCM and will generally
be allocated sequentially as the strains are authorised for inclusion. The number is five digits long
following the format WDCM 00001.

Entry into catalogue

The data entry, including other collection strain numbers linked to the line (“equivalent” numbers in
the specific standard), will be checked by at least one member of WFCC and one member of
WDCM in the steering group before a data record is created.

Maintenance and update

Taxonomic changes must be consistent with the Approved List of names for prokaryotes.
For filamentous fungi and yeasts, Index Fungorum ([Link] and Mycobank
([Link] will provide source information.

Culture collection contact addresses. Collections listed are required to inform WFCC/WDCM of
any changes to contact details. Such information will also be used to update the WDCM Reference
Strain Catalogue.

Standards update involving the reference strains. ISO and IUMS contacts are required to inform
WFCC/WDCM of any changes to the code, title of standards .

User reported errors and inconsistencies. Typographical errors can be changed by WDCM staff
after consultation with the WDCM RSSG. Strain number linkages, new entries etc. will be dealt
with as above.

Dissemination of data and downloadable catalogue

The database will be on line for public use via the WDCM website and a full downloadable
catalogue will be provided. The database will be updated as required above and changes entered
in a dynamic fashion. The downloadable catalogue will be revised on a three monthly basis or as
deemed necessary by the WFCC/WDCM reference strain database steering group.