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.

Pin Placement by Order:
+--------------------+------------------------------------------+
| Order              | Pin Position                             |
+--------------------+------------------------------------------+
| Coleoptera         | Through the RIGHT ELYTRON (front wing    |
| (beetles)          | cover), approximately 1/3 from the       |
|                    | anterior edge, so the pin emerges        |
|                    | between the middle and hind legs.        |
+--------------------+------------------------------------------+
| Lepidoptera        | Through the CENTER OF THE THORAX         |
| (butterflies/moths)| (mesothorax), between the wing bases.    |
|                    | Wings must be spread on a spreading      |
|                    | board before the specimen dries.         |
+--------------------+------------------------------------------+
| Hymenoptera        | Through the RIGHT SIDE OF THE THORAX     |
| (bees/wasps/ants)  | (mesothorax), between the wing bases.    |
+--------------------+------------------------------------------+
| Diptera            | Through the RIGHT SIDE OF THE THORAX     |
| (flies)            | (mesothorax), between the wing bases.    |
+--------------------+------------------------------------------+
| Hemiptera          | Through the RIGHT SIDE OF THE            |
| (true bugs)        | SCUTELLUM (triangular plate between      |
|                    | wing bases), slightly to the right of    |
|                    | center.                                  |
+--------------------+------------------------------------------+
| Orthoptera         | Through the RIGHT SIDE OF THE            |
| (grasshoppers)     | PRONOTUM (just behind the head), to      |
|                    | the right of the midline.                |
+--------------------+------------------------------------------+
| Odonata            | Through the CENTER OF THE THORAX.        |
| (dragonflies)      | Wings must be spread. Alternatively,     |
|                    | store in glassine envelopes.             |
+--------------------+------------------------------------------+
| All other orders   | Through the RIGHT SIDE OF THE THORAX     |
|                    | unless order-specific guidance is        |
|                    | available.                               |
+--------------------+------------------------------------------+

Pin Selection:
- Standard entomological pins: stainless steel, sizes 0-7
- Size 3 (0.50mm) is the most commonly used general-purpose size
- Size 1-2 for small beetles and flies; size 4-5 for large beetles
- Specimens under 5mm: mount on a paper point (triangular card
  glued to a standard pin) rather than pinning directly

Pin Height:
- The specimen should sit approximately 2/3 up the pin (leaving
  room below for 2 labels and above for handling)
- Use a pinning block (stepped block with 3 heights) to ensure
  consistent specimen and label heights across the collection

Spreading Wings (Lepidoptera, Odonata):
1. Pin the specimen through the thorax
2. Place on the spreading board with the body in the groove
3. Use paper strips to hold wings in position
4. Adjust wings so the hind margin of the forewing is perpendicular
   to the body axis
5. Leave on the board for 3-7 days until completely dry
6. Remove paper strips carefully

→ 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, antennae
• document-insect-sighting — photographic + contextual doc supplementing/replacing collecting
• observe-insect-behavior — behavioral observation for live insects before/instead of collecting
• survey-insect-population — systematic pop surveys req collection for ID + voucher