Being a Seed Vault depositor requires that the gene bank sign a depositor agreement and comply with the provisions. The inter-related and step wise cooperation between NordGen as operator of the Seed Vault and the depositing institute can be seen in this down-loadable Seed deposit process.
There are three main conditions, reflected in the depositor agreement, that must be fulfilled by gene banks and institutes that want to deposit safety duplicates of seeds in the Seed Vault:
Once the depositor agreement has been signed, the depositor prepares the accession list. Guidelines and template could be found here. The accession list should be submitted to NordGen at least six weeks before shipment. NordGen validates and uploads the data preliminary in the Seed Portal database, provides an Import permission document from the Norwegian Food Authority and gives a go for shipment. Address for the shipment of seeds can be found below.
The depositing gene bank chose their own logistic partner for the shipment of seed boxes/parcels to Oslo Airport, Gardermoen in Norway, where NordGens partner Jetpak, takes over the responsibility for further transfer to Svalbard. The sender should forward the Airway Bill Number (AWB) provided by the freight company to NordGen, which makes it possible to track the shipment on its way to Svalbard.
Depositing and storing seeds in the Seed Vault, including handling of boxes in Svalbard is free of charge. However, the depositor must cover the freight charge to Gardermoen and further transfer provided by Jetpak to Longyearbyen, Svalbard.
As NordGen has no permanent staff for handling of seeds and boxes in Svalbard, shipment of seeds must be done in accordance with preset dates for Seed Vault openings, which are announced in the Calendar. The handling process carried out by NordGen in Svalbard, comprise security scanning of all seed boxes and packages in the ordinary security system in Longyearbyen airport, labelling of all boxes with institute codes, box numbers and shelf location code.
When the boxes are well in place in the Seed Vault, the depositor institute receives an email or an SMS confirming that the seeds are well in place in the Svalbard Global Seed Vault. And the Seed Portal webpage is updated with the correct numbers of seeds, crops and depositing institutes.
Fridtjof Nansens vei,
N-2061 Gardermoen / Norway
Phone + 47 63 94 54 00
Svalbard Global Seed Vault
Attn.: NordGen / Åsmund Asdal
Phone + 47 91 36 51 66