John Partridge
From the Worcestershire Biological Records Centre
In our advice to recorders so far, we have said that we need the standard four items of what, when, where and who: Species, Date, Location Name & Grid Reference, Recorder - and we shall continue to be happy with these.
However, some recorders have been sending additional information, which we have been incorporating into records where possible, and it is becoming apparent that some of the national recording schemes are now asking for more. Our database program, Recorder, is capable of storing far more than the basic four items, should you wish it, and the later upgrades have meant that many of the extra items can be imported from Excel spreadsheets.
Currently we can import:
Species - Name, either the Scientific Name or the Common Name | |
Date - which can be a day (12/03/2011), month (August 2011) , or just a year (2011), or a date range (12/03/2011- 18/03/2011), or even a year range (1990-2011) although such records have limited use. | |
Grid Reference - If at all possible use at least a 'real' 6-figure grid reference (or 8 or 10-figure if desirable), rather than a central reference for the site | |
Type of GR - Indicate whether Estimated from Map, GPS, Site Centroid, Original Recorder | |
Location and Location Name. These can be used in two ways: |
Chamberline | Withybed Wood |
7973 | Nr. Stourport |
Recorder - who found it | |
Determiner - who did the identification | |
Comment - almost anything you feel could be useful | |
Sex/Stage & Abundance- male, female, nymph, adult, dead, juvenile, larva etc |
Record Type- photographed, shot, sorted from a tussock, voucher specimen etc. | |
Provenance - Alien, Native, Naturalised, Vagrant | |
Surveyor's Number - perhaps the number of a voucher specimen | |
Altitude | |
Vice-county Number |
An expanded Excel sheet can be found here
And it is relatively easy to add a batch number, a statement of how the records were collected (Field Record, Collected, Malaise Trap, Light Trap and others), conditions at the time (Weather, Temperature, Wind Speed or Sunshine and others) to a batch of records collected at the same time.
If you feel that your records ought to contain more information, then please include it, and we will try to get it in. Discussing it with us first might help, or even better, of course, is to learn to use Recorder and get it exactly how you would like it - or at least rather closer.
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