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Recorder 6 User Guide

1. Manage Recording Schemes from the menu The Recording Scheme Manager window opens gt i Recording Scheme Manager Recording Schemes Available b Lepidoptera Survey mothsaconservation ong fk Moths amp Butterthes NEN Access Database IP 3170172007 9 Open bel Save OK X Cancel 1 The first time you use it there will be one empty row in the list just fill that in To add second and subsequent rows press the lt Ins gt key and a blank row will appear at the bottom of the list 2 Fill in the first four columns Recording Scheme Type a label by which this entry will be identified probably the name nnn of the Recording Scheme EMail ype the email address to which you want export files sent Filter Name Select a pre existing Export Filter from the drop down list Export Format Choose the format in which to export data from the drop down list NBN Access Database zipped is the preferred format if you are DPPEEEEC EEE EEE EC LEE ELEC LEE LEE ELLE ELLE EEE LCL ELLLLELLLLLLCLEL ELLE ELL LLLEL ELLE ELLE NAANA rete EEE EEE a Recorder 6 User Guide PPEEEEEEEEEEEC EE EEE EEC EEE EEE LEE EERE LEE EE EEE EE EEE ECE EEE CECE EEE EEE EEE ELEC ECLEL ELLE ELLE EL ELLE LEELLELE LLL GELLER LLL eee eee eee eee 3 Once all the cells are filled in press OK to save the information to the database 4 The Save buttons allows the information including details of the Export Filter about the currently se
2. Site Peppard Common Nettlebed Common B Vice counties Central SU FO208740 lIntenalMap E Ja Warburg SSSI Spatial Ret Description Hettlebed Common is an Interesting mis of woodland grassland heathland and marshland Clay was extracted extensively for the local brickworks until around the Second World War Last Survey 29 06 2000 Date o pad Edit c Delete Related Data Here the Nettlebed Marsh and Priest s Hill have been set up as sub sites They themselves could have sub sites to any level of nesting Locations can have features associated with them These are significant aspects of a location that are managed or monitored They can be added to any location and can be used to record management aims potential threats damage occurrences etc 6 1 4 Observations Open the Observations window by clicking on the amp button on the main toolbar or e Data Entry amp Observations When Recorder is newly installed this window will be empty but once you have started entering observations it will contain a hierarchy of five different data types which are involved in making biodiversity observations 13 Recorder 6 User Guide amp Survey a Survey Event a Sample Species observation Taxon occurrence Habitat observation Biotope occurrence Note that in version 6 13 of Recorder 6 a new facility was introduced to enable you to group surveys into folders using tags This is particular
3. Confidential Checked Mot verified WEA Ge qe Add Edit Delete Related Data tat fer o Psitod Dota Note that this new observation is not flagged as Checked this means it is not available for export or reporting More on that later section 9 1 4 2 8 1 3 Finding things Much of the job of entering an observation consists of locating items such as the species name from the Taxon Dictionary the recorder s name from the Names amp Addresses list location details such as a spatial reference etc Recorder provides a number of ways of finding and linking these items to make the job easier and more efficient As an example we will consider how we find the species name Barn Owl in this case 8 1 3 1 Looking it up in another window The magnifying glass get button SJ at the right hand end of many of the data entry fields will open the appropriate window allowing you to find the item you want In the case of the Taxon field it will open the Taxon Dictionary window Select the species you want and click the return data button on the toolbar shortcut lt F9 gt and the selected item will be inserted in the Taxon field 34 Recorder 6 User Guide gt Recorder 6 File Edit DataEnty Dictionaries Map Reports Tools Window Help Get Taxon AH saa amp button DAAH YOM 2 SPA ies record Seg D Survey Taron a ovom y y SySySy y g E sacl BIRDS British Ornithologists Union British L
4. Export Filters General Samples Options Filter Hame Moths amp Butterflies Filter on Surveys Filter on all Surveys Filter on Taxonomic Groups LEPIDOPTERA vok _ Caron 1 To create a new Export Filter click the Add button 2 Once you have added some filters they will appear in the Export Filters list on the left Click one to select it and its details appear on the right Click Edit to edit the selected filter 3 An Export Filter needs a name and an entry in one or more of the filter criterion boxes For example to make a filter for records of Moths amp Butterflies the Order Lepidoptera has been dragged into the Filter on Taxon Groups box If you wanted to make a Breeding Bird survey filter you would drag the names of the relevant species into this box from the Taxon Dictionary 97 Recorder 6 User Guide window or from a Rucksack list or look them up by name in the usual way using the button to access the Find Taxon dialog 4 Additional criteria can be added using the other two tabs General Samples Options General Samples Options North east comer gt Specify the grd teference of the north east i include ail observations that match filet and zouth west Comer of A bos enclosing all E ee a S Ree tr Freee Geer EES Perce HEE E CEECS TOREEEES Include all locations that match the filter s bounding box and survey criteria Include all individuals and organisations vk _ are
5. Species Reports List locations for a species from the menu that appears 4 The report will be run and you should see the results in the Filter Result window gt Filter Result Click on an item to view or edit details 158 records found common name _____ Scientitename Location Spatial ret gt Two banded Plover Charadrius falklandicus Sea Lion Island UB5588 Two banded Plover E Two banded Plover E Two banded Plover E Two banded Plover H Two banded Plover E Two banded Plover R Two banded Plover F Two banded Plover H Two banded Plover E Two banded Plover E Two banded Plover E Two banded Plover E Two banded Plover E Two banded Plover E Two banded Plover E Two banded Plover Charadrius falklandicus Charadrius falklandicus Charadrius falklandicus Charadrius falklandicus Charadrius falklandicus Charadrius falklandicus Charadrius falklandicus Charadrius falklandicus Charadrius falklandicus Charadrius falklandicus Charadrius falklandicus Charadrius falklandicus Charadrius falklandicus Charadrius falklandicus Charadrius falklandicus Charadrius falklandicus Darwin Pebble Island Carcass Island Volunteer Point Saunders Island UC6359 UD2413 TD5213 C4892 TD 7610 TDSO TDS1 T090 TD91 UB09 UB19 UBS9 UB49 C49 DOO DO1 Charadrius falklandicus YD10 Charadrius falklandicus YD20 R Two banded Plover R Two banded Plover From here you can send observation to the map print them and export t
6. Edit Metadata from the menu This data is written into a metadata section at the start of an XML file in NBN Data format but it is not actually used during the import process It was designed as part of the NBN Transfer Format but that hasn t really been taken up so is now somewhat redundant So it doesn t actually matter at all what you type in these fields 11 2 Importing data from another copy of Recorder The process is no different from any other import You use the Import Wizard and select the file format NBN Data or NBN Assess Database zipped There are two differences 1 Most of the screens of the Import Wizard are skipped because Recorder has all the information it needs without requiring user input 2 You may need to deal with Duplicate Items 94 Recorder 6 User Guide 11 2 1 Dealing with Duplicate Items Why do we get Duplicate Items Consider a volunteer recorder who has their own copy of Recorder but contributes observations regularly to some ongoing survey The first time they submit a block of records it will probably bring with it a Survey some Name amp Address entries at least for that volunteer and may be some other people they are working with or who have checked identifications possibly some Locations and maybe some term list items When you import the block of records all of this supporting data will be added to your copy of Recorder Next time the same volunteer sends you an update
7. 1 To remove a background layer click on its name to select it right click and select Delete from the menu that appears 2 To rename a background layer click on its name to select it right click and select Rename from the menu that appears Edit the name of the layer and press lt Enter gt to make the new name permanent 3 To re order layers drag a layer up and down the list Alternatively go to the Map Options dialog Map Map Options from the menu go to the Map Layers tab select the layer you want to move and click the Move Up or Move Down button until the layer is at the position you want Click Close to close the Map Options dialog 69 Recorder 6 User Guide Map Options Enabled Maps Map Layers Distribution Symbols Base Map Sheet RR suss RR sues g 3 SuSSSls Properties A Move Up Delete Why does the order of layers matter It is because it determines the order in which they are drawn In fact they are drawn from the top of the list downwards Consider this map 21 Map Window Base Map Sheet Active Map Base Map Sheet es PAS Distribution Points Map Layers V Base Map Sheet m B suss s DONN na JES 11 M P suss duld s Grove Na aS Sy Fe Vv Tf SuUSsSSIs s 3 ranna o am z Jt AAOH TSE Se ae F Parktor gt VT be D m t a gj EN 5 a Current Polygon Layer Y at VE Be ee a He 4 A N Polygon layer Spati
8. 22 01 2004 Darwin UC6359 Black chinned siskin 22 01 2004 Darwin UC6359 Black crowned night heron 22 01 2004 Darwin UC6359 Blackish oystercatcher 22 01 2004 Darwin UC6359 Black necked swan 22 01 42004 Darwin UC6359 Brown skua 22 01 2004 Darwin UC6359 Canary winged finch 22 01 2004 Darwin UC6359 Correndera pipit 22 01 2004 Darwin UC6359 Crested duck 22 01 2004 Darwin UC6359 Dark faced ground tyrant 22 01 2004 Darwin UC6359 Dolphin gull 22 01 2004 Darwin UC6359 Falkland steamerduck 22 01 2004 Darwin UC6359 House sparrow 22 01 2004 Darwin UC6359 Kelp goose 22 01 2004 Darwin UC6359 Kelp gull 22 01 2004 Darwin UC6359 King cormorant 22 01 2004 Darwin UC6359 Long tailed meadowlark 22 01 2004 Darwin UC6359 Magellanic oystercatcher 22 01 2004 Darwin UC6359 J Previous Next J x Cancel SS Le ee v 360 records D Falklands Trip report data T imE arl_tripReport xls This screen is asking you to indicate what type of data is present in each column To do this you select the appropriate data type from the drop down list above each column In our case the first row of the spreadsheet contained column names Therefore the First row contains column names checkbox has been ticked When you do this Recorder attempts to identify the type of a column from its name In this case it has been successful and all the columns are correctly identified Once the Wizard knows what type of data a column contains it will attempt to con
9. E Equisetophyta Ivy E Pteridophyta EJ Ginkgophyta Synonym EJ Coniterophyta E Magnoliophyta Hedera helix L B Liliopsida Magnoliopsida Family Acanthaceae Code 106 1 2 Famiy i Other Checklists Famy Drac ege m Aizoaceae Fm Amaranthaceae NEN Gateway vascular Plant Dataset FF Anacardiaceae Biological Records Centre coded checklist List of vascular plants of the British Isles Fam Apiaceae 7 1992 i a 1998 Pee ecorder 3 E iia Environment Agency Check List G Aralia EA Eleutherococcus G F atsia BIA Hedera Bpecies Algenan Ivy Hedera algeriensis Pe Persian Ivy Hedera colchica was 1 I UC National Cee Find information on Hedera helw EJ Canary lvy Hedera helix subsp canariensis Biodiversity from the NEM EJ Common lvy Hedera helix subsp helix Network subSp Yellow berried lvy Hedera helis subsp poetarum Species Atlantic lvy Hedera hiberrical l Fm Aristolochiaceae m Asclepiadaceae Bl To aid users those checklists that are most useful for recording current observations have been grouped together at the beginning of the drop down list The names of these lists are preceded by the name in CAPITAL LETTERS of the taxonomic group they cover These lists are the preferred lists Many checklists e g the Priority Species List 2007 the Red Data Book and Wildlife and Countryside Act lists provide taxon status information for use in
10. X Cancel 101 Recorder 6 User Guide The Default Settings button appears on each page Pressing it will restore all the settings on the page that is currently displayed to their default values Pressing OK applies values Pressing Cancel closes the dialog without making any changes Options are left as they were when the dialog was opened The first three tabs General Toolbars and Appearance contain options which effect appearance and behaviour of the system Here are explanations for the most commonly used items 12 1 General General tab Open with If this option is selected ticked then if you close Recorder with windows open within its work windows area then the next time you start the system it will open those windows at the same size and from last position on your work area session Show If this option is selected ticked then the Welcome dialog will be shown when you start the Welcome system If it is not selected Recorder will startup with a blank work area unless the Open with Window at windows from last session option is selected and you left windows open last time you closed the Startup program Most people find they want to turn this option off once they are used to the system You can also set this option in the Welcome dialog see section 5 Shows the icon in the menus that is used for the command s toolbar button icons Graduated If menus with icons are selected this
11. could copy it once and paste it several times 37 Recorder 6 User Guide 8 1 3 5 Entering dates Although most biodiversity records can have a perfectly normal date i e the day on which the observation was made it is not unusual for dates to be a bit more complex that this Two circumstances are quite common e A trap such as a Malaise trap or a pitfall was operated for a period of days or weeks Thus the date is actually a period over which the trap was operating 12 1 2004 19 1 2004 e When extracting data from literature or older collections it is not unusual for no detailed date to be given You might only be told the year or the month and year in which an observation was made Recorder uses a system termed vague dates to cope with a wide variety of possibilities The contents of fields where vague dates are accepted are shown in green The options are Jan 2007 or 1 7 Summer Season Summer When you type a vague date Recorder is quite flexible about the syntax you use You can enter numeric dates e g 25 1 7 or you can give the month name e g 25 JAN 2007 You can usually abbreviate the year to one or two digits providing your entry is less than or equal to the current year or over 40 you can set this cut off number select Tools Options from the menu and specify the Century cut off Year you want on the General tab Thus 25 3 54 will be interpreted as 1954 whilst 25 3 4
12. much of this supporting data is likely to be the same they probably have more observations from the same places and observed by the same people We saw in section 8 4 that each copy of Recorder is assigned a unique eight character SiteID and each row in each table is assigned a unique 16 character identifier key formed from the SiteID and a running 8 character code So our volunteer contributor has created an entry for their own Name amp Address and this has a unique identifier say VOLOOO01000000D7 and this was imported as part of the first block of data When the next block of data is submitted it will most likely contain the same Name amp Address entry again Recorder will notice that it already has a Name amp Address item in its database with this key and flag it as a Duplicate Item It is important to realise that this is entirely based on the key Recorder has not loOKed at the content of the record at all It is also possible that our volunteer has changed his or her mind about something that was submitted last time Perhaps a mistake in and identification or a grid reference was spotted and has now been corrected and the updated record submitted amongst a subsequent batch This record too will be detected as a Duplicate Item because its key is already present but the data row is actually different because of the correction it contains Another thing to bear in mind is that nearly all rows that Recorder stores
13. work in partnership with a variety of other packages from spreadsheets for data entry to GIS Packages for spatial analysis Each copy of Recorder has its own copy identifier commonly referred to as its Site ID which becomes part of the internal key for all data entered This means that data originating from any copy will be uniquely identified and on exchange data from one copy will not overwrite data from another It also means that if amended versions of records are imported from another copy of Recorder into a system that contains older versions of the same data the system will replace the older version with the newer ones thus avoiding duplication It also allows scheme organisers to use their own standard terms and recording cards and to share these and other data like locations to help with the collation and management of observations from groups of recorders Recorder 6 can be used for very simple observations consisting of just the date species grid reference and recorder or very complex ones with multiple determinations measurements and associated species It also holds specimen data The richness of the data stored also extends to locations and location features and most things can be linked to internal documents or external references i e the reference works used to determine observations reports or external files like photos and maps The mapping facilities in Recorder 6 enable users to load background maps and polygon laye
14. Before you can export data please enter the following information which describes Your dataset This information is provided within the export file to other users Select the item to edit _ Dataitem Exported information Dataset Name Falkland slands training data E Dataset Owner Falklands Conservation ie Dataset Restrictions None i Dataset Status Published Dataset Title Breeding Bird Survey 1983 1997 Dataset Validation Checked by authors z Ei Data tem Dataset Name Exported Information os Islands training data You need to make an entry in each of the six fields in the top panel before the export process will proceed If you Cancel filling it in or close it without making an entry in each field you will simply be returned to the Data Export dialog without any export happening This dialog is a little tricky to use but fortunately you only have to do it once l a one of the fields from the list in the top panel and click the edit button Eg 9 2 The lower Data Item panel will now become active Type your entry in the Exported Information box 3 Press the save button I to save your entry back into list in the top panel Repeat the process for each of the remaining five fields Once all six fields have an entry press the OK button to proceed with the export in Should you be so minded you can access this dialog and edit the metadata entries at any time by selecting Tools Export Management
15. Date Sample Location Name Sample Recorders Taxon Common Hame Taxon Latin Hame gt UD2413 C4892 UB5588 TD5213 UD2413 51 015 61 24 51 075 61 05 51 268 59 82 51 285 58 92 51 295 60 52 51 315 59 92 51 32S 58 61W 51 33S 58 66 51 335 58 72 51 345 60 63 51 375 60 63 51 385 58 02 51 385 59 3W 51 395 58 33W 51 395 58 94W 51 395 60 2 51 35 58 52W 51 35 58 56W 51 35 58 81W 51 415 59 22W Report Output 16 01 2005 23 01 2005 20 01 2005 18 01 2005 16 01 2005 2005 2005 2005 2005 2005 2005 2005 2005 2005 2005 2005 2005 2005 2005 2005 2005 2005 2005 2005 2005 Pebble Island Yolunteer Point Sea Lion Island Carcass Island Pebble Island Steeple Jason Grand Jason Pebble Island Cape Dolphin Carcass Island Keppel Island Mare Rincon Concordia Lorenzo Pond Little Creek Hope Point Grave Cove Swan Pond Little Mountain Brazo del Mar Swan Pond Saunders Island Limpet Creek pens Lion Point North Pond Leopard Bay Tim Earl Tim Earl Tim Earl Tim Earl Tim Earl FC Observer FC Observer FC Observer FC Observer FC Observer FC Observer FC Observer FC Observer FC Observer FC Observer FC Observer FC Observer FC Observer FC Observer FC Observer FC Observer FC Observer FC Observer FC Observer FC Observer Erect crested Penquin Gentoo Penquin Gentoo Penquin Gentoo Penquin Gentoo Penquin Gentoo Penquin Gentoo Penquin Gentoo Penquin Gentoo Penquin Gentoo
16. Export Filter seeesseenseesseesssesssesssesssessserssersserss 98 Setting Up a Recordine SCHEME errre re E 99 Contributing to a Recording Scheme cccccseecceseseceeseeeeeeeeseseees 100 Distributing files to contributors to a Recording Scheme 100 COMMS Uration SENE Saanane E T 101 E e E E A E EE 102 TOODA ee tern aetna aan np denn poe renee ea 103 PRI VOS ALAN CS easiest A sdidat anoles ussdicstancoleatecedstss AE 104 Spatial IRC TCTENCES lt u ied sca ch sclnnt nein ipaa a a TAN 105 Pil LO CAUOMS z toiasceitoctea bhcens ET T 105 Recorder 6 User Guide 1 Introduction Recorder 6 is a biological record collection collation and reporting package developed by JNCC to help users record manage and exchange their observations of flora fauna and habitats Individuals and organisations can exchange them with other users local record centres national schemes and societies and the NBN Gateway The National Biodiversity Network Trust NBN is a partnership of like minded organisations concerned with the collection management exchange and use of wildlife information in the UK Recorder 6 embodies a number of key NBN standards and concepts Recorder 6 provides a comprehensive system for e Data capture of observations locations individuals organisations and documents e Reporting e Mapping e Exchanging data It contains taxon biotope and administrative areas dictionaries and it is designed to
17. Longitude is Less than Sample Measurement Accuracy Sample Measurement Data is Between Sample Measurement Qualifier a Criterion 3127983 w Sample Date is Greater than 3171271989 This screen is not terribly intuitive e It starts off with all the controls inactive except for the button to add a filter So click this button and the Details section will become active e Now select the field which you want to filter in our case it is Sample Date The options shown in Conditions depend on the type of data that the field you selected contains date number text etc We have chosen a date field We want records after 1990 so the is Greater than option is appropriate e Having chosen a field and a condition we need to enter a Criterion Since we want to select dates from 1990 onwards the criterion we 86 Recorder 6 User Guide want is that the date is after the end of 1989 So type 31 12 89 in the Criterion box e We now add our completed filter to the Filters list by clicking the 1 button e The other controls on the Filters list allow a filter to be edited h and removed You could now add more Filters using the same method e Once there are two or more Filters the and buttons allow you to change their order You can also select whether they are joined by AND or OR operations in the left hand column of the Filters list Note that it 1s perfect possible to define impossible combin
18. Measurements base of the list Sample 1 km Square i Sample 10 km Square Sample Date Sample Duration p Sample Latitude Sample Location Sample Location Hame Sample Location Type a Sample Longitude E Sample Measurements o Sample Month Sample Recorders Sample Reference Code E Canninla Cnatial Dafora Cancel Back Met i Here I have chosen to sort by date in descending order Sorting like this will have the effect of listing observation firstly in alphabetic order by the species common name and then within the block for a particular species listing the most recent observation first If you change your mind you can remove sorting from a field by highlighting it and pressing the 4 button When you are satisfied press Next to continue Report Wizard summary Of Selected Options Attributes Sample Spatial Reference Sample Date Sample Location Mame Sample Recorders Taxon Common Mame i Taxon Latin Mame J sort Order coo JF Sample Date amp Taxon Common Mame Cancel Back I 8 This screen just summarises the options you have selected If it is not what you want you can use the Back button at any time to return to earlier screens of the Wizard and make changes If it looks OK then press Next to continue 82 Recorder 6 User Guide Dak 654 occurences found gt Filter Results Untitled Click on an item to view or edit details R Sample Spatial Reference Sample
19. New Snapshot _ This sends the grid of data as it appears in the Filter Result window to ee the printer _ Copy _ This copies the grid of data to the Windows clipboard From here you could for example paste it into a text file using Windows NoteboOK _ The list will then appear as a tab delimited text with fields enclosed in Dea nine ineiea ene na nea ae in nen T eee lenin ei eee einen ee ee eine E ee ieee ee ie ne ee eee ee ie ee ele PE TEE ETRE Cee C CLEC C PC ECCT CRTC EEE TCE C PTET CETTE PEEP EE CEE ECE T ETT TCC PTC C PCE T CPT CCT ETT E TTT TE TT Creer eee e ree Ter CPE errr eT eT TTT errr Terr cree Trrr reer eerie reer TTL ee iTer ee CITC r Petre r ere rere eter reer ere ere eee reCr eee C EPCOT er Oe ee Teer Teer Teter retreat E Terre tre Cnet rer ret a Recorder 6 User Guide SPE EEEEE EEE EEC EE ELLE ECE EE EC LEE ECE LEE EEE LEEE EEE ECEE EEE LCCC ECL CEE EC LEE EL LC ECLEL ELLE LEL ELLE LELEL ELLE LEL ELLE LEL ELLE LL LLLLLL ELLE LLL ELLE LLL ELLE ELLE ELLE LEE tee eee eee eee eee eee ee _ Export data _ This exports the data in one of Recorder s proprietary internal formats and is most appropriate for transferring records to another copy of Recorder You just need to choose a format and specify a name and path E aa or the file l _ Export to Excel _ As the name says it exports the data as an Excel spreadsheet You will see a standard Windows File Save dialog where you specify the name of _ the file and the path whe
20. User Steve Wilkinson Fe Fe Fe Be Fe Add Edit a Delete Surveys Events Samples Occurrences N Locations Documents 3 The appropriate window will open with its contents filtered so that only those related to the selected item are shown If no items of the chosen type are related to the selected item then you will see a message telling you so In this case we are looking for all taxon and biotope occurrences for which Susan Good is a recorder or determiner The observation window will open filtered to show just this person s records gt l Event 30 06 1997 Kingwood Common Hierarchy 30 06 1997 Kingwood Common j a Miscellaneous Records Sally Rankin B S 26 05 1998 Long Copse a a E gh 26 05 1998 Long Copse Field Observation a Kingwood Common SOS S S w v i Mettle Leaved Bellflower Campanula trachelium S etec ss es Hazel Corylus avellana Location Name Foxglove Digitalis purpurea bi Beech Fagus sylvatica Spatial Ref SUI6998871 0 Woodruff Galium odoratum ve Bluebell Hyacinthoides non scnpta Date 30706 1997 Wood Melick Melica uniflora we ATS Woodland mised Weather a amp Reptiles a Amphibians Sally Rankin Comment o Tal 0 06 1997 Ki AFI wood Common iy 307061997 Kingwood Common Field Observation Recorders wee Hh rn a a 14 07 1997 Warburg S551 di 14 07 1997 Warburg 555
21. allowed dates for the 53 Recorder 6 User Guide survey and spatial references are checked to ensure they are within the bounding box for the survey and within the grid squares of the observation s location When importing data from another copy of Recorder the date for a Sample is checked to ensure it is compatible with the date given for the Survey Event to which it is attached Similarly spatial references are checked to ensure that a Sample is within its Survey Event and within the grid squares given for a Location it is linked to If any of these checks fail then the offending item is reported in the Invalid Items tab For example gt Import Wizard Analysis Details 761 Items successfully read of which there are 761 New items 0 Duplicated items 1 Invalid item Please check the analysis details atthe top ofthe screen to see if you have the Invalid Items expected number of items and whether you have any invalid or duplicated items Invalid Data Details Any duplicates and invalid items are B Survey_Event Please enter a date which lies within the survey date range described in more detail on main part of FLKSYSOO000000HK the screens Invalid items will be rejected from the import The problem should be corrected in the source file before you attempt the import again See Import Analysis help for details For more details please see the Import Analysis help or the Import wizard overview b4 Save Template
22. and a menu will appear from which you can Delete that item from the map Rename it in the key or set its Properties an alternative way to get to the colour picker dialog to choose a colour for the symbol Select File Save As from the menu to save the map as an image file in either Bitmap bmp or JPEG jpg format The image is saved as it currently appears on screen in the Map window You can show up to ten features at a time on the map If you try to show an eleventh one you will be asked which one you want to drop If Display grid references as squares on map on the Spatial References tab on Tools Options from the menu is ticked the distribution points will appear as squares covering the area represented by the grid reference e g an observation with a grid reference of TG1234 will display as a square covering an area km x km The squares will be partially transparent so that you can see through to the underlying map and also to any other more precise grid references This only applies to the OS GB and OS Ireland spatial reference systems 66 Recorder 6 User Guide 9 3 Map layers 9 3 1 Rasters and vectors There are two basic ways of storing map information on a computer 6 A raster is effectively a picture think of scanning a standard paper map satellite image or aerial photograph which is orientated so that the rows and columns of pixels are aligned with the coordinate system used for mappin
23. and more efficient We will consider e Entering surveys e Entering single observations e Entering a batch of observations from a single site visit Record entry cards e Importing data from external files such as a spreadsheet As explained in section 7 1 4 Recorder 6 stores species and habitat observations in the observation hierarchy within which they are stored in samples within survey events within surveys The survey for observations has to be entered prior to entering the observations themselves Note that surveys can contain thousands of observations so it isn t necessary to have large numbers of them If you will only be entering your own personal records you could create just one survey and put all observations in it For more information see Help Help Contents tab Tasks The main data types Observations and follow the links from there 8 1 1 Survey entry To enter a survey 1 Choose Data Entry Observations from the menu 2 Click the Add button at the bottom left corner of the dialog If a pop up box appears select Survey A New Survey item is added to the list 31 Recorder 6 User Guide 2 Survey New Survey Hierarchy Run By General Geography Tags Sources Mame Run By Type Records l Allowed From To Operating From PO To Status None Media None Periodicity Description y Save x Cancel Ferena 3 Enter a name for you
24. and you change it their original copy remains unchanged and there are now two different copies of the same record Say you think they made a mistake over the grid reference If both of you contribute records to someone else what are they to make of it They are presented with different copies of the same record which are in different places which is correct If you spot a mistake in someone else s data then the correct thing to do is to tell them about it get them to correct their master copy and then re import the corrected records unless they are prepared to transfer custody to you but if they do they will no longer be able to edit those records in their system If you select an item and click on the show metadata button on the active window toolbar you can see its metadata 1 e who created and changed it its unique identifier and if it was imported the SiteID of the system it came from 30 Recorder 6 User Guide gt Metadata Metadata for Taxon Occurrence Malva moschata The record was created by Sally Rankin on 05 11 2006 and was last changed by Sally Rankin on 05 11 2006 The unique record identifier is SR00002 7000007 Ra This Taxon Occurrence was imported from database SRUOOU 8 Capturing observations 8 1 Manual entry If you had to go through the Observation window to enter every observation it would take forever so Recorder provides various facilities to make this common task faster
25. appear on the Main Toolbar e The Toolbar Buttons list shows the buttons that currently appear on the Main Toolbar e Place a button on the Main Toolbar by selecting it in the Available Actions list and clicking the button to transfer it to the Toolbar Button list It is inserted at the end of the list e Remove a button from the toolbar by selecting it in the Toolbar Buttons list and clicking the button e Remove all items from the toolbar by clicking the button e Re order the buttons in the Toolbar Buttons list by selecting one and moving it up or down the list with the and buttons 103 Recorder 6 User Guide The Main Toolbar will be updated with the new arrangement when you press OK to close the dialog 12 3 Appearance Options General Toolbars Appearance Spatial References File Locations Mandatory Fields C Mandatory field Information Source Information Destination Hi Field you can transfer information to Application Background Field you can transfer info from and to C Plain Background Preview f Bitmap D lmages overlap blue bmp iy Disable Information Transfer Colours We Show Tool Tips X Cancel This tab allows you to customise colours and the main window background The right hand side of the page shows examples of what the screen will look like with the current options set The Undo button can be used to restore the screen to the appear
26. by clicking around its boundary with the mouse If you have maps loaded as a background layers you can use this facility to trace round an area to create a site boundary manually so that for example you can report on the observations within it In general it is better to create polygons in another more suitable package such as a GIS and to import them from a file This is because if you have problems with Recorder s mapping you may need to reset the maps which may mean you loose your polygons Never the less the facility can be useful to enable a report for an arbitrary non rectangular geographical area perhaps an area affected by a planning application for which you don t already have a polygon Proceed as in the previous section to create a polygon layer if required 1 Select Map Add Boundary Draw from the menu or click the draw boundary button from the toolbar 2 Click on points in sequence around the boundary of the area you want represented as a polygon Clearly it helps if you zoom in so that it is as large as possible on your screen As you click the points they will be joined up with a line in the selected colour for the current polygon layer There is no way to edit if you make a mistake you will have to abandon the process and start again right click and choose Cancel 73 Recorder 6 User Guide A y S P yf Parkcorner A ff Fm 3 When you have got all the way round so t
27. controls whether the icons appear on a Windows XP style menus graduated strip down the left hand side GB Rucksack Ctrl F GB Rucksack Ctrl F Rucksack Ctrl R Term Lists 2m Gal ae Vests eevee Enhanced Termlists Enhanced Termlists User Configuration a User Configuration a User Configuration Change Password Change Password Change Password Install Install Install Export Management Import Data Export Management Export Management Database Tools Eb Import Data Eh Import Data Options Database Tools Database Tools Delete Survey pi Mptions i Qptions 5 Delete Survey 5 Delete Survey graduated menu with icons with icons not graduated without icons Use If this option is selected then whenever a species name is shown the preferred common name of common the species will be used 1f one is available If this option is selected the common name is shown names first with the scientific name in parenthesis Gel BR 1993 TC14 A RA 1993 TC14 H Ge BR 199 115 fy BE 1993 7015 A a 1993 TC22 a 1993 TC22 E o h 1993 Field Observation _ 1593 Field Observation Cl a Speckled Teal Anas flavirostris PG fess yl a Anas flavirostris w a Crested Duck Anas specularioides specularioides i a Anas specularioides specularioides m a Falkland Pipit Anthus corendera grayi u Anthus corendera grayi ne a Short eared Owl Asio flammeus sanfordii w u
28. documentation i e the names of the tags go a long way towards identifying and documenting the data they contain e NBN Assess Database zipped This is a proprietary format in which data is written to a temporary Access database using the same table structures as the main database and the resulting mdb file is zipped Because the data stays in Recorder s table structures there is little overhead in writing or loading data Only user added data needs to be transferred because all copies of Recorder are assumed to contain the system supplied dictionaries and other supporting data so the resulting file can be kept smaller This is the preferred format for data transfer between copies of Recorder 11 1 Exporting data Whenever data can be exported the results can be formatted as a transfer file For example e Select an item in any of the main data windows e g a Survey and the select Tools Export Data from the menu You can also open a Rucksack containing items like a list of Locations and the select Tools Export Data from the menu to export observation linked to items in the list e The results of a report in the Filter Result can be exported by pressing the Report Output button and the selecting Export Data from the menu e From Tools Export Management Export Using Filter filter name from the menu You will then see the Data Export dialog 92 Recorder 6 User Guide Data Export Exp
29. ee een ee en een sete ee Renee sees Reese Se Rte S000 N0000 0000000000008 S08 0RSREER CO SO SNR CO SOONERS SO SRSROTNS MONS SOOMOROO EO MORSSEOMOMOETO MORONS SSRORSNSSRORSRSSRORSOHSCOESOTOSSSCSHSCGSHSNSCOSSSOSCOSSSNRCOSSSNRCOSMSNSROSSSNSRESMSNSRSGSONSRSOSSNSRSGESHORSGESUSRSGESSSNSGESUSNSGESSSRSSERSSRESERSSEOSEISRO SERS SRSSEORSROSESR SRO SESRSRSSSORSRSOMSCERSOMEIEREOR 4 Click the OK button to load the background layer About Cut in and Cut out scales A raster image has a range of scales over which it can be displayed successfully which are determined by the scale of the original map or image on which it is based and the resolution at which it has been digitised If the displayed image is too small then it will be too squashed and will lose details If it is enlarged too much as you zoom in then the individual pixels of the bitmap will become visible and it will no longer be useful The cut in scale sets the zoom level at which the bitmap image should first be shown The cut out scale sets the zoom level at which it should stop being shown A certain amount of trial and error may be necessary to establish workable values for the cut in and cut out scales for a particular image A useful way of using cut in and cut out scales is to have several different background layers containing more and more detailed map images They are arranged so that a less detailed map cuts out and the next more detailed one cuts in 9 3 2 2 Managing background layers
30. falkland Felecanoides urinatrix E Rollandia roland roland Sturnella loyca falklandica Tarhweres hrarhunteri i W Expand Taxonomic Groups X Cancel Back Ment E sf ann As its name suggests the option to use Current Rucksack expanded will include the names in the Taxa list from the Rucksack but will also expand the taxonomic hierarchy so that their children are also included in the Available list 10 2 4 Using polygons to filter records falling within them 1 Tick the Restrict to one or more Polygons on the first screen of the Report Wizard 2 You will then see the Polygon Selection screen Report Wizard Polygon Selection Fiter report by selected polygans E E BAs Pebble Island Group Pebble Island Group Pebble lsland Group Pebble Island Group Pebble Island Group Unlinked Polygon IC Unlinked Polygon IC Unlinked Polygon IC Unlinked Polygon ID Unlinked Polygon IC Unlinked Folygon ID L O Unlinked Polygon ID cm ind Polygon On Map 7 Predefined Fitter znew fiter Save Filter As Cancel Back Met i This is where linking polygons to a Location comes in handy We can immediately see the set of polygons that were linked to the Pebble Island IBA and select them Otherwise they are just labelled Unlinked Polygon which is not helpful To find an unlinked polygon you want to use press the Find Polygon On Map button and choose a
31. in the database have a pair of date stamps called ENTRY_DATE and CHANGED_DATE o ENTRY _DATE is set to the time and date at which the row was created o CHANGED_DATE is updated to the current time and date whenever a change is made to the row There are potentially three things we can do with these incoming rows for which we already have copies s We can overwrite the copy in our database with the new incoming one we can keep the copy we already have and ignore the incoming one we can compare the date stamps and only overwrite the current copy if the incoming copy has a more recent date That way we make sure we have the latest version So if the import process finds rows amongst the incoming data with keys that it already has in the database then theses are shown in the Duplicate Items tab and you must decide what to do with them 95 Recorder 6 User Guide 21 Import Wizard Analysis Details Date Exported 31 01 2007 Title loc_data 63 Items successfully read of which there are 0 New items 63 Duplicated items 0 Invalid items Please check the analysis details at the top ofthe screen to see if you Duplicate Items Invalid Items have the expected number of items and whether you have any invalid or Duplicate Data Imported Data Original Data duplicated items Any duplicates and 3 LOCATION g LOCATION FLKSYSo000000004 E ITER Location FLksysoooooo0 E Elon weit eee FLKSYS0000000001 2 LOCATION_KE
32. ino Gate teieciteienie aint E eaten T 19 Wile W Ml Catal aa E pamnesasaseiuitdenciwaeseiwadel A 19 Add edit vs browsing mode ccccceeccceeeeeceescceeneecaeseeeeeceeseseeeenseesases 20 SOLEMN OMS eorn ne shea santbtenun E hceasantbes 20 EE TMG OO list sat cs teetcurssunce ae e st tateentauatetastieteussaunte S 21 PE DONS 1c 1 hs eae eR ee es ee Re ee et aren ae ee ere preven meee ere 22 Rere ddat reana AEE OO E acensanietwnesets 23 Adding changing and deleting items soeesssenssosssorssorssersseesssrsseesss 25 Simple data entry editing and deletion ccccecccsescceeseeeeeseceeneeeees 25 Cases where there are multiple detailed items c cece ceeeeceeeeeeees 21 EEN EKE 1 e E ena E EE One EE E E E eee pre 28 Data ownership why you cannot always edit items cceeeeeeeees 29 Capt rine ODSEFYALIOMS lt 3 c5s sec Sisaressdnis decd iadaaeiacuhss ead aaaeiedban O eke 31 Mamake na nD ne ee AMM RTC eS SME RAREE RIC EST MES RREE AE 31 DUEVEY CMY naiona nie a a e a O 31 SIMS Ere Cord CMY oerni a E AE EE Ea aS 33 F100 1121 AMIN E E E E E E E E E E E E E 34 Entering a list of species record Cards ccccceecccsesecceeceeueseceeneeeaeees 4 Importing observations from an external file eee ceeccccseseeeeeeeeeeees 47 Extemial tile Torma aaa a esse shoes tenad eames hes 47 poron S a eea ea sare ose es ean oes ea eco uence ee Gases es 48 ME MCI aa ere erence tice eens ececaryteena 56 Map ri
33. observations from 10km square T C74 will not be considered to fall within the polygon whilst those for TC85 will be considered to fall within the polygon In both cases the reality is that in the absence of additional information such as a location name that might let us locate the observations more precisely we cannot be sure whether any of these observations fall within the polygon or not 10 3 Printing mapping and exporting results There are quite a few facilities for dealing with the results of a query shown in the Filter Results screen 89 Recorder 6 User Guide 2 Filter Results Observations by grid by date wzd Click on an item to view or edit details Ub2415 Ub2413 YDSO D40 Wl2o Woot Wao Wold Wl4o Wild DOI D20 1840112005 1601 2005 25 01 2004 1993 1993 1993 1993 1993 1993 1993 1993 1993 1993 1993 Carcass lalang Pebble Island ee le Tim Earl Tim Earl Tim Earl Pl Observer Fil Observer Pl Observer Pl Observer Fl Observer Pl Observer Pl Observer Fil Observer FE Observer FE Observer Fil Observer Peregrine Falcon Peregrine Falcon Peregrine Falcon Peregrine Falcon Peregrine Falcon Peregrine Falcon Peregrine Falcon Peregrine Falcon Peregrine Falcon Peregrine Falcon Peregrine Falcon Peregrine Falcon Peregrine Falcon Peregrine Falcon Falco peregrinus cassini Falco peregrinus cassini Falco peregrinus cassini Falco peregrinus cassini Falco peregrinus cas
34. reporting You cannot use these for data entry 17 Recorder 6 User Guide If you want to see common names alongside the scientific names for species as in the screen shot above select Tools Options from the menu and tick Use Common Names on the General tab The taxon checklists are being maintained by the Natural History Museum 6 2 2 Biotope dictionary habitat lists Open the required classification system by selecting e Dictionaries amp Biotope or by clicking on the button on the main toolbar e Click the down arrow to the right of the List box and select the required classification system This window contains various lists or biotope classification systems which are used to make habitat observation records The detail pane on the right shows information about the currently selected item This can potentially contain things like a description pictures etc 2 Biotope Dictionary Browser BHA Classification National Vegetation Classification x Je Oy Openvenetation CG d Fragaria vesca Erigeron 4 Aquatic communities a CG Caleicolous grassland acer sub community CG1 Festuca ovina Carlina vulgaris grassland Ch Festuca ovina Avenula pratensis grassland CG3 Bromus erectus grassland CG4 Brachypodium pinnatum grassland CGS Bromus erectus Brachypodium pinnatum grassland CG6 Avenula pubescens grassland f Find information on Festuca ovina CG Festuca ovina Hieracium pilosel
35. such a file Such files can be shared with others to allow them to easily set up the filter on their copy of Recorder 11 3 2 Exporting using an Export Filter Select Tools Export Management Export Using Filter filter name from the menu You will see a version of the Data Export dialog 98 Recorder 6 User Guide Data Export Moths amp Butterflies Export Type NBN Access Database zipped Destination C temp lep_data zip i Export Filter Settings f Export records changed since Ei 01 2007 f Export all records for filter Reassign Data Custody Cancel 1 Select the Export Type and choose a Destination path and file name as usual 2 This version of the dialog has two additional options Export records changed since As the name suggests this exports records that match the criteria given for the filter but also with a date stamp that shows they have been added or changed since the given date You can use the drop down to access a calendar to pick the date The first time you use the Filter it will show today s date by default but subsequently it will show the date at which you last performed an export using this particular filter 6 Export all records As the name suggests this exports all records that meet the criteria defined in the filter whatever their date stamp 3 press OK to do the export 11 3 3 Setting up a Recording Scheme Select Tools Export Management
36. the map to get a list of grid squares which overlap with the polygon and fill these in amongst the Location details These are used to check that grid references given for observations linked to the Location are correct e If you use the polygon to filter records that fall within it for the purpose of reporting linking it to a Location gives it a name which makes the process much easier 76 Recorder 6 User Guide To link a polygon to a Location 1 Select the polygon It will be shown in its selected colour 2 Select Map Associate Boundary from the menu or click the associate locations button on the toolbar 3 You will see the Location Options dialog Location Options There ts no Location curently associated with this boundary C Create a new location fF Link the boundary to an Admin Area OK Cancel Choose an option and press OK 4 Ifthe second option is selected the Location window will open with the Find Location Name dialog already opened Type in the location name and find the appropriate location Press OK on the Find Location Name dialog or double click a name in the list 5 You will now be in the Location window which will be displaying the location you found in edit mode Press Save to save the link You can now close the Location window and return to the map If a site boundary consists of several polygons e g several parts in an SSSI then you will have to link each separately There i
37. will be interpreted as 2004 If you want to enter a date before 1940 you must enter it in full e g type 25 3 1904 Recorder obtains information about your locale from Windows so it will use the separator between days months and years that is defined there However there is a problem with using hyphen as a separator because that is used to distinguish between the start and end dates of ranges 38 Recorder 6 User Guide When Windows is installed it usually defaults to American date format in which the order of numeric dates is defined as month day year If you have not reset this you may find Recorder interprets 12 3 9 as the ae December 2009 not 12 March Since Recorder will not let you enter an observation dated in the future 1 e later than today s date this would cause an error message to be displayed if today s date was after 12 03 09 but before 3 12 09 8 1 3 6 Entering spatial references Recorder can cope with spatial references in a variety of formats The standard ones are the GB Grid the Irish Grid Latitude and Longitude and UTM Additional spatial reference systems can be accommodated via extra software in the form of add ins Add ins are available for Jersey and the Falkland Islands amongst others Behind the scenes everything is stored as latitude and longitude coordinates but you see spatial references displayed in your preferred spatial reference system see Configuration section
38. 1 Field Observation Susan Good an Adder Vipera berus E Paa Kingwood Common iy 14 07 1997 Kingwood Common Field Observation w ame 3 Adder Vipera bers a y Sal Review altel England Thames ani Lhiltemie Team General Ownership Sources Show All Related Data 24 Recorder 6 User Guide Note that when the Observation window opens in a case like this only the top level items s 1 e Surveys are shown To see the observations you need to expand the hierarchy of Survey Events Samples and observations Remember the trick with the asterisk on the numeric key pad Its very useful here see note on page 20 7 2 Adding changing and deleting items This is introduced here using Term Lists because the layout of the window is simple and there are not multiple tabbed pages of details to consider We will get to examples involving more complicated windows later 7 2 1 Simple data entry editing and deletion 1 To access the tool for managing term lists select Tools Tem Lists from the menu or click the term list button amp in the toolbar if available 21 Configure Term Lists Select List EMRE Clay Substrate Details Leaf Litter Mud Short Name Clay Long Name Clay Sand Description as 2 Select the list you want to work on in the drop down list at the top The Substrate list has been selected in this example To Add a new term 1 Click the Add button a
39. 13 Recorder must be able to interpret a spatial reference you type as being valid in one of the Spatial Reference Systems it knows about For example the British Grid has the following rules e Grid reference must consists of two letters followed by an even number of digits e The two letters must be one of the recognised 100km square identifiers e There may be 2 4 6 8 or 10 digits specifying a precision of 10km Ikm 100 10m or Im You may also want to enter latitude and longitude coordinates directly The syntax is the coordinates as a pair of decimal numbers separated by a comma followed by either N S E or W For example 51 52438N 0 93323W in South Oxfordshire this gets converted to SU740812 for display 8 1 3 7 Rucksacks A rucksack is a useful container that a naturalist uses for keeping things handy In Recorder a Rucksack is a way of storing arbitrary lists of species habitats locations people and or documents so that they are to hand without having to go looking for them in the potentially long lists of items in the various windows These lists can be used as a source from which to drag items when you are entering data as the basis for filters when you are generating reports or exports as the basis for record cards or to restrict searches for a species name For example suppose you are entering the data for a pitfall survey of ground living invertebrates from NNRs You might
40. 2 Access rucksacks by selecting Tools Rucksack from the menu or by clicking the rucksack button on the toolbar If the window has opened with an existing rucksack loaded then select lt Blank Rucksack gt which is the top item on the drop down list To add items to a list drag amp drop or copy amp paste items from the appropriate window to the corresponding Rucksack page Make sure you are looking at the correct page in the Rucksack i e if you want to add a list of Locations ensure that you have clicked on the Locations tab so that this is the page that is showing e In the case of the dictionary windows only you can double click a name and it will be added to the end of the Taxon or Biotope list e Unfortunately multiple selection of items is not supported so you have to add one item at a time Remove items from a Rucksack list by clicking on it so that they it is highlighted and then pressing the lt Del gt key Rearrange items in a Rucksack list by dragging them one at a time up or down the list Save a Rucksack by selecting File Save as and you will be prompted to give it a name If you have created a new Rucksack or made changes to an existing one and attempt to close the Rucksack window you will be asked whether you want to save your changes 40 Recorder 6 User Guide Rucksacks are saved in your Recorder 6 User Files Rucksacks folder and have the extension Ruk fo
41. 2 Select a Base Map using the drop down arrow 59 Recorder 6 User Guide 3 If you are going to use multiple base maps it would be a good idea to change the Display Name so that each one has a different name If you don t it will be hard to select the required one as they will all be called Base Map Sheet 4 If the Initialised icon has two red arrows beside it as on the Reset button you will need to reset the base map by clicking the Reset button 5 Close the dialog The difference between the GB and UK outline base maps 1s that the latter displays an outline of Northern Ireland and the boundaries between England and Wales and England and Scotland whereas the GB one doesn t Additional spatial reference systems can be accommodated via extra software in the form of add ins Add ins are available for Jersey and the Falkland Islands amongst others Having set up one or more base maps the Map window 1s then accessed by selecting Map View Map base map from the menu or by clicking the map button on the toolbar If you have multiple base maps loaded you will be asked to say which one you want to open from the drop down menu Recorder 6 File Data Entry Dictionaries Map Reports Tools Window Help hE S wy Irish Base Map If the map button is inactive greyed out you need to set up a base map or reset an existing one using Map Map Options Enabled Maps Here is the Great Britain and
42. 4 Dolmpot D x Cancel 359 records C TEMPTimE arl_tripReport xls Here an artificially created invalid item has been found It is listed in the Invalid Items list which is hierarchical Expanding this list we can see that the item is a Survey Event and the error is that its date is not consistent with the date range given for the Survey The key FLKS YSOOQQOQOQOOHK is one that the Import Wizard has assigned to the Survey Event it has created during the import process so it is not really very useful to us If we look at the Survey we are trying to load the data into 54 Recorder 6 User Guide 2 Survey Limosa Holidays trip reports Tim Earl Hierarchy dp Add Edit Delete Limosa Holidays trip reports Aun By Tim Earl Breeding Bird Survey Falklands Conservation Limosa Holidays trip reports Tim Earl Penguin Survey Falklands Conservation General Geography Sources Type Inventory a Albed Frome 2000 To Operating From PO To PO Nore C Periodicity FO Description Mame Status Related Data we can see that the Records allowed from date has been set to 2000 So it is fairly obvious that there must be a date somewhere in our import data that is before 2000 Checking the spreadsheet that is being imported EA Microsoft Excel TimEarl_tripReport xls File Edit View Arial Window Help El a uE E Insert Format Tools 10 BZU Species
43. Asio flammeus sanfordi W a Variable Hawk Buteo polyosoma polyosoma a ie Buteo polyosoma polyosoma W a Southern Caracara Caracara plancus Ca ri Caracara plancus T names with common names Te list without common names Use full Recorder s taxonomic list system allows multiple checklists to be available for a given group and translation any of those checklists may include alternative names such as synonyms and common names to preferred for a given taxon Just one name is designated as the current preferred name If this option is taxon selected then Recorder will attempt to translate so that whatever name a taxon is recorded under it will be found and reported using the preferred name For example you want to produce a map of Red fox by dragging this species name from a checklist into the map window Recorder will include observations which were made using the names Fox and Vulpes vulpes How successful this is depends upon the information being encoded in the taxon dictionary and this is 102 Recorder 6 User Guide __ by no means complete and comprehensive although steadily improving _ Restrict See section 9 1 3 2 This is another point at which you can set the options used by the Find Taxon Taxon dialog Searches to Enable Normally observations that are flagged as Confidential are not exported This option allo
44. Date Location Grid ref Recorder 2 Turkey vulture SO 01 1904 Volunteer Point WC4692 Tim Earl 3 Austral thrush 22 01 2004 Darwin UC6S59 Tim Earl 4 Black chinned siskin 22 01 2004 Darwin C6359 Tim Earl 5 Black crowned night heron 22 01 2004 Darwin UC6S59 Tim Earl 6 Blackish oystercatcher 24 01 2004 Darwin UChS59 Tim Earl Black necked swan 22 01 2004 Darwin Uch359 Tim Earl 0 Brown skua 2A012004 Darwin UC6359 Tim Earl 9 Canary winged finch 2 01 2004 Darwin UC6S59 Tim Earl 10 Correndera pipit 2A012004 Darwin UCK359 Tim Earl 11 Crested duck 22 01 2004 Darwin Wl6359 Tim Earl 19 Dark farad aranne tyrant TUNA Mia narin HIPGIEG Tim Earl If we sort the rows by date it is immediately obvious what has happened Somehow one of the dates has been typed as 1904 instead of 2004 The best way to fix this is to abort the import process correct the problem in the original spreadsheet and then repeat the import It will be quick and easy to run through the Import Wizard again for the corrected spreadsheet because Recorder remembers the matches we made for species people and Location names It is important to understand the differences between the sorts of errors that are picked up at different stages in the import process In step 4 we saw that the Import Wizard might report errors as you identify the types of columns being imported and Recorder attempts to convert it to internal format The errors picked up here are syntax errors 1
45. E EEE EEE EEE EE SEE E ETC EE EE EEE ECE EE ECE EE EERE Eee TEE Eee eee eee eee eee eee eee etter Recorder 6 User Guide systems or for websites Snapshots will be covered briefly for administrators 11 Transferring data between copies of Recorder Recorder has good facilities for transferring blocks of data from one copy to another There are two formats which could be used for this task e NBN Data NBN stands for National Biodiversity Network a UK initiative to make biodiversity data more available This is a text format which uses an XML schema to encode the data The advantage is that it is a generic format not tied to any particular software The disadvantage is that the file produced are enormous and take considerable amounts of time to process The original idea was to promote a transfer format which could be used by any biological recording software This has not proved popular because of the complexity of the XML syntax and because of the large processing overheads in parsing and loading the data However this format does have a potential role in securely archiving data for the long term Data written to this format could be stored on a robust storage media such as CD and because the file is plain text will not require any special software to read it in future 1 e it is not tied to some version of Recorder that can understand a particular data format still being available Also the XML tags provide a degree of self
46. Hierarchy Miscellaneous Records John Smith a i 1570172007 50740812 H gh 15 01 2007 5U7408612 Field Observation oon l YE Barn Owl Tyto alba B 7 April anor a O 3 Kestrel Falco tinnunculus O a Blue Tit Paris caeruleus O a Great Tit Parus major a Dunnock Prunella modulari He Blackbird Turdus merula O E4 Improved grassland ef E gh April 2007 SU72716652 Field Observation Great Spotted Woodpecker Dendrocopos major A112 Woodland broadleaved plantation E Add Edit c Delete Check All April 2007 SU727865 Field Observation General Recorder s Measurements Related Samples Sources SampeRt ttt C lt lt lt CSststst S Location Location Valley End Farm Hame Spatial Aet 50727865 Site Centroid Date April 2007 Type gh Field Observation m Start Time i Duration Pe Comment Related Data But if you have a lot of unchecked records clicking on the checkbox beside each of them individually is slow and tedious The alternative is to select the Sample as in the example You will now see an additional Check All button at the bottom of the window Clicking this button will flag all the records in the selected sample as checked in one go 46 Recorder 6 User Guide So what is checking for The idea is to enforce a quality check After data has been entered manually it is good practice to go though and check that everythin
47. Ireland outline base map OSGB 60 Recorder 6 User Guide rA Map Window Base Map Sheet KB Active Map Baze Map Sheet Distribution Points Map Layers Base Map Sheet Iw Ee Polygon layer Current Polygon Layer iY Polygon layer r Spatial Ref SurE Location None The Map window has an extensive toolbar BIR AR tK KAN H The functions are also available via the Map item on the menu Here are some of the most frequently used commands Icon Menu Short S ee h Pointer F5 This sets the cursor to the basic pointer mode IS Le turns off any of _ the 5 modes below As you move the pointer around the map its _ current position is shown in real world coordinates in the status bar For _ example with one of the OSGB base maps and with Tools Options _ Spatial References set to Ordnance Survey GB Grid these are _ Eastings and Northings The current scale of the map is also shown in _ the status bar Click on the map and the spatial reference of the point at which you clicked appears in the Spatial Ref box at the bottom left _ corner of the window You can drag a grid reference from here to any Spatial Ref data entry field amp Zoom F2 Zoomin The cursor changes appearance to A Clicking on the map will cause the map to be redisplayed with the scale doubled and the map centred on the point at which you clicked Alternatively drag the _ cursor to draw a r
48. O EEO EROS EEO SS OSES ESO US CONS RSS CO SE RUS OO SERS RCO SH OR RCSSH ONS SSR SRRORSRSSCOSESSOCO SEONG CO SM SRS COSMORECOSMORSROOSORSROO MORONS MONSROSORSRORSORSRONSORSROGESSSRSGSSOOSCOSSISCOSESSSROSESSSROSORSSROSEISROSEONSSOSSSRSSOSEORSRGSEORSRGSNSRSRCSHORSRSSSOMSRORSOMSRORSOMSRORSONSCORSONSCORSOMSIORSOOSOOESSOSCOSESORCSSESRRCSSMORRESSMORSROSSSRSRRSES REE File Name The full name including the path of the file to be loaded The file can be a plain image _ file such as a Windows bitmap bmp or a variety of GIS formats Seen een ceeneneneeneneeneneneneeeensmemeenen en eeeemenem semen em emeemeCaceeeee se eeaeeeneeeeen een seer ease en een seer een seen ee ese ieee ee Qce se Se Rte ee ee QcQs0 0000000000008 00000 0000000000 000000000000000N 0000 SR TRO SOSROMEOEOMOROSEOMOMONTOROROEMSORORERSORORERSORORSORSCORSOHSCGSSONSCGSEORR GOHSOSCOSSONSCOSSSNRCOSSONSROSMONSRESSONSROGMSNSRSGMSNSRSGHOHSROOESUSRSGESSSRSGESISRSGESISRSSHSSRESOSSROSERSSRO SERS SRO SESE SSOSESRSROSEORSRSSSORERSOMSCERSOMS TERIOR South West If the file is in a GIS format then it will contain information about the geographical EEEEE EEE ELLE EEE EEL North East position of the image and these fields will not be active but if it is a plain image file 2 2 _ e g bitmap then you will need to enter the spatial reference of the SW and NE corners _ of the image Seen een ceenenennenenennenenen eee ensneneeeen en eenen en emeemem em emeemeCaeeeeee se eeee en ee een en en ee een en ee
49. Penquin Gentoo Penguin Gentoo Penguin Gentoo Penguin Gentoo Penguin Gentoo Penguin Gentoo Penguin Gentoo Penguin Gentoo Penguin Gentoo Penguin Gentoo Penguin Gentoo Penguin Gentoo Penguin Gentoo Penguin Gentoo Penguin Gentoo Penguin Eudyptes sclateri Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua Pygoscelis papua papua i 9 Now the report is run and we see the results shown as a grid with the columns corresponding to the attributes we selected See section 11 2 2 for a discussion of what you can do with your results from here 10 When you have finished and close this window you will see a message asking if you want to save your report layout Confirm Do you want to save khe changes to your report You did not select a template or snapshot For your report No Cancel IF vou run this report in the Future vou will be asked bo select a template or snapshot so the report can be displayed printed or exported IF you w
50. Recorder 6 Recorder 6 User Guide Stuart Ball JNCC January 2007 Updated by Sally Rankin JNCC Recorder Approved Expert April 2009 JNCC Peterborough 2009 Contents mM B WN Re 5 1 2 6 1 6 1 1 6 1 2 6 1 3 6 1 4 6 1 5 6 2 1 622 6 2 3 dA Talal TAG FAS 7 1 4 7 1 5 T2 Teal 72 2 7 4 8 1 8 1 1 8 1 2 8 1 3 8 1 4 8 2 1 8 2 2 8 3 9 1 9 2 9 3 9 3 1 92 ee mirod C UON ae T A E A N 3 SOL Server and Tista HlatiOiisnereana n a e eai 4 Conventions used in this d oc m nt aiseria a a 5 Doctime itaniOm and He lP esere ar enti 6 LOCS ON eia a a a 6 Creatine your Owm s rmam asrar ia sdccenenedeiaacesioes 8 Changing your password esseesseesseesssesseesssesssersserssersserssersserssersseeo 9 Thiemann types or dal daera N 10 Par orad ea a a a 10 Names and ACI SS CS tgs hota eh anicad ina a 10 WIOCUINCHIS ta cccrstain sit iteenbhodsselet ieee E T eae e sea h hentai EO 11 EEE ES NA E AEE acre OA E E E N A 12 Oe E E E E E pte rr ee E E A ee ene E 13 Term MSUS atievesdiciataiaccarteaacsd tei a E E ERTE 15 Pre d fined dictionaries veseshcei asia d sdvduaeatiudaddaadeisaealionedespdudeaeatiunadlsedeieaect 16 Taxon dictionary species Lists cccccccsescceesccceeeeceeseceeeseeseseeeenseesases 17 Biotope dictionary habitat lists 00 cecccssecccseeeceeececeeceeseseceeneeeseees 18 Administrative areas dictionary ccccccseccceseccncecsesceeensceaesecsenseesaees 18 Manae
51. S formats such as ESRI shp files MapInfo mif files on the map These can be turned on and off independently of other layers Site boundaries can be associated with the corresponding Location item Digitised site boundaries on the map can be used in the reporting system to filter observations that fall within the site s boundary see section 11 2 4 The mapping facilities in Recorder are provided by a commercial library of mapping routines called MapServer 5 This can import maps in a number of common vector and raster formats used by various Geographical Information Systems and drawing packages For details of the map formats that can be imported see Help Help Contents tab Tasks Mapping Map file formats Please note the warning regarding compressed file formats in Mapping MapServer 9 1 The Map window In Recorder it is possible to have multiple base maps loaded so that you can swap from one to the other without having to reset the maps You set up a base map using Map Map Options Enabled Maps Map Options Enabled Maps Map Layers Distribution Symbols lv Base Map Sheet Great Britain and Ireland outline base map Of Great Britain and Ireland outline base map OSGB Great Britain outline base map 05GB Ireland outline base map OSMI United Kingdom outline base map ge Add ca Delete Setting up a base map 1 Click the Add button at the bottom left corner of the dialog
52. Tools Term Lists to make them available see section 9 3 Editing an existing recording card 1 Choose the card you wish to edit from the drop down list 2 Make the changes you want e g reorder columns rename columns add more columns 3 Click OK to save the recording card You will be asked to confirm that you want to overwrite the existing card Deleting a Recording card 1 Choose the card you wish to delete in from the drop down list 2 Click the Remove button next to the Name field 3 You will be asked to confirm that you really want to delete the card Recording cards are saved in your Recorder 6 User Files Recording Cards folder and have the extension crd for the full file path see the File Locations tab after selecting Tools Options from the menu The name of the file is used to identify the card in the drop down list so make use of Windows long file names to give it a useful and descriptive name Recording cards are stored as separate files outside the Recorder 6 database so that they can easily be shared with others If another user would like to use one of your recording cards simply send e mail them the crd file If they put the file in their Recording Cards folder it will be available for use in their Recorder 6 system 8 1 4 2 Checking records When you create records manually using the Single species entry or Recording Card methods the records are not flagged as Checked Un
53. Y LOCATION_KEY FLKSYS0000000002 FLKSYS0000000004 FLKSYS0000000004 Invalid items will be rejected from the FLKSY 50000000003 3 DESCRIPTION DESCRIPTION import The problem should be rtf ansi ansicpgl 252 deffO deflan rti ansitansicpgl 25 corrected in the source file before FLKSYS0000000005 2 PARENT_KEY PARENT_KEY you attempt the import again See FLKSYS0000000006 Blank Blank Import Analysis help for details FLKSYSO000O0ODOI SPATIAL_REF SPATIAL_REF For more details please see the FLKSYSO00O00OOQOQJ 52 1835 58 833W 52 1835 58 833W Import Analysis help or the Import FLKS YSOO00000000M B SPATIAL_REF_SYSTEM SPATIAL_REF_SYSTEM w wizard overview Accept Import Reject Import All Imported The following issues must be recnived hefnre wnn can nrnceed tn zi x Cancel C temp loc_data zip Rows that have the same keys as an existing rows in that table are listed in Duplicate Data This list is hierarchical with the table name at the top level and the keys as children If you select a key the Imported Data and Original Data panels show the contents of the fields so that you can compare them and see the differences These display the raw data in a format that is not very user friendly so you probably won t want to spend much time delving for the differences The important thing to notice about this screen is the row of buttons which allow you to choose between the various ways of dealing with Duplicate I
54. ailable list Press the button and they will all be transferred to the Selected list You are now all set up to filter the records for the endemics 87 Recorder 6 User Guide pry pa Pigg HEA F P My Rucksack Rucksack Birds Endemic species and subspecies kai rls Taxa Biotopes Locations People Documents q Long tailed Meadowlark Sturmella kopca falklandical Falkland Pipit Anthus correndera grayi Falkland Thrush Turdus falcklandii falcklandii Falkland Grass Wren Cistothorus platensis falklandicus Gow Wren Troglodytes cobbil 4 hite tutted Grebe Rollandia rolland rolland Black crowned Night Heron Mycticoras nycticoras falklandicus Common Diving Petrel Pelecanoides urinatris Upland Goose Chloephaga picta leucoptera Kelp Goose Chloephaga hybrida malinarum q Short eared Owl Asio flanimeus sanfordi ITussacbird Cinclodes antarcticus antarcticus ID ark faced Ground tyrant Muscisasicola maclovianus maclovianus Black throated Finch Melanodera melanodera melanodera Report Wizard Taxa Selection Check List Find Taxon PO All Taxa from list Include ll Taxa Selected 0 Current Rucksack Available Anthus correndera grayi A Asio flammeus santordi a Chloephaga hybrida malvinarul Chloephaga picta leucoptera Cinclodes antarcticus antarctic Cistothorus platensis talklandic Melanodera melanodera melan Muscisaxicola maclovianus ma Mycticorax nycticorax
55. al Ref SU67768999 Location None Go to spatial ref ag Fm The SU66 and SU68 background layers are drawn first and the Polygon Layer and SU SSSIs outlines are further down the list hence are drawn later and appear on top of them They are therefore visible If we re order the layers so the Polygon Layer is further up the list here is the result 70 Recorder 6 User Guide 21 Map Window Base Map Sheet Active Map Base Map Sheet X Distribution Points Map Layers V Base Map Sheet 10 Iv X Polygon layer s RSNI IV BR suss guld s Grove ENa Vv RR sues M suSSSIs Current Polygon Layer ae es 1 SN tS Se es Fm RY Polygon layer a Spatial Ref SU67766999 Location None Go to spatial ref Now we cannot see the polygon on the Polygon Layer because 1t is drawn first and the SU68 background layer is then drawn over the top of it Because this layer is opaque it hides it However the SU SSSIs polygon layer is drawn last and is still visible So bear in mind when you use opaque background layers like maps aerial photos or satellite images that the order in which they are drawn is important This catches people out quite often and is usually the problem if a map layer has apparently disappeared 9 3 3 Polygon layers Polygon layers are used to hold features like site boundaries or administrative area boundaries These can be linked to Locations and can be used to select
56. anager see the Welcome screen in the previous section The Default User will be a System Manager unless it has been changed If you aren t logged on as a System Manager close Recorder and log on again Select Tools User Configuration from the menu You will see the User Configuration window 2 User Configuration Sele a Add Default User System Manager Edit ca Delete Access Level Click the Add button then use the get button alto open the Names and Addresses lists Select your name then use the return data button to return your name to the User Configuration window Select an appropriate access level using drop down arrow and click OK See Help Index tab User Access Levels for details Recorder 6 User Guide You can now close Recorder and log on again using your own username The initial password for all users is password Note that if your system has multiple users once a couple of them have been entered onto the system one or more should be set as System Manager and the Default User should be set to Read Only in order to help prevent unauthorised alteration of the stored data 5 2 Changing your password 1 Once successfully logged in to Recorder select Tools Change Password from the menu You will see the Change Password dialog Change Password User Name Stuart Ball Old Password Hew Password Confirm New Password 2 Type your existing passwo
57. ance it had when the Options dialog was opened which might not be the same as the Default Settings Appearance tab Mandatory Fields Choose the colour that is used for the background of a required data field when you are adding or editing data The default is yellow Information Source Choose the colour that is used to outline fields from which data items can be dragged The default is Blue Information Choose the colour that is used to outline fields to which data items can be Destination dragged The default is Red Application This controls whether the background of the main Recorder application Background window will be plain grey default or will have a bitmap tiled over it as wallpaper If you choose the Bitmap option select a bitmap to use in the edit box The browse button opens a standard Windows File Open dialog to allow you to select a suitable image file Disable Information Suppresses the coloured outlines around fields from which items can be Transfer Colours dragged to or from Show Tool Tips Choose whether you want tool tips or not Tool Tips are the small message boxes that appear if you keep the mouse pointer over a control for a short period Tools Window Help 104 Recorder 6 User Guide 12 4 Spatial References Options General Toolbars Appearance Spatial References File Locations Select your prefered system for viewing spatial references Ordnance Survey GB Grid Ordnance Surv
58. ant to proceed click lt OK gt otherwise click lt Cancel gt Cancel We haven t done a full layout or snapshot but would still like to keep the work we have done in selecting fields and sorting order for future use So click OK and you will see a standard Windows file save dialog Give your report a name and it will be saved Report Wizard layouts are saved in your Recorder 6 User Files Reports folder and have the extension wzd for the full file path see the File Locations tab after selecting Tools Options from the menu The name of the file is used to identify the layout in the drop down list so make use of Windows long file names to give it a useful and descriptive name 83 Recorder 6 User Guide 10 2 2 Example 2 More complex filtering We will produce a very similar report but this time we only want observations coming from the Breeding Bird Survey we are going to restrict the geographical area and we only want records from 1990 onwards 1 Select Reports Wizard from the menu press the shortcut key lt Ctrl W gt or click the Report Wizard button amp on the toolbar 2 The Report Wizard opens at its first screen Report Wizard Repor Wizard f Taxon Records C Biotope Records Report about a Place j fv Restrict report to one or more Sources Restrict report to one or more Admin Areas eae Restrict to one or more Polygons Cancel This time we want to res
59. arious ways The options available depends on the nature of the item that is currently selected For examples names amp addresses can be sorted by the forename or surname You can sort the list of items by selecting the Edit Sort By option from the menu right clicking on the list of available items and selecting Sort option from the menu that appears or by clicking on the drop down arrow beside the sort button 2 in the toolbar and selecting an option from the drop down list The window remembers how you sorted it and will sort in the same way every time it is opened until you change the sort order 20 Recorder 6 User Guide pd Recorder 6 File Edit DataEnty Dictionaries Map Reports Tools Window Help S amp H Aaa eo amp SS a Bley rai Sort button in toolbar 2 Location Harpsden Wood 5551 Hierarchy SSS ae Harpsden Wood 5551 PPE Harpeden Wood 5551 a Irish Vice counties a Kingwood Common E Lambridge Wood 5551 b General Designations Measurements Gea Info Other Info Sources Location Mame m Wood 555 ial Long Copse x E Ctr fy amet Hameden Wood 5551 H E Mill Meadows E Nettlebed Common a Certo Peppard Common rs E Lal ice counties File Code Type Sie Cl Warburg S551 Spatial Ret SU 76008040 Find On Map Te Description Quick Report Batch Updates Right click Revalidate Record A menu Last Survey Site not visited Date _v
60. as released in September 2005 Recorder 2000 was released in September 2000 as a replacement for the DOS based Recorder 3 system The latest version of Recorder 6 in particular contains many additional facilities and improvements on its forerunners Information on the new features and updates is available on the opening page of the built in help see Help Help The main difference between Recorder 2002 and Recorder 6 is that data in Recorder 2002 is held in a Microsoft Access 97 database whereas in Recorder 6 it is held ina SQL Server database To run Recorder 6 under SQL Server users will need to have a version of Microsoft SQL Server but users who do not want to purchase a SQL Server licence will be able to run the system using MSDE Microsoft SQL Server 2000 Desktop Engine or SQL Server Express free run time versions of SQL Server 2000 and 2005 respectively MSDE is supplied on the Recorder 6 install disk up to and including version 6 13 thereafter they will contain SQL Server Express The main advantages of Recorder 6 are that it provides more robust data storage better security and the ability to store a potentially unlimited numbers of observations whereas Recorder 2002 is limited to about one million observations Two different installation CDs are available for Recorder 6 one to do a standalone installation on a single computer the other to install the system on a network Installation guides for both standalone and network instal
61. ations of conditions For example we could add filters requiring that the Sample date is greater than 31 12 1989 AND Sample date is less than 01 01 1980 clearly this is not possible and as you would expect would not find any matching rows So be careful what you ask e When you are happy press OK to close this dialog 8 The Wizard skips straight to the Summary screen because we chose an existing layout which already defines the attributes and sort order we want Pressing the Next button runs the report 10 2 3 Using a Rucksack with the Report Wizard Say we want to report on the endemic species and subspecies of birds recorded from the Falkland Islands We could use the Taxa Selection screen as we have already seen and select the various species and subspecies involved one by one This would be reasonable if it was a one off but if it is a report we need to produce regularly then it would become tedious The solution is to set up a Rucksack with a Taxa list containing the names of the species and subspecies we want The trick is to make sure the rucksack is open before you start the Report Wizard In this circumstance when you get to the Taxa Selection screen you will find that the drop down list of Checklists contains a couple of extra items at the bottom of the list Current Rucksack and Current Rucksack expanded Select Current Rucksack and the names from the Taxa list of the Rucksack will appear in the Av
62. axon one of the three buttons at the Measurements base of the list 2 Recommended Tason Mame Recommended Taxon Sor Specimen Humber Specimen Type Statuses Taxon Checklist ia A Taxon Common Hame Taxon Latin Hame Taxon Latin Mame Authority Taxon Mame Taxon Sort Order Taxon Status Constraint Taxon Status Kind Ei Tavan Sbhatiie l ama hlama Cancel Back Mest E 7 The next screen sets the order in which rows will be sorted Like the attributes screen it is organised in a hierarchy because of the number of fields The fields you selected in the last screen to appear in the report are shown in bold type You don t have to include a field in the report output to use it for sorting and there are fields shown here which are not available for output For example you could sort records by the order of species names in the checklist but Taxon Sort Order is not a field that is available for output To specify sort order choose a data field and then click the Al button to specify a normal ascending sort i e O to 9 or A to Z The T button specifies a descending sort i e 9 to 0 Z to A When you assign the first field a superscript 1 appears next to it to show the rows will be sorted by this field first The second one you choose will get a 2 etc 81 Recorder 6 User Guide Report Wizard Son Attributes To sort an attribute click on i one ofthe three buttons atthe Location
63. base map from the drop down list The Map Window will open Click on the polygon you want to use and press 88 Recorder 6 User Guide lt F9 gt or click the return data button on the toolbar and that polygon will be ticked in the list Repeat this process as often as you need When you have selected the necessary polygons press the Next button 3 Proceed through the rest of the Report Wizard as before adding any extra conditions you want Only those observations that fall within the selected polygons and also meet any other conditions you specified are reported It is important to realise exactly what is going on here otherwise you might end up with misleading results When an observation is recorded against a grid reference then essentially we are saying that the observation was made somewhere within the square box represented by that grid reference but the spatial coordinate that Recorder stores is actually the bottom left corner point of the box 1 e the south west corner stored as a Latitude and Longitude co ordinate in degrees The test that is made is whether this point falls within one of the selected polygons Consider the following polygon in relation to 10km square based observations Fd AROK T K Y The co ordinate that would be used to test whether observations for which these grid references are given are marked by the circles at the south west corners of the 10km squares It is clear that
64. cel 360 records D Falklands Trip report data T imE arl_tripReport xls Here the Birds from the Falkland Islands checklist has been selected and the Search button clicked Recorder has attempted to match the names it found in the spreadsheet with names in the chosen checklist Some have been matched some have not either because the name in the spreadsheet is not the same as that in the checklist or because more than one match for a given name was found in which case you must decide which one should be used The result is that some cells in the Recorder Matches column are blank These must be filled before you can proceed signalled by the Next button becoming active You can click in an empty cell and use the normal functions for finding a species by searching for parts of its name Note that some of the names that were not matched are mammals not birds You can select another checklist Marine mammals from the Falklands and press Search again to attempt to deal with these Alternatively you could match against all the preferred lists by selecting All preferred lists from the top of the drop down list of checklists Recorder stores the matches you make in its database and will use them on subsequent occasions so next time you receive a spreadsheet from this observer hopefully the matching process will require much less user intervention Matches that are not exact matches to the name in the
65. checked records are not available for reporting or export so they won t appear in distribution maps for example You can see whether a record is checked by looking in the Observation window 45 Recorder 6 User Guide gt Taxon Occurrence Tyto alba Hierarchy Miscellaneous Records John Smith Bae 15 01 42007 5U740812 8 a gh 15 01 2007 50740812 Field Observation u Earm Owl Tyto alba de Add Edit Delete Tyto alba General Dets Measurements Related Oces Specimens Sources Surveyors Ret Record Type auditory record T None Provenance 4 message that Barn Owls were in the area was followed up A chick was heard calling and an adult waz later heard as light fell Count 1 Adult Exact 1 Juvenile Exact Unconfirmed r J Checked Substrate Comments Det Type Confidential Mot verified Related Data This record is not checked Neither the box next to the record in the list on the left nor the Checked box in the detail pane have a tick in them Once you have checked that the data entry has been done correctly you can flag a record as checked simply by clicking the box next to it in the list on the left of the Observation window Exceptionally this doesn t require the window to be put into edit mode and doesn t need the record to be explicitly saved to make the change permanent 21 Sample April 2007 SU727869 Field Observation
66. ck the Save button to permanently save the new survey 12 You can press Cancel at any time to abandon what you are doing and the new survey won t be saved in the database 8 1 2 Single record entry This facility allows you to enter a taxon and or biotope entry in one go It automates the creation of the necessary Survey Event and Sample and related records You will need to have previously added a Survey in which to keep the observations and any related items like a Name and Address entry for the person who recorded and or identified it and possibly a Location This facility is accessed by choosing Data Entry Enter a Species Record from the menu 2 Species record Sumve Taon toate Pet Document Q loretan Name C a Highlands Fard Taz z Admi Spatial Rel 5U740812 Q Estimatedtommap e wea ti s S S S Sample Type i Feld Observation Bitope 1 Adult Exact 1 Juvenile Record Type auditory record ka Substrate None ka Determiner E Date of Determination Comments A message that Barn Owls were in the area was followed up A chick was heard calling and an adult was later heard as light fell a Save X Reset Here a record of a Barn Owl is being entered together with counts 1 juvenile and 1 adult heard and a comment Note the required fields highlighted by their yellow background colour Also that none of the location fields are yellow because no one of them is man
67. copos major 4112 Woodland broadleayved plantation Coun Exact WEA Eee gr Add Edit Delete Related Data tee fea o Pile Data 3 This is the measured value which is often a number but it can be a code For _ example the area of coverage of plant species is often measured on the DAFOR _ scale standing for Dominant Abundant Frequent Occasional Rare so the Value would be one of these five letters Information about the precision of the measurement a text field For example Exact Estimate 5 Wsnssnsnsnnmnannnnmnnmnnn mannanna ANNANN EEL et eee eee eee eee The Measurement type Qualifier and Units come from the Measurement Type term list 2 Configure Term Lists Select List Measurement Type ciel Measurement Type Details Altitude Area Short Name Temperature Length nz Substrate a Description Measurement Qualifier Air None Soil Water Measurement Unit Centigrade Fahrenheit Additional Information Available on de Add Edit Each item in the Measurement Type term list Tools Term Lists has one or more Qualifiers and one or more Units associated with it The term list also contains information about which of the main data items Locations Samples Taxon Occurrences or Biotope Occurrences that measurement can apply to For example a 57 Recorder 6 User Guide Location or a Sample can have a temperature measu
68. data field to be reported how they should be arranged and by which fields the rows should be sorted We will create a new layout so just press Next Report Wizard elect Attributes Event Observation Sample Survey Taxon To select an attribute click the box on the lett of the attribute A tick means the attribute has been selected Cancel Back I 6 This is where you select the data fields that you want to report The list of available fields is rather long so it is organised as a hierarchy Expand sections by clicking the button next to an item 80 Recorder 6 User Guide Report Wizard Select Attributes To select an attribute click the l sample box on the left of the attribute o Sample Spatial Reference A tick means the attribute has E Sample 10 km Square heen selected Sample 1 km Square Sample Comment Eq Sample Date Sample Duration Sample Latitude Sample Longitude Sample Location Sample Location Description Sample Location Mame Sample Location Type Sample Month Sample Year Sample Recorders and then tick the box next to each item you want in the report In this case I have selected Spatial references Date Location name and Recorder from the Sample section and Scientific name and Common name from the Taxon section When you have selected all the fields you want press the Next button Report Wizard sort Attributes To sort an attribute click on El T
69. datory You must however add data in one or more of Location Location Name and Spatial Ref The get button Ql beside the Location box indicates that this is for entering locations from your location hierarchy If a location is selected the spatial reference box is completed with the location s central spatial reference but this can be edited if a more accurate spatial reference for the observation is known The Location Name box is for entering location information as a textual description of the location instead of or as well as a reference to an item in the location hierarchy If you enter a Location this field can be used to provide additional details for example describing exactly where the observation was made within a large site 33 Recorder 6 User Guide Saving this observation will create a new Survey Event and Sample for this observation gt Taxon Occurrence Tyto alba Hierarchy Tuto alba Miscellaneous Records John Smith g z EA 15 01 2007 SU740812 enera Dets Measurements Related Oces Specimens Sources E gh 15 01 2007 50740812 Field Observation O u Earm Owl Tyto alba Surveyors Ret Record Type auditory record r Substrate None Provenance Comments A message that Barm Owls were in the area was followed up A chick was heard calling and an adult waz later heard as light fell Count 1 Adult Exact 1 Juvenile Exact Det Type Unconfirmed ka
70. dictionary but use matches from previous runs are highlighted in pale green Common Diving Petrel is an example It is worth checking these carefully to make sure the match it has made is what you want 5I Recorder 6 User Guide 7 Inthe screens to match people s names and Locations there is a Make New Entry button Either match these manually as for species or select one of the items in the list which is not yet present in the database and click the Make New Entry button A new entry will be created and the match filled in In the Location matching screen there is also an option to Place any remaining unmatched locations into the location name You can tick this option and then proceed with the process press the Next button Survey Events and Samples created for records with locations that do not have a match in the list will be created without a link to a Location but with the name from the imported data in the Location Name fields That option has been selected so we don t have to supply matches to location names gt Import Wizard gt e ae i 2 Pe Location Specification i C KPPA WINS EPRRE Grid Reference Recorder Matches Please match the Locations from Carcass Island TDS213 your importto those in the Recorder Darwin UC6359 6 or add Locations where Pebble Island UD2413 ale se seh Pict new Saunders Island TD7610 entry gt option The grid reference in the import will be used as th
71. e Bounding box Allows you to specify a rectangular area defined by SW and NE spatial references to select records Click the get button QJ to access the Map _ Window to draw the desired rectangle on the map Observation From and To Allows you to set a start and or end date for records legee _ Include all observations that Ticked by default If you don t want to export the observations just _ match the filter _ the supporting information like Names amp Addresses Locations etc you can untick this box This is useful for a survey organiser to produce an export file of supporting information to send out to contributors so pty nena that everyone is using the same set of supporting items l Include all Locations that _ If this is ticked then all observations linked to a Location whose stated _ match the bounding box centroid spatial reference falls in the specified bounding box are l _ included in the export whether or not the observation itself actually falls ee A the bounding box l Include all individuals and As you would expect this exports all Names amp Addresses of both Organisations _ individuals and organisations Useful for distributing this information to 2 contributors 5 Once you have added or edited all the criteria you want press the OK button to save the filter in the database 6 The Load and Save options allow a filter to be saved to an external text file or loaded from
72. e the format of the data is wrong and it cannot be interpreted A date like 31 02 2004 would 55 Recorder 6 User Guide 8 3 come in this category February does not have 31 days or a grid reference like SU123 grid refs must have an even number of digits Errors picked up by the validation process and reported as Invalid Items are logical errors The data has been interpreted and loaded successfully by this stage but does not obey the rules that Recorder imposes about the relationships between different items It is not always very easy to work out just what is causing an Invalid Item so a bit more investigation might be necessary to get some more clues During the import process Recorder creates a temporary database in which it creates a set of tables that duplicate those in the main database The imported data is loaded into these tables keys are assigned and this is where the validation checks are carried out Items that successfully pass validation are finally copied to the main database and the temporary database is deleted the next time Recorder starts However the temporary database is still there at the point we see the Invalid Items report and can be used to investigate the problem The key of the offending item which is reported in the Invalid Items screen can be used to locate the row that is being objected to It is an Access 2000 database and is created in a folder called NBN Import in the Windows te
73. e Map Base Map Sheet Distribution Eons Map Layers V ERS eee md Polugon layer SUBE E m ER sues Current Polygon Layer RY Polygon layer Spatial Ref 5072563665 Location None Go to spatial ref s U77965 lt 7 If you want to use any other background layers please check that you can obtain them in a format that Recorder 6 will accept see Help Help Contents tab Tasks Mapping Map file formats 9 3 2 1 Adding a background layer If you are using the map tiles available from the NBN the Map Browser software on the CDs will load all the tiles in an order for you Otherwise you will need to load background layers as follows 1 Open the Map window by selecting Map View Map base map from the menu or by clicking the map button in the toolbar and selecting the base map you want from the drop down list 2 Select Map Add Background Layer from the menu or right click in the Map Layers panel and select Add Background Layer from the menu that appears 3 The Map Registration dialog appears Map Registration Details Selected Map Layer Enter the registration details Hame SUBE File Hame D Map Tile Orders English Map Tiles SU A South west North East Cut In h 100 000 000 Cut Out ft1000 r x OK Cancel 68 Recorder 6 User Guide Sees ee cneneeenmenenseneneneneeeenenemeneeneneenenenem semen em emenmeCaeaeave se ecee senses S00 00000000800 OOO
74. e grid ston stile el refernce of the location created Volunteer Point C4892 through this method Again automatic matches will be made based on previous decisions but will be coloured green so that you can check them before proceeding If you place any remaining Locations in Location Name they will be entered a text entry against the sample lt For mnre detaile nleace cap the x bd Save Template EI Previous Next 9 x Cancel 359 records D Falklands Trip report data TimE arl_tripReport xls 8 Ifthe import file contains any other items that need to be matched like measurement qualifiers or record types the following screens will list them with the matches found including the remembered matches highlighted in pale green You will need to manually match the unmatched items or make a new entry for them 9 Once all the necessary information has been gathered you will see this screen as the data is processed Progress is indicated in the status bar 52 Recorder 6 User Guide 31 Import Wizard Importing data into Recorder This may take some time Processing import file Creating temporary database Validating data Recorder 6 is now processing the Checking for duplicates import Depending on the size ofthe import file this may take some time Dis be Save Template eviou Next j X Cancel 360 records D Falklands T rip report data T imE arl_tripReport xls 10 This is the f
75. e saved 105
76. eate the hole in then press Fa 2 Click OK to close the message click on the main polygon and it will be shown in the selected colour then press lt F8 gt You will see another message Information 3 Click on OK to close this message then click on one of the inner polygons to select it It will be shown in the selected colour Press lt F8 gt The polygon will be redrawn with the inner polygon removed from it as a hole Here is the result after all three inner polygons have been removed 75 Recorder 6 User Guide The mapping library on which Recorder s maps are based does not support polygons within polygons so this is actually based on a clever trick When you declare that one polygon is a hole in another both of the original polygons are deleted and replaced by a single new polygon which has a boundary consisting of the two previous ones joined by a zero width corridor This is clearly shown in the illustration However this works just as you would want and an observation that falls within the hole is correctly classified as outside the polygon 9 3 3 4 Moving a polygon between layers Sometimes usually because you forgot to set the desired layer as the Current Polygon Layer before importing or drawing a polygon you want to move a polygon from one layer to another 1 Select the polygon you want to move it will be redrawn in its selected colour 2 Select Map Move Polygon to Layer from the me
77. ecords of species that result from the sample For example a pitfall trap might produce a series of species observations of various beetle spider and woodlice species Each species observation will have an entry in the taxon occurrence table in the database so the term taxon occurrence is sometimes used instead of species observation Each has one or more Taxon determinations A determination is an identification of organisms in the sample Very often there will only be one that was made in the field by one of the surveyors but our pitfall sample might produce specimens of a beetle in a difficult group which will be puzzled over by experts for years to come and different experts may come up with different ideas about what it really is This may result in several Taxon determination records which record the history of names that have been applied to the specimens Only one determination can be flagged as Preferred at any one time and it is this preferred determination that gives the taxon occurrence its name for use in reports etc Taxon occurrences can also have measurements see section 9 3 These are typically used to record the abundance of organisms in the sample For example there might be counts of the number of male female and larval specimens of each species recovered from a pitfall trap or the percentage coverage of each species of plant from a quadrat 14 Recorder 6 User Guide This example shows the record of a lizard for t
78. ectangle Release the mouse button and the map will be redrawn so that the rectangle you drew fills the window unssnansunmnannnn mannana ma m a a n e T A AAAA ANANA ANAN NCAINANANAINANANAIANNANANANNANANANNANANANNMANINANANMANENANNANENANANNENANAMANANAMANNAMANANNNMANANANMANNMANANANMANANANMANANANMANAMINMANANINNNNNNINANNNNINANNNNINANANNINANANNINANANNANANANNANANANAMAANANNANANNNANNANANANNANNNANNNNNNANNANNNANNANNNANNANNNANNANNNAMNANNNNMNANNNNNNANNNNANANNANANANNANNNANMANANANAANANANENMAN NNE I UnZoom F3 Zoom out The cursor changes appearance UF to Q Clicking on the map will cause the Th ne NT RENE HN EROS HASSE OO HOO EOCENE NSO COSHMEACO SESH RCO SHSHRCSO SHOR SSSSNORO0 SON OR OHMORCGSOSNRCGSSONSROSNSNSRSSNOROR OSM OMSNOO EO MOMCGSORONCRSO MORE EMSORORERSORORSO CREE SO RS CONES RS CM ESSER CO SES EROS SSRS COM ORR CEOS ORR EEO MOREREO MOREE ORE R EEO Recorder 6 User Guide map to be redisplayed with the scale halved _ and the map centred on the point at which you clicked Alternatively drag the cursor to draw a rectangle _ Release the mouse button and the map will _ be redrawn so that the whole area shown in _ the Map window is fitted into the smaller area you outlined Difficult to explain but try it and it is quite intuitive TOPCO R OOD OR ECE mnn n nn T eE eee tetra tere erer errr rr teeter ere terre teeter errr etter eer errr terete te rerre rete errr eee terre eee rere rere ee eee etree reer eee teeter e
79. eding anthomyiid Botanophila tuweni h Booth A G amp Duff AG Unknown Checklist of British Beetles Bradley J D 19958 Check List of lepidoptera Recorded from the British l Bradley J D 000 Bratton J H 1990 Bratton J H 1991 British Arachnological Society 2000 British Ornithologists Union 20071 Chandler F J 1998 Chandler F J 1998 Chandler F J 1999 Chandler F J 1999 Chandler F J 1999 de Add Edit Check List of lepidoptera Recorded from the British amp review of the scarcer Ephemeroptera and Plecopte British Red Data Books 3 Invertebrates other than i British Arachnological Society Checklist November The British List Categories A C Jan 2001 Checklists of insects of the British Isles new series Notes on the Scatopsidae Dipteral including Pharse Creagdhubhia mallochorum gen and sp n Diptera Corrections and changes to the Diptera checklist 1 The British species of Snapausis Enderlein Diptera wt E BE Document Bland K F amp Ackland D M 2000 The gentian teedi General Details Keywords Other Author s Year 2000 Type Full Reference Bland K F and Ackland D M 2000 The gentian feeding anthomyid Botanophila tuxeni Ringdahl 1953 Diptera Anthomyiidae new to Britain Dip Dig 7 27 29 Storage PO Location Related Data When Recorder is newly installed there are 76 documents already in this list 6 1 3 Locations Open
80. ems can become very long so it is sometimes useful to be able to loOK at only a subset that are relevant to what you are working on The Filter tool allows you to do this Access the Filter tool by selecting Edit Simple Filter from the menu or by clicking the filter button on the toolbar Filter Available Fields Conditions Location Spatial Reference Location Marne File Code Location Type Jesiqnation Status Administrative Area f is Equal to t is Not equal to Use Starte with C Contains Criterion SSSI 1 Select the field by which you wish to filter Depending on the type of field text numbers dates etc you will see various ways of defining a condition for that field In this case it is a text field and is Equal to has been selected 3 Type the criterion you want to apply The effect of the selections made here is to apply a condition like this Designation status SSSI 1 e filter out only those sites which have been designated as Sites of Special Scientific Interest 4 Press OK to apply the filter The list of available items will include only those that meet the condition you specified If no items match this condition you will see a message telling you that no items were found and the contents of the window won t be changed 5 Press Cancel to close the dialog without applying a filter 22 Recorder 6 User Guide gt Location Harpsden Wood 55 Hierarchy Warb
81. er hari cedeie cad ehe cone cade meas tadomcemeuie tae nioeaeieucne 58 THe Way WO Wisi citar latdoteniat enaa eaa aa Aa a 59 DistriDUON MADS ar a A 63 ETE LA E A IEE ATEN AT E E E E A EE T E 67 KRaASlCES ANG VEClOUS reges e a e 67 Back Ground Jayof Seci E eneinieeneed eeieteedieien 67 POLY SOM AY Sera A soncemasads 71 12 REDO pene ee eter a erm a neers rene Darren ey gereeny Pen perrey ne ened Paneer TI Quick Reports from the main windows ccccsesecceseccececeesceeeeeeeaeees T11 THE REPO EU WIZ e n E eats aad reads are tts ead ae 78 Example list all observation Of PeNQuIMS cccccsescceeeeceeseceeeeeeeees 78 Example 2 More complex filtering 00 0 0 ccecccceececeseceeeeeeeeseeeeeeeeaeees 84 Using a Rucksack with the Report Wizard ccccecccceececseeeceeeeeeneees 87 Using polygons to filter records falling within them cece 88 Printing mapping and exporting results cece cseecceeecceeeeeeneeeeeaeees 89 Transferring data between copies Of Recorder 00 cccccccceeecceseseceeeeeeneees 92 EX 0 0 a 11 YS OL nett tartare Oe te ney tees re eve Te Coe vere NDR Y oleate TY aT ren Cater 92 EXPO hile ta Ate nae a teape emesis eee ene ae 93 Importing data from another copy of Recorde ccecccceeseceeeeeeeeees 94 Dealing with Duplicate Items ccc eecccsesccceeeceeeceeenceeseseeseneeeaeees 95 Export EIE S an N N ener 97 Manas MENOT ME Sea E E R 97 Exporting using an
82. ermanent To edit an existing address l A Select the person whose details you want to edit in the Names List on the left John Smith in this example and go into edit mode by clicking the Edit button Go to the Addresses tab on the right and select the address you want to edit in the list Click the edit button 1l next to the list of addresses Make the changes you want by editing the text in the Detail section Click the save button I in the Detail section to update the list of addresses Click the Save button to save the whole Name amp address entry to the database and make the change permanent To delete an address l Select the person whose details you want to edit in the Names List on the left John Smith in this example and go into edit mode by clicking the Edit button Go to the Addresses tab on the right and select the address you want to delete in the list Click the delete button next to the list of addresses You will be prompted to confirm that you really want to delete the item Press Yes if you do and the list of addresses will be updated Click the Save button to save the whole Name amp address entry to the database and make the change permanent You can abandon the new detail item by clicking the cancel button Ll Clicking the main Cancel button abandons ALL changes you have made to the Name amp address item since you started to edit it This will prevent the system from
83. ey Insh Grid Latitude and Longitude UTM w Falkland Island grid references wv OK Cancel This tab is where you set the preferred spatial reference system Only one spatial reference system can be set as preferred although Recorder can accept data in the format of any of the systems that are listed here 12 5 File Locations Options General Toolbars Appearance Spatial References File Locations Rucksack Files dsr ecorder 6 Falklands User Files Rucksacks iy Report Templates dR ecorder 6 Falklands User Files T emplates iy Snapshot Files dR ecorder 6 Falklands User Files Snapshots iS Queries id Recorder 6 Faklands UserFiles Reportss 0 ay Recording Cards d Recorder 6 Faklands UserFiles RecordingCardss 000 cy Image Files d Recorder 6 Falklands User Files User Dictionary Images Polygon Filters id Recorder 6 Falklands User Files Polygon Filters 0000 ey v OK X Cancel This tab specifies the locations where Recorder looks for various sorts of files which can be saved by the user These files are normally kept in subdirectories within your Recorder 6 User Files folder and there probably is not much reason to change this However you might decide that you want to use a shared location on a network so that all users have access to acommon set of Rucksacks Recording Cards Reports etc To change a setting use the browse button l to locate the path where you want files of a particular type to b
84. field produces this message Information By default a yellow background is used to indicate required fields but you can change this in the appearances tab of Tools Options You can turn this feature off or select a different colour See Configuration section 13 3 In some circumstances this simple way of indicating required data is not sufficient For example Survey Events and Samples require that the location is specified in some way but this could be by entering a spatial reference linking to a Location or entering a Location Name None of these fields individually is required so they are not displayed with a coloured background but there must be an entry in at least one of them Therefore you may not be allowed to save a record and may see a message about required data even when all the fields with a coloured background contain data 7 4 Data ownership why you cannot always edit items Recorder is designed to hold collations of biodiversity records that may come from many sources and may be contributed by other people and organisations In these circumstances it is important that e The system keeps track of who owns a particular data item and where it has come from 29 Recorder 6 User Guide e To avoid duplication it is necessary to know whether you have already received a copy of a particular record from an external source and update the single copy if they subsequently submit the same item again rather t
85. g For example a satellite image could be georeferenced so that its pixels each represented a 10x10m area of the grid system Georeferenced images like this are useful for putting maps into context you can see immediately where items you map are in relation to places you know and features you recognise and are also very useful for precisely locating the positions of features click on the feature on the image and you can read off its spatial reference A vector is a way of describing an object by giving a series of coordinates for its corners For example you can describe the boundary of a nature reserve by giving an ordered series of grid references Connecting these together with lines on a map will outline the reserve The accuracy with which the boundary is represented depends on the precision of the grid references and how close they are together where the boundary is not straight Given a boundary described like this it is possible to calculate the area it encloses or to work out whether a given observation lies inside it e g answer questions like what proportion of the breeding sites we surveyed are within nature reserves Recorder can display a series of vector and raster images as layers on the map There must always be a Base map e g the outline of Great Britain and Ireland which is a vector image You can then have Background layers which contain raster images and Polygon layers which conta
86. g has been entered correctly It is very easy to pick the wrong species from a list when name matching or to make a typing error putting in a grid ref So you should at least give the observations you have entered a quick eyeball to look for obvious slips Ideally this should NOT be done by the person who did the data entry but by somebody who can bring a fresh eye to the task In my experience this rarely happens and the data enterer will simply zip through and flag them all as checked 8 1 4 3 Finding records that need checking When you have a large amount of data in the database it can take a while to find all the observations you entered especially if they are scattered through the Observation hierarchy Fortunately there is a tool actually an add in which will find all unchecked records for you It is accessed by selecting Data Entry Display Unchecked Records from the menu Type of occurrence to d Eg W Unchecked Zem abundance Failed pending verification y OK X Cancel Select the type of occurrences you want to find just Unchecked is the default and press OK If there are any records waiting to be checked the Observation Window will open filtered so that only unchecked records are visible Remember the trick of pressing the lt gt on the numeric keypad to expand the hierarchy and then you are ready to get checking 8 2 Importing observations from an external file Increasingly biodi
87. gtail which appear in the two rows below Pied Wagtail on the card If we don t the recording card will just contain the taxa in the rucksack This can be quite handy For example if you were setting up a recording card for animals recorded in pitfalls you could set up a rucksack including Carabidae and Isopoda and let the taxonomic expansion feature create you a full list of all the Carabid and woodlice species from the checklist The first time you open a new recording card you will find that all the columns have the same fixed width This might not look too good and may well mean that the card is too wide to fit on the window requiring horizontal scrolling which slows down data entry Just drag the vertical lines line between the columns in the header row until they are sized as you want When you close the Recording Card window these widths will be remembered and the next time you open the card it will retain these widths 44 Recorder 6 User Guide The options you see on the Measurement tab when creating a recording card are determined by items in the Measurement Type term list that are flagged as being available on taxon occurrences Each combination of Measurement Qualifier and Measurement Unit for each Measurement Type that is available on taxon occurrences will be listed for selection Therefore if you want to use an option that isn t available you need to add the required qualifiers and units via
88. h as text files and spreadsheets require a lot more user interaction but some aspects depend upon the nature of the file for example you need to define the structure of the file for a text file things like the characters used for end of line field and text delimiters which are not necessary for 48 Recorder 6 User Guide a spreadsheet or database file We will look at importing the spreadsheet shown above N e To access the Import Wizard select Tools Import Data from the menu You will see a standard Windows file open dialog Select the type of file you want to open e g Excel spreadsheet Excel file xls locate the file and press the Open button 3 The first screen of the Wizard asks about templates ignore that for now just click Next 4 You should now see the spreadsheet we are working on displayed DA Im port Wizard Please associate each of your columns with a field within Recorder by selecting an option from the drop down lists If there are any problems with the data e g data in the date column thatis not in a date format the row will appear red Errors can either be corrected on the screen or the row deleted Please note that this does not affect the source file For more details please see the column selection help or the Import wizard overview bd Save Template Data First row contains column names w Errors found 0 Show selected rows Austalthush o
89. han creating a duplicate To achieve this every item of data is given a unique identifier This is composed of a SiteID an eight character unique identifier assigned to each copy of Recorder by JNCC when it is supplied and an eight character running number maintained for each table in the database You can see your SiteID on the Welcome screen see screenshot on page 7 accessible by selecting Help Summary from the menu It is labelled Copy identifier and in the example shown is SR000001 It is important that no other copy of Recorder has this SiteID When you add a new item it will be assigned an identifier composed of your SiteID and an eight character running code e g SR00000100000R87 Even if data is moved between copies of Recorder many times it will always retain this unique identifier and its first eight characters indicate that this item originated from copy SR000001 This copy of the system will be the owner or custodian of this item until such time as you transfer custody to another copy Custody can be transferred when you export data if you wish As a general rule You are only allowed to edit the data owned by your copy If you have imported data from another copy of Recorder you can view it and use it for mapping and reporting but you are not allowed to change it unless the owner has transferred custody to you This makes a lot of sense If some other recorder submits some data to you
90. hat the next point around the outline is the one you started with right click and choose one of the Finish Polygon amp add to layer name options from the menu that appears Take care to put your polygon on the layer you want Finish Line amp add to Polygon layer Finish Line amp add to layer Cancel 4 The map will be redrawn with your new polygon Here is the result with the background layer turned off a site boundary for Ewelme Downs in blue 9 3 3 3 Holes in polygons It is not uncommon for a site to have a hole within it an excluded area When polygons are loaded into Recorder it does not recognise some polygons as holes 74 Recorder 6 User Guide within other polygons even if they are encoded as such in the original GIS file format This can be fixed manually using the Subtract Boundary from Boundary tool For example say we wanted the Ewelme Downs polygon we just drew to cover only the open downland and not to include the main areas of coniferous woodland We could draw more polygons around these areas and then subtract these from the main boundary to end up with the shape we wanted Three more polygons have been drawn around the main areas of coniferous woodland To make these into holes 1 Select Map Subtract Boundary from Boundary from the menu or click the polygon hole button on the toolbar You will see a message Information i Please select the boundary you wish to cr
91. he Reptiles and Amphibians survey It shows a count of one adult lizard 2 Taxon Occurrence Viviparous Lizard Hierarchy Lacerta vivipara Mill Meadows Survey 1994 Roger Little Miscellaneous Records Sally Rankin Reptiles and Amphibians Sally Rankin fia 3070671997 Kingwood Common t 14707 1997 Warburg 5551 1470771997 Kingwood Common amp 2F 07 1998 Warburg 5551 31 05 1999 Peppard Common 22 06 1999 Priest s Hill gh 22 06 1999 Priest s Hill Field Observation w v GF Adder Vipera berus g me 393 Priest Hill Field Observation General Dets Measurements Related Specimens Sources Abundance i fia ae B B AE 25 06 1999 Priest s Hill AB 14208 1999 Priest s Hill ER 29 06 2000 Nettlebed Common ie 10 07 2000 Nettlebed Marsh l gh 10 07 2000 Nettlebed Marsh Field Observation 2 Great Crested Newt Triturus cristatus G1 Standing water le da 5551 ae Natural England Thames and Chilterns Team ge Add Edit ce Delete Related Data Habitat observations are records of a habitat resulting from the sample For example you might record the habitat within one metre of your pitfall trap using your preferred habitat classification system Habitat observations can also have measurements associated with them these will typically be the measured area or percentage coverage of the habitat Each habitat observation will have an entry in the biotope occurrence
92. hese with entries already present in Recorder or to make a new entry for any that are not yet present Here is the page for matching species names Note that the Imported Data column contains all the unique species names found in the spreadsheet Each 50 Recorder 6 User Guide variant in spelling or punctuation will be listed here For example Commerson s dolphin appears twice If you look carefully one variant has a normal apostrophe mark Commerson s dolphin the other has a typographic style curly apostrophe Commerson s dolphin these are treated as different names gt Import Wizard A Checklist Checklist to use for search Birds from the Falkland Islands v A i e A WIN IHRE Please match the species names from your importto those in the Recorder 6 Species Dictionary Choose an appropriate list and hit the search button to make automatic matches Repeat using a different list if necessary Any remaining species must be matched manually Again automatic matches will be made based on previous decisions but will be coloured green so that you can check them For more details please see the Matching help or the Import wizard overview Search Imported Data Recorder Matches Order Chest Austral thrush Black browed albatross Black chinned siskin Black crowned night heron Blackish cinclodes Blackish oystercatcher Black necked swan Brown skua Br
93. hly configurable This facility is accessed by choosing Data Entry Enter Species for a Place card name from the menu gt t Common Birds RC ae Valley End Farm Spatial Ref SU F27565 Q ite Centroid Sample Type Biotope BA Improved grassland E _ o E 7 oF Sire aico Tawny Oval Dendrocopos major Great Spotted Woodpecker 1 SU72718652 A112 Woodland Troglodytes troglodytes Wren Prunella molars Dunnack 4 Admin Areals Erithgeus rubecuig Robir THANG Meria Blackbird Phvtioscooys dockins Willow Warbler Aeus regs Goldcrest Pars palusirs Marsh Tit Parus ater Coal Tit Paris caerleys Blue Tit Observed nest building Paris major Great Tit v ws OOOO E Veme Rom 41 Recorder 6 User Guide Saving this list creates a Survey Event two Samples one for each different grid reference biotope 7 Taxon occurrences and two Biotope occurrences The second screen shot in section 9 1 4 2 illustrates how this data will appear in the observation hierarchy e You enter the species that were observed by ticking their names in the list on the card You can click anywhere in a row so it is usually safest to click on the name you see before you on the paper form you are working from rather than to click on the checkbox e Itis often quicker to use your keyboard rather than the mouse for this job so you can scroll up and down the list using the up and down cursor arrow
94. i e the ones that have been grouped together at the beginning of the drop down list with the name in CAPITAL LETTERS of the taxonomic group they cover preceding the official name of the list 36 Recorder 6 User Guide o Current Checklist the checklist that is currently showing when you open the Taxon Dictionary window This restricts the search to just the one checklist o Contents of a particular rucksack Rucksacks are useful storage containers which allow you to keep arbitrary lists of things which we will meet in more detail later You could for example set up a rucksack containing a list of regularly recorded breeding birds Restricting the search to this list would probably return only one match in most cases Barn swallow a vagrant would probably not be in it so typing barn would return one match e You can prefix what you type with an asterisk to search for items containing the text rather than starting with See the example on page 22 8 1 3 3 Drag and drop If you already have the Taxon dictionary window open then you can simply drag the name of the species you want from the Taxon Dictionary window and drop it into the Taxon field in the record entry window You can only drop the appropriate sort of item For example you cannot drop a Location name or a Person s name in the Taxon name field This is the purpose of those pretty red and blue borders that many of the date entry fields have in Recorde
95. ilt in help 3 Conventions used in this document e The software is referred to as Recorder in italics to differentiate from a recorder 1 e the person who made a record or observation e Menu items are shown like this Tools Export Management Manage Export Filters meaning that you should select the Tools item from the main menu then Export Management from the Tools menu etc 2 Recorder 6 Sele File DataEnty Dichonanes Map Reports Window Help da C ae GB ke Rucksack Ctrl F E Term Lists Enhanced Terrlists Load External Filter Run Batch Updates Batch Updates Ga User Configuration Change Password Install Export Management Manage Recording Schemes Ek Import Data Manage Export Filters Database Tools J Edit Metadata i Options e Buttons are shown like this click the OK button or click the get button ap e Special keys on your keyboard are shown like this lt Enter gt press the Enter or Return key on your keyboard lt Ctrl F gt means hold down the Ctrl key and press F What you see in front of you on your computer screen may not look and behave exactly like the explanations and screen shots shown in this document Recorder has plenty of options for adjusting its appearance and behaviour and the way you have it set up may differ Recorder 6 User Guide 4 Documentation and Help The main source of documentation
96. in vectors describing things like site or administrative area boundaries The polygons on a Polygon layer can be linked with Locations and can be used to filter observations which are inside them for reporting Layers can be turned on and off independently and the colour and shading used to draw vectors can be set 9 3 2 Background layers Recorder users in England Scotland and Wales can use the map tiles provided by the NBN Trust as background layers The NBN and Ordnance Survey have an agreement enabling Recorder users to access the maps from the 1 50 000 Scale Colour Raster dataset without having to buy individual map tiles from OS To use this facility you need to purchase or borrow a set of the Map Tile CDs The set is available for 16 from the NBN Trust and can be ordered from their website www nbn org uk The map tiles are encrypted and in order to use them you need to obtain the unlock key for each tile you wish to use These are supplied by the NBN free of charge The CDs contain Map Browser software to facilitate this process Please note the accompanying license agreement and that these map tiles can only be used with registered copies of Recorder 6 A registration form is supplied with the Recorder 6 license agreement This screen shot shows the map window with the background layers SU66 and SU68 loaded It is centred on Aston Rowant NNR in South Oxfordshire 67 Recorder 6 User Guide 2 Map Window Base Map Sheet Activ
97. inal screen which shows the results of processing the input data If no problems Invalid Items or Duplicate Data has been found as here then press the Do Import button to actually add the new data to your database Duplicate Data refers to information transferred between copies of Recorder see section 12 for a discussion 21 Import Wizard Analysis Details 758 Items successfully read of which there are 758 New items 0 Duplicated items 0 Invalid items Please check the analysis details atthe top of the screen to see if you have the Duplicate Items expected number of items and whether you have any invalid or duplicated items Duplicate Data Imported Data Original Data Any duplicates and invalid items are described in more detail on main part of the screens Invalid items will be rejected from the import The problem should be corrected in the source file before you attempt the import again See Import Analysis help for details For more details please see the Import Analysis help or the Import wizard overview bed Save Template Dolmport D x Cancel 360 records D 4Falklands T rip report data TimE arl_tripReport xls 8 2 2 1 Dealing with Invalid Items When Recorder imports data it goes through a series of validation checks to ensure that the various items are consistent with one another For example dates are checked to ensure that the date given for an observation is within the
98. indow contains various lists or types of administrative areas which are used to record where locations are found e g for England you can use the Countries and all administrative areas as of 2002 list to record which county unitary authority district or parish a location is in x ot Administrative Area Browser Type Countries and all administrative areas as of 2002 British Isles England Channel lslands England Last Changed On 23 06 1999 Great Britain Isle of Man Northern Ireland Admin Area Type Scotland The Republic of Ireland Name Countries and all admumustratie areas as of 2002 United Kingdom Wales 7 Managing data 7 1 Viewing data All the main windows in Recorder follow the same sort of layout with a list of available items shown in the left hand pane and details about the currently selected item shown on the right The right hand pane often has tabs to provide access to several screens of detailed information but generally the most important items are shown in the top page 21 Location Harpsden Wood 551 SEE Hierarchy a Harpsden Wood 5551 List of H E Irish Vice counties j w E Kingwood Common available E Lambridge wood 5551 E Long Copse a Mill Meadows B Nettlebed Common 1 da Nettlebed Marsh l E Priest s Hil Code SU7BDNC Type Sit al Peppard Common Details of aoe oo e E i Vice counties currently Central suvo20g740 a Wrarb
99. ing on a map 1s a big help in improving the quality of data entry 8 1 3 2 Finding an item by name Simply type some text in the field and press lt Enter gt or move to another field and the text you typed will be used to search for matching entries e If just one matching entry is found it will be filled in immediately e If more than one entry matches what you typed then the appropriate Find dialog will open containing the text you typed and the potential matches For example type barn in the Taxon field and press lt Enter gt 35 Recorder 6 User Guide ah Species record SUE Taxon A E Location Location Hame Spatial A Count boo l Search Text barn Matches SampleType Biotope I Ean Cul Sppl Tuto alba Scopoli 1769 bo Barn Swallow Spp Hirundo rustica Linnaeus 1758 Barnacle Goose Spp Branta leucopsis Bechstein 1803 by J Comments Search By Name f Abbreviation Restrict Searches to Current Checklist x OK Cancel The Find Taxon dialog shows three possible matches to barn Select one of them and press the OK button or double click on one of the options in the Matches list and your selection will be filled in back in the record entry screen It is worth noting some of the facilities in the Find Taxon dialog You have options to search by full Name or by Abbreviation Name is selected in the e
100. ions in them Creating a new polygon layer 1 Open the Map window by selecting Map View Map base map from the menu or by clicking the map button in the toolbar and selecting the base map you want from the drop down list 2 Select Map Add Polygon Layer from the menu or right click in the Map Layers panel and select Add Polygon Layer from the menu that appears 3 You will see the Polygon Layer Display Details dialog Polygon Layer Display Details Eg Manne English SACs Pattem I TTT ITT ETT Selected Colour Ungelected Colour _ Name _ Type a name for the layer This is the name that will appear in the Map Layers panel ee ac _ Pattern Choose the hatching that will be used to shade the polygons when they are drawn on cecum he map Tf you just want the outline with no shading then there is a clear option lt Selected _ This is the colour that will be used when the polygon is selected It is generally best to Colour choose a light bright colour EEC ET CRETE TT Cr CRT TCP CR Cen er ee Terre errr rer cere cer Creer ec rere reer er Terre A o eee ree ee CE CeTTT TEE CE CUECECOCET TT CC COLOR COTO COT COCUCCEET LECCE ECT CCEET EC CCE EET TCC E TTT ECE TOT ECC UTEP CETTE CECUC TTC ECCT ETT ECCI TCP CC EEC ECE LEC ET CCIE CETTE CTTET TE CCEP TEE CCET TE CCEET TEE CEC TICES TTT CE TECTTCT TTT TCT TTET TET TPE TET TTeC CCT TTC CUT Tre CT Cre CCT Cree cer rere ret rr cert tere Tt Cerri tt _Unselected This is the colour in
101. is this document and the Windows style Help within the system The Help menu provides access to it via Contents Index and Search tabs Alternatively the function key lt F1 gt for context sensitive help will open the Help window at the topic appropriate to the item the cursor is currently positioned on Recorder is a Windows based system so many facilities work in the same way as in other Windows software like Word and Excel e g File Save As File Print lt Ctrl C gt for copying lt Ctrl V gt for pasting More information is available on the Recorder website www recordersoftware org including details of up coming releases and a Documentation Wiki Upgrades can be downloaded from it and it provides access to a forum which allows users to exchange information about the system JNCC use the forum to announce upgrades and other important information about the system If you are a new user or if you need to refresh your knowledge of the system it is recommended that you run through the Getting Started Guide e Prior to installation the Guide can be started by inserting the Recorder 6 CD in a CD drive and selecting Getting Started Guide from the window that appears If no window appears or if the Guide doesn t start navigate to the Getting Started folder on the CD and click on the file called Recorder 6 Getting Started Guide chm On a network CD this folder is in the Install Files folder e Following installation
102. ist Categories 4 B C T Mee u Tyto alba Scopoli Order Pelecaniformes Order Ciconiformes Ciconiiformes 1769 Spp Order Accipitriformes Order Falconiformes Order Gruiformes Barn Owl Sample Type v Biotope Count al qP Return data button shortcut lt F9 gt R Charadiiformes Synonym Order Pteroclidiformes l if Order ara e Strix flammea Linnaeus Order Cuculiformes e Tyto alba Order Strigiformes e Tyto alba Scopoli Fa Barn owls Tytonidae e Tyto alba Scopoli 1769 E Tyto Bpecies Barn Owl Tyto alba Code A Ea Owls Strigidae l S Order Caprimulgiformg Other Checklists pecies _ selected E Coraciiformes e JNCC collation of taxon Order Piciformes designations Determine TT Comments If you have loaded background maps you can then click the get spatial reference button amp l at the right hand end of the Spatial Ref field and the Map Window opens Click on the map at the point where the observation was made and click the return data button on the toolbar and the grid references of the point you clicked is filled in together with Internal map as the spatial reference type This is both a great time saver and also the best way of getting an accurate grid reference grid references even those given by trained and experienced observers are notoriously error prone so getting a grid reference by click
103. it can be started by clicking on the Guide s icon on the desktop If the system has been installed on ie a single computer the CD needs to be in a CD drive to run this P f ecorder tutorial Getting Sta The Guide comprises screen text with audio visual examples including dynamic screen shots with a voice over 5 Logging on oe 1 Double click the Recorder 6 icon on your desktop iSd or select Start Programs Recorder 6 Recorder from the Windows menu ak 2 You will see the splash screen Recorder 6 User Guide and then the Recorder Login dialog Recorder 6 Login Username Default User Passiord 3 Select Default User from the drop down list type password and click the OK button e The password is initially set to password Once you have gained access to Recorder you should create your own username and password e Passwords are case sensitive password Password and PASSWORD are different 4 You will probably see the Welcome dialog Welcome Quick start Location j aT a Report Welcome to Recorder 6 Wiser Mame Default User Copy Identifier SROO0001 Access Level System Manager The database you are using contains Locations Mames amp addresses Referentes Surveys Species observations Habitat observations Tips Use Help aboot t0 find outwhich version of the application you have wha
104. keys or lt PageUp gt and lt PageDown gt to move a screen full at a time Tick a species with the keyboard by pressing the spacebar or typing something in the comment or abundance fields e Clicking a species that is already ticked unticks it e The number of species that have been ticked is shown at the bottom of the card This is a very useful quick check Before you finally press the Save button to permanently save the observations check that the number of species that is shown here is what you were expecting e Ifthe sample includes a species that is not on the list in the card you can look it up in the normal ways see section 9 1 3 using the Add Species box at the bottom of the form The additional species will be added to the bottom of the list If the species is actually present in the list but you just didn t spot it the list will be scrolled so that it is in view and it will be ticked e As there are no get buttons SJ in the columns in the species grid you use lt F2 gt to get a spatial reference from the map or the get a biotope from the biotope dictionary e You can sort the species list at any time by clicking on the column heading For example clicking the Common name heading will sort the list alphabetically by common name Clicking the column heading again will sort the list by common names in reverse alphabetic order Z to A To restore the original order which is the order the species appear in the checklist
105. kin 2712004 Sea Lion Island UBS5568 Tim Earl 24 Black chinned siskin 2001 2005 Sea Lion Island WB5585 Tim Earl 25 Black crowned night heron 18 01 2005 Carcass Island TOS5215 Tim Earl 26 Black crowned night heron 22 01 2004 Darwin UCKS59 Tim Earl It is not uncommon to be presented with something like a Word document with data organised by visits with each having a header section with a date location etc and then a list of species names These are a pain to deal with and usually have to be reformatted manually into a row and column layout Recorder cannot deal with data organised like this For details of the different types of data the import wizard will import see Supported columns in Help Help Contents tab Tasks Exchanging data Import data Import Wizard Data format Various options are available for importing location data Location Location Name and Grid Reference and abundance data in particular see the help for details 8 2 2 Importing a file The Import Wizard guides you through the process of importing a file The process differs somewhat depending on the type of file you are importing The simplest files to import are Recorder s own format which are used to transfer chunks of data from one copy to another These formats NBN Data xml and NBN Access Database z1p contain all the information Recorder needs so there is little interaction necessary see section 12 2 Files suc
106. la Thymus praecoxpulegioides a fis j Hieracium piloselia Thymus National Coa Koeleria macrantha sub cammurit fal y Biodiversity nreeco pulogioides grassland Fragaria CG Fb Cladonia spp sub community Network vesca Erigeron acer subcommunity from CG fc Ditrichum flexicaule Diploschistes scruposus war bryophilus the NBN CG fd Fragaria vesca Erigeron acer sub community Cae Medicago lupulina Aumes acetosa sub community CGS Sesleria albicans Scabiosa columbaria grassland Cad Seslena albicans Galurn sterner grassland CG10 Festuca ovina Agroshs capillans Thymus praecox grassland C11 Festuca ovina Agrostis capillans 4lchemilla alpina grazs he Cal2 Festuca ovina Alchemilla alpina Silene acaulis community CG13 Dryas octopetala Cares flacca heath Ca14 Dryas octopetala Silene acaulis ledge community H Heathlarnd ME Martine cliff communities MG Mesotrophic grassland M Mires SD Sand dunes strand line and shingle communities SM Saltmarsh 5 Swamps and tall herb fens O Calcitugous grasslands and montane communities W Woodlands H H Ge Ge Fe 6 2 3 Administrative areas dictionary Open the required type of administrative areas by selecting e Dictionaries 2 Admin Area or by clicking on the button on the main toolbar 18 Recorder 6 User Guide e Click the down arrow to the right of the Type box and select the required type of administrative areas This w
107. lations are in the Documentation folder on all the CDs These contain useful information about SQL Server and MSDE the hardware requirements for the system an example network installation and much else During the installation an 8 character Site ID will be required If you are installing Recorder 6 alongside Recorder 2002 the installation will use the Site ID from Recorder 2002 although you will be able to change it Otherwise you will be asked to enter a Site ID and its corresponding 4 character Verification key which are to be found on JNCC s Recorder 6 licence agreement supplied with the installation CD Where it occurs make sure you use the number O zero and not the letter O Recorder 6 User Guide Note that Recorder 6 upgrades for the software and the dictionaries are provided via the Recorder website www recordersoftware org As at April 2009 the latest version is 6 13 3 182 which was released in November 2008 The Version 6 13a installation CDs were produced in July 2008 and will install version 6 13 2 176 and the database installed will include the corresponding version of the dictionaries You then need to upgrade to version 6 13 3 182 and run the dictionary upgrade that was issued in October 2008 If you install the system using an earlier version of the installation CDs you will need to run the appropriate upgrades to bring it up to 6 13 3 182 For details of the changes in an upgrade see the accompanying release notes or the bu
108. lected row to be written to an external file This file could be generated by the survey organiser to be sent to contributors for example The Open button reads such a file and loads the information into the window so it can be saved in the database 11 3 4 Contributing to a Recording Scheme Select Tools Export Management Contribute to Scheme scheme name from the menu The first time you do this all data that match the Export Filter specified for this Scheme will be exported Subsequently only those records that meet the Filter criteria and have been added or changed since last time will be exported The Last Contribution Date can be viewed in the Recording Scheme Manager If you have the option to Auto create emails ticked see Configuration section 13 1 and you have a MAPI compliant email client installed on the computer where Recorder is running then Recorder will open your email client Microsoft OutloOK in this example and generate an email to the address specified with the export file attached Lepidoptera Survey contribution Me BEA Fie Edit wiew Insert Format Tools Actions Help zend E amp A Y i Options faai 7 This message has not been sent To moths conservation ora fk leteni Subject Lepidoptera Survey contribution File Created on 31 01 2007 at 12 20 13 by User ID FLESYSOOOOO00008 Stuart 2 NBNRecords At this point you can type in a covering message if you wish a
109. ly useful for users who have large numbers of surveys in their systems When this is used you will see folders above certain surveys in the observation hierarchy For more information see Help Help Contents tab Tasks The main data types Observations and follow the links from there A Survey record contains meta data concerning why a given project was carried out who organised and ran it over what time period and geographic area it was carried out There will generally be relative few records of this type each of which contains large numbers of other records A Survey Event record perhaps better thought of as a site visit concerns a specific visit to a given location over a limited time period by one or more surveyors Information such as the weather at the time of the visit can be recorded A Sample record details a piece of recording activity such as walking a transect to count breeding birds running a pitfall trap to catch ground dwelling invertebrates or netting flies A sample is carried out by one or more of the surveyors involved in the Survey Event it is attached to and has a definite sample type e g Field Observation Pitfall Trap Measurements can be associated with a sample for example vegetation height might be measured around a grid of pitfall traps or pH conductivity and water temperature might be measured if a kick sample of stream invertebrates was made Species observations are the r
110. m 100m and points Default When you produce a distribution map see section 0 then _ points are initially shown as Default a dot at the position of the _ spatial reference whatever its precision Use the options to produce a map showing the grid squares of the chosen size in which observations Tne NT ESE HOES NEHER ESOS HOSES CONS NSO CO SHRP ACO SESH ACO SHSHRCRSH SHOR SSSOH ORCS SON OROEMSMCGSSSNRCGSSSNSROSSSNS0SS00N00S000N0NC0 EO MORCEEOMONONSOMOROREM SOROS SOROMSRSORORSO RS CORSO EMCO SSO NRCOSEORSCOSEOES COGS SRR COOSONRCOOMONSREOMONSROO MORENO MORENO MORENO HOROMOOESCOMOOEMSSRSSESIOROGEMSORSSHMSSRE SHIGEO SERISROSERS SRM SNSRSEOSNOR SRM SNSRORMSSORSRSOMSCERSOMSTEREOR 62 Recorder 6 User Guide ff Gridlines _ Sub options are a series of sizes 100km 50km 10km 1km None 2 _ Shows an overlay of grid squares of the chosen size None turns the overlay off Here is a 100km square overlay i i i i i Also available is an add in called Go To Grid When installed there will be a box at the bottom of the map window to the right of the Location box where you can type in a grid reference then click the button The system will centre the map on the specified grid reference and briefly flash up a label for the point If this box isn t on your map window the add in can be installed using Tools Install Add in Module The latest versions of the add ins are available from the Recorder website w
111. me from the menu that appears Just the text should now be selected highlighted and the whole item should be surrounded by an edit box 43 Recorder 6 User Guide Common Hame Adult Count Female Count Abundance of khale nourn Spatial Ret Biotope Restt Comment Type the new name you want and then press lt Enter gt If you are successful the item should now be shown with the new name and with the whole row highlighted 4 When you are satisfied that you have the columns you want in the correct order and named as you would like click OK to save the recording card You will then be able to use it as specified in the section above 5 You will see a message Do you want to expand the current rucksack list to include all the items below it in the taxonomic hierarchy If you reply Yes to this then if any of the taxa in the list have items below them in the taxonomic hierarchy e g subspecies they will also be included in the list For example say our checklist is like this Pied Wagtail White Wagtail Motacilla alba Motacilla alba subsp yarrellii Motacilla alba subsp alba with the two subspecies of Pied Wagtail as children of the species We base a recording card on a rucksack of regularly occurring birds that includes Pied Wagtail If we accept the option to expand the hierarchy when we look at the recording card it will have additional entries for the subspecies Pied Wagtail and White Wa
112. mporary folder We can open the temporary database using Access and run a query to show the dates in Survey Event row FLKSYS00000000HKR SELECT SURVEY_EVENT_KEY Format VAGUE_DATE_START dd mm yyyy AS start_date FROM Survey_Event WHERE SURVEY_EVENT_KEY FLKS YSOOOQOQ0000H K The result of this query SURVEY EVENT KEY start_ date FLKSYS00000000HK 30 01 1904 gives us a strong clue to the nature of the problem Measurements Locations Samples Taxon Occurrences and Biotope Occurrences can have measurements associated with them These items can have any number of measurements associated with them and measurements are stored in the same way throughout For example here are counts of males and females for a species record 56 Recorder 6 User Guide ol Taxon Occurrence Blackbird Hierarchy l Turdus merula Miscellaneous Records John Smith G T 15701 2007 SU740612 General Dets Measurements Related Oces Specimens Sources a Ed gh 15 01 2007 50740812 Field Observation a a Accuracy oo fi YE Bam Owl Tyto alba Te Et i April 2007 SU727865 eB day April 2007 SU727965 Field Observation Abundante Male v u Sparrowhawk Accipiter nisus 2 Kestrel Falco tinnunculus a Blue Tit Fars caeruleus a Great Tit Parus major pi Dunnock Prunella modularis Blackbird Turdus merula E4 Improved grassland ith April 2007 5072718652 Field Observation O Great Spotted Woodpecker Dendro
113. n Falco peregrinus cassini 15 TC04 993 FC Observer Peregrine Falcon Falco peregrinus cassini 16 TECOS 993 FC Observer Peregrine Falcon Falco peregrinus cassini 17 ITN Hoga Cr Mbhereuee Oren Dalene Dealer Hae mom mine _ Export to other formats _ This opens the Export Wizard which guides you through the process of _ saving the data in a wide range of file formats This is quite intuitive but the path through the Wizard and information you need to supply x step 71 of 9 This wizard allows you to specify details of how to export your data which export format would you like Table type Parador file db Lotus 1 2 3 file wk1 DB ase file dbf QuattroPro file vug Test file txt ML file mal Excel spreadsheet xls Rich Text format rtf Excel file xls Adobe Acrobat Document pdf m i f HTML file Atri MS Access database mdb m word file doc ADO connection _ Templates and Snapshots Beyond the scope of this document Templates allow the data fields to _ be laid out in more complex ways to be printed The layout designer is a _ banded report writer and is quite complex and tricky A separate tutorial is available A snapshot is an external database in a simpler format than Recorder s RP RREPEPEEE EERE EEE EEE EEE ET EEE EEE EEE EE ECE EEE EEE EEE EERE EEE ESE EEE NNNNA EPP E REE EE EEE EEE eT PEPE REE EEE EERE TEEPE EEE CEEEE EEE EEE ELLE EEE ECE EE
114. n the CI button on the main toolbar or e Data Entry Names and Addresses for Individuals e Data Entry I Names and Addresses i for Organisations This window lists the names addresses and other details of people and organisations referred to elsewhere in the system They may be recorders of observations volunteer or otherwise organisers and surveyors of biodiversity surveys people who check identifications determiners and owners managers wardens etc of sites 10 Recorder 6 User Guide gt Names amp Addresses Seles dip iil Names List Selected Name Stuart Ball Individual Addresses Contact Nos Comms Assocs Biography Sources Hannah Betts Neil Caithness Title bM ey Charles Copp Andrew Cottam Forenames Initials Charles Hussey Seine pa o Debbie Jackson David Mitchel Address Unknown Default User Steve Wilkinson fa E E E E E E E Related Data It is possible to store a great deal of personal information in the system although almost everything apart from a name is optional This clearly has considerable implications including legal implications with respect to the Data Protection Act The amount and type of information that you intend to store and the way in which it 1s used need to be considered in relation to your organisation s privacy policies and Data Protection Act registration When Recorder is newly ins
115. nd then press the Send button in the email client to send off the records 11 3 5 Distributing files to contributors to a Recording Scheme If you have volunteers who want to contribute to a survey and have their own copy of Recorder you can make it easier for them to contribute by supplying an Export Filter and Recording Scheme entry to use 1 Select Tools Export Management Manage Recording Schemes from the menu 2 Select the recording scheme you want to send 3 Press the Save button A standard Windows File Save dialog will appear Give the file a name and choose where you want it saved 100 Recorder 6 User Guide 4 A file will be saved with the extension sch Send this file to your contributors e g by email It is a plain text file Gin INI file format and contains the details of both the Recording Scheme entry and the Export Filter it specifies A contributor receiving such a file should 1 Save the sch file somewhere on their computer for example using File Save Attachments from their email client 2 Start their copy of Recorder and select Tools Export Management Manage Recording Schemes from the menu The Recording Scheme Manager window opens 3 Press the Load button A standard Windows File Open dialog will appear Find and open the sch file 4 Press OK in the Recording Scheme Manager window and both the Export Filter and Recording Scheme entries will be saved the thei
116. ng time if you expand something that contains a lot of items e g a survey that contains thousands of observations or a large taxonomic group in the taxon dictionary NB These are generic Windows keyboard shortcuts so they will works in lots of other software like Windows Explorer On laptops the NumLk key enables a group of keys to be used as the equivalent of the keys on the numeric key pad 7 1 1 Add edit vs browsing mode When you open a window in Recorder it starts out in browsing mode You can use it to view and explore the data but it won t make any changes If you want to add new items or edit or delete existing ones you must explicitly tell the system you want to do one of these actions by pressing the Add Edit or Delete buttons at the bottom left of the window It was designed like this to prevent users making inadvertent changes whilst they are simply browsing It is easy to tell what mode you are in e In browse mode the Add Edit and Delete buttons are active but the Save and Cancel buttons are inactive greyed out None of the fields have coloured backgrounds e In Add Edit mode the Save and Cancel buttons are active but the Add Edit and Delete buttons are turned off greyed out Some fields may have coloured backgrounds yellow by default to show that you must enter data in them See Required Data section 8 3 7 1 2 Sorting items You can sort the list of available items in v
117. nts such as area and min and max altitude geographical information like administrative area s in which the site falls grid squares which overlap it and links to digitised boundaries which can be shown on Recorder s maps and information about access and ownership When Recorder is newly installed there are 155 locations already in this hierarchy which because you are not their custodian or originator you can not remove These are the vice counties those for England Scotland and Wales are sub sites of a site called Vice counties those for Ireland are sub sites of a site called Irish Vice counties They are included to allow you to link your observations to vice counties 1f required Sites are rarely simple and one of the key features of them is that they can form hierarchies at different scales For example a site like Nettlebed Common can consist of a number of management compartments which may have different designations owners etc These relationships can be represented by setting up a hierarchy of sites and sub sites 2 Location Harpsden Wood 555 Hierarchy E E Harpsden Wood SSSI G H B Irish Vice counties eneral Designations Measurements Geo Info Other Info Sources fa Kingwood Common W Lambridge wood SSSI Senne Nettlebed Common 4 Ce La Long Copse Namefs Nettlebed Common W g Mill Meadows E Nettlebed Common E Hettlebed Marsh a Priest s Hil File Code SUFsD NIC Type
118. nu or click the drop down arrow beside the move polygon button on the toolbar 3 Choose the destination layer from the submenu or from the drop down menu in the toolbar The polygon will be redrawn with the colours and shading for the new layer showing that it has been moved Note that you can only move polygons to an active layer If the layer is turned off its name won t appear in the sub menu so you won t be able to choose it as the destination 9 3 3 5 Deleting a polygon 1 Select the polygon you want to delete by clicking on it The map will redraw with the polygon in its selected colour 2 Select Map Delete Polygon from the menu or click the delete polygon button on the toolbar 3 You will be prompted to confirm that you really want to delete the polygon Press the OK button to delete it 9 3 3 6 Linking polygons to a Location If a polygon on the map represents the boundary of a site that is documented in the Locations window then it is appropriate to link the Location to the polygon When a polygon is linked to a Location you can e Go from the map to the Location entry e Go from the Location entry to the map e If you use the facility to get a spatial reference from the map during data entry if you click within a polygon that is linked to a Location then not only the grid reference at which you clicked is returned to the data entry form but also the Location field is automatically filled e You can use
119. o a file in various formats See section 11 3 New customised reports can be constructed and made available for use in this manner but that is beyond the scope of this document see XML Report documentation 10 2 The Report Wizard Recorder s Report Wizard provides a means of performing ad hoc queries with considerable flexibility to decide exactly what information you want how it should be sorted what fields should be output and how they should be laid out There are so may possibilities it will be impossible to cover them all here but there is additional help and documentation available 10 2 1 Example list all observation of penguins 1 Select Reports Wizard from the menu press the shortcut key lt Ctrl W gt or click the Report Wizard button amp on the toolbar 2 The Report Wizard opens at its first screen 78 Recorder 6 User Guide 3 4 Report Wizard Report Wizard Select report style f Taxon Records f Biotope Records f Report about a Place Restrict report to one or more Sources Restrict report to one or more Admin Areas 0 Restrict to Bounding Box Se Restrict to one or more Polygons Cancel We want to produce a report for Taxon Records and at the moment we don t want any additional conditions like only listing records from one Survey restrict to source of by geographic area Restrict to Administrative area Bounding box or Polygon so the default
120. o determine which grid square it falls into then that observation cannot be plotted and disappears from the map when plotted at the higher resolution E g if you choose a symbol size under 10km then an observation based on a 10km grid reference cannot be included Open and closed circles are used to represent whether the date of the most recent observation that falls within a grid square is before or after a cut year This cut year is set via Map Map Options Distribution Symbols 1980 by default 6 You can show more than one feature at a time on the map turn the display of items on and off individually and set the colour used for the symbols 65 Recorder 6 User Guide 2 Map Window Distribution Points Map Layers Base Map Sheet Polygon laper TL28 SK80 SP42 SPH Curent Folygon Layer TF NNAS Spatial Ret Location a Three species have been dragged onto this map and their distribution is shown at 10km square resolution A key to the symbol colours used for these three species appears in the Distribution Points panel at the top left Tick or untick the checkbox beside a name in the Distribution Points panel to turn the display for each species on or off Click on the coloured circle beside a name in the Distribution Points panel A standard Windows colour picker dialog will open where you can select the symbol colour Right click on a name in the Distribution Points panel
121. onaries or a Survey or survey event from the observation window You can also send the results of reports to the map providing the report includes a spatial reference If you drop a survey or survey event on the map you will see a dialog asking to choose whether to plot Survey Events or Samples Select one of the options and click OK Survey Samples is usually appropriate if you want a coverage map Display Options x Display f Survey Events Observations will be plotted initially using the Default symbol a small circle at the position of the spatial reference e g the Default symbol for an observation which has a 10km square grid reference will be plotted at the lower left SW corner of the 10km square DR Se ee ee ee ee TTELTTETTTEETT Default symbol size with 10km grid Ikm symbol size vice county of squares Oxfordshire 5 Ifthis is a grid reference base map then you can select a symbol size to display For example if you want to map the 10km squares in which the feature occurs select Map Distribution Points 10kms from the menu or click the symbol size button on the toolbar and select 10kms from the drop down list 64 Recorder 6 User Guide a OOS A The same data plotted at Skm square resolution 10km square distribution map Note that the symbol indicated by the arrow on the 10km map has disappeared If the precision of an observation is not sufficient t
122. or rucksack on which the Record Card is based right click in the grid and choose Original Order from the menu that appears e If you have added species to the list whilst using the card when you close the Record Card window you will be prompted whether you want to save the changes to the species list If you click Yes then the next time you use that Record Card the added species will be there It is most efficient if the list of species on the Record Card uses the same species names in the same order as the survey forms you are working from This can be achieved by basing the record card on a list of species held in a Rucksack which has been set up to contain the appropriate species names in the desired order 8 1 4 1 Setting up a record card This is accessed by selecting Data Entry Enter Species for a Place Add or Edit Recording Card from the menu 42 Recorder 6 User Guide Add or Edit Recording Card 1 Enter name for a new list or choose an existing list to modify Hame Common Birds RC ca Remove 2 Choose a species list from the taxon dictionary or a rucksack f Taxon dictionary f Rucksack Common Birds 3 Choose any additional columns you wish to show alongside the species list Standard Measurements Common Mame Adult Count Abundance of Juvenile Ferm a Female Count Abundance of Juvenile Fem Creating a new recording card Type a name for it in the Name edit bo
123. ort Type NBN Access Database zipped Destination C ATEMP bbs zip a Reassign Data Custody Cancel p Select the Export Type from the drop down list 2 Specify a destination file You can use the browse button to open a standard Windows Save File dialog to help you do this 3 Press OK to perform the export You will see progress reported in the status bar The Data Export dialog may have additional options depending on the source of the data that is being exported For example if you are exporting Locations you will see a couple of additional options Data Export Export Type NBN Access Database zipped Destination CATEMP Loc_data zip i Reassign Data Custody W Include Observations gt j XC W Include Subsites for exported Locations ee e The Include Observations option allows you to either export the observation linked to the Location s if it 1s ticked or just the Location s information otherwise e The Include sub sites for exported Locations determines whether sub sites of the selected Location s will also be included in the export and the observations linked to the sub sites if the first option is ticked 11 1 1 Export metadata The first time you export data to one of these NBN transfer formats you will be asked to provide some metadata about the data source The following dialog will appear 93 Recorder 6 User Guide Specify Metadata
124. own hooded gull Canary winged finch Black brow albatross Thalassarche Black chinned Siskin Carduelis bar Blackish Cinclodes Cinclodes antar Blackish Oystercatcher Haematop Black necked Swan Cygnus melan Brown hooded Gull Larus maculipe Canary winged Finch Melanodera Chiloe Wigeon Anas sibilatrix Cobb s Wren Troglodytes cobbi PROCELLARIIFORMES PASSERIFORMES PASSERIFORMES CHARADRIIFORMES ANSERIFORMES CHARADRIIFORMES PASSERIFORMES ANSERIFORMES PASSERIFORMES Birds from the Falkland Islands Birds from the Falkland Islands Birds from the Falkland Islands Birds from the Falkland Islands Birds from the Falkland Islands Birds from the Falkland Islands Birds from the Falkland Islands Birds from the Falkland Islands Birds from the Falkland Islands Commerson s dolphin The following issues must be resolved before you can proceed to the next step in the Import Wizard Commerson s dolphin Common diving petrel Common tern Common Diving Petrel Pelecanoid PROCELLARIIFORMES Birds from the Falkland Islands e All Species must be matched Correndera pipit Coscoroba Swan Coscoroba cosc ANSERIFORMES Crested Caracara Caracara plancus FALCONIFORMES Crested Duck Anas specularioides ANSERIFORMES Birds from the Falkland Islands Birds from the Falkland Islands Birds from the Falkland Islands Coscoroba swan Crested caracara Crested duck k Save Template E Previous x Can
125. ple suppose we want to add a second address for a person e g have both their home and work addresses gt Names amp Addresses i Wi Names List Stuart Ball Hannah Betts Neil Caithness Charles Copp Andrew Cottam Charles Hussey Debbie Jackson David Mitchel A 4 a TER Selected Name John Smith Buttons to add Individual Addresses Contact Nos Comms Assocs Biography Sources edit or delete a Address Postcode detail item M JNCC City Road Peterborough PE1 WY E Oxford Road Peterborough Details Address To J Unknown Default User Steve Wilkinson Post zi Code IPE County UK Buttons to save Comments and cancel changes to the HomeAddress C Work Address Preferred vi x 8 list of details Be Heise GEA To add another address 1 Select the person whose details you want to edit in the Names List on the left John Smith in this example and go into edit mode by clicking the Edit button 2 Go to the Addresses tab on the right and click the add button next to the list of addresses 21 Recorder 6 User Guide Enter the Details for the new address Click the save button J in the Detail section to add the new address to the list Click the Save button to save the whole Name amp address entry to the database and make the change p
126. r A data entry field like Taxon which has a red border indicates it is a target for drag amp drop 1 e somewhere you can drop an appropriate type of item a species name in this case The list of names in the Taxon Dictionary window has a blue border This indicates it is a source for drag amp drop Le somewhere from which items can be dragged Some fields have a dashed red and blue border indicating they can be both sources and targets The default colours are blue for sources and red for targets but you can change this in the Appearances tab of Tools Options You can turn this feature off or select different colours See Configuration section 13 3 8 1 3 4 Copy and paste This essentially does exactly the same as drag amp drop You can highlight the item you want to use in the Taxon Dictionary window and copy it to the Windows clipboard by e Using the standard Windows shortcut key for copying lt Ctrl C gt e Selecting Edit Copy from the menu or e Clicking the copy button on the toolbar Then return to the Taxon field and paste the value you stored from the clipboard by e Using the standard Windows shortcut key for pasting lt Ctrl V gt e Selecting Edit Paste from the menu or e Clicking the paste button on the toolbar The main thing copy amp paste offers in addition to the drag amp drop functionality is that the item stays in the clipboard until you replace it with something else So you
127. r database and be available for use You may also consider sending them an export file containing things like e The Survey record e Names amp Address entries for contributors identifiers etc e Locations e Any additional term list entries that are going to be used This can be done by using the Export Filter with the option to export observations turned off They can import this file in the normal way and will then have the same set of supporting data as everyone else available when they start to enter their observations 12 Configuration settings To adjust the appearance and behaviour of Recorder select Tools Options from the menu You will see the Options dialog which has a number of tabs It will open with the General tab showing Options General Toolbars Appearance Spatial References File Locations Display Confidential Data Open with windows from last Session Enable export of confidential occurences Show Welcome Window at StartUp Minimum access level Full Edit Other _ m Show Menu icons v e Graduated Menus Auto create emails for Recording Schemes w Taxon Options Remember applied filters Use Common Mames w Century cut off Year 0 99 40 Use Full Translation to Preferred Term fw This value will be used to automatically work out the century for a date where only the last two Restrict Taxon Searches to digits of the year have been specified Unrestricted OK
128. r survey in the Name box 4 Use the get button QJ to open the Names and Addresses lists 5 Select the required name then use the return data button to return it to Survey window If the required name isn t in the list add it then return it 6 Use the drop down arrow beside the Type box to select a type your survey In the absence of other information most surveys will be an Inventory 7 Enter a date in the Records Allowed From box e g 2000 This helps validate the dates of your observations You will not be allowed to enter observations with dates earlier than this 8 Complete the other boxes if required For more information see Help Help Contents tab Tasks The main data types Observations Surveys General tab 9 Select the Geography tab 2 Survey New Survey gt Hierarchy Run By General Geography Tags Sources Bounding Bos North east comer Specity the grid reference of the north east and south west comers of a bos enclosing all the locations that the survey covers South west comer q z Geographic coverage y Save Cancel FistedDate 32 Recorder 6 User Guide 10 Enter the South west and North east corners of a bounding box OR some text in the Geographic coverage box One or the other must be entered If a bounding box is entered you will not be allowed to enter observations with spatial references outside this 11 When you are satisfied cli
129. r the full file path see the File Locations tab after selecting Tools Options from the menu The name of the file is used to identify the Rucksack in the drop down list so make use of Windows long file names to give it a useful and descriptive name Rucksacks are stored as separate files outside the Recorder 6 database so that they can easily be shared with others If another user would like to use one of your rucksacks simply send e mail them the Ruk file If they put the file in their Rucksacks folder it will be available for use in their Recorder 6 system 8 1 4 Entering a list of species record cards Probably the commonest way that biodiversity observation data is presented is as a list of items species or habitats observed on a series of site visits often using some sort of sampling form designed for the particular survey For each individual site visit much of the data is fixed location details date name of the recorder details of the sampling method There is then a list of species or habitats that were recorded perhaps with status abundance or coverage measurements for each one Recorder s record card entry system is designed to handle this sort of data entry A record card has a fixed header for the location details date recorder s names etc and then a list of species where details of each observation are entered The species which are listed and the columns of data which can be entered for each are hig
130. rd in the Old password box and then type the new password you have chosen twice in the New Password and Confirm New Password boxes e The New Password and Confirm New Password entries MUST be identical This helps protect you from a minor typing error made whilst entering your new password meaning you don t actually know what your new password is and hence preventing you from logging in next time e When you type in the boxes what actually appears on screen is a row of asterisks This prevents anybody else from seeing what you type 3 When you are satisfied click OK and you will see a message confirming that your password has been changed Next time you login you must use this new password Observations Surveys Survey events Samples Recorder 6 User Guide 6 The main types of data 6 1 Data you add The main types of data you add to Recorder are shown in the callouts on this screen shot F1 Recorder 6 Sele Data Entry Dictionaries Map Reports Toole Window Help PRS Gago 1G Tools Term Lists Lists of standard terms Documents 76 added at installation Names amp Addresses Species observations Individuals 11 added at installation Habitat observations Organisations added at installation Locations Irish Vice counties added at installation Vice counties added at installation 6 1 1 Names and addresses Open the Names and addresses window by clicking o
131. re it will be saved Here is the data from the example shown above opened in Excel PP EEEEEEEEEEEC EEE EEE ECE EE EC LEE EEE LEE EE EEE EE EEE ECE EEE ECC EE EEC ELEC ELEC ECE ELLE ELELLELEL ELLE ELLE ELLEL ELLE LELLLLLLLLELL ELLE ELLE EEL eee eee eee eee eee eee eee EA Microsoft Excel Falcons XLS File Edit view Insert Format Tools Data Window Help arial 10 B Z u E El Soe a E Cae he lay iM l gt Eg hi fe Peregrine Falcon A B C F 1 Sample Spatial Reference Sample Date Sample Location Mame Sample Recorders Taxon Common Mame Taxon Latin Name 2 TD5213 18012005 Carcass Island Tim Earl Peregrine Falcon Falco peregrinus cassini 3 UDZ2413 16012005 Pebble Island Tim Earl Feregrine Falcon Falco peregrinus cassini 4 U02413 20 01 2004 Pebble Island Tim Earl Peregrine Falcon Falco peregrinus cassini 5 OS0 993 FC Observer Peregrine Falcon Falco peregrinus cassini 6 i40 993 FC Observer Peregrine Falcon Falco peregrinus cassini r C29 993 FC Observer Peregrine Falcon Falco peregrinus cassini o WES 993 FC Observer Peregrine Falcon Falco peregrinus cassini 9 Eag 993 FC Observer EE Falcon Falco peregrinus cassini 10 WE 993 FC Observer Peregrine Falcon Falco peregrinus cassini 11 VEE 993 FC Observer Peregrine Falcon Falco peregrinus cassini 12 C49 993 FC Observer Peregrine Falcon Falco peregrinus cassini 13 V00 993 FC Observer Peregrine Falcon Falco peregrinus cassini 14 020 993 FC Observer Peregrine Falco
132. records that fall within the boundary for reporting purposes They can be imported or drawn 9 3 3 1 Loading polygons from a file Polygons such as site boundaries are usually imported from an external GIS file such as an ESRI shp or MapInfo mif file The file needs to be in the same map projection as the base map Many boundaries or polygons can be downloaded from the Internet e g SSSI NNR SAC SPA etc boundaries can be downloaded from the Natural England website http www gis naturalengland org uk pubs gis GIS_register asp Some are available by 100 km square others for the whole of England Also available is a CD containing the vice county boundaries for England Scotland and Wales Software on the CD can be used to generate ArcView shp and or MapInfo files containing the boundaries for a selection of vice counties These files can be used in Recorder and other software The CD is available free of charge from the NBN Trust and can be ordered from their website www nbn org uk 71 Recorder 6 User Guide When importing polygons they are imported onto a polygon layer which must exist prior to the import Each polygon layer has different selected and unselected colours associated with it so if you want your polygons to appear in different colours you need to create a new polygon layer to import them onto Polygons appear in their unselected colour until you click on them to select them to say produce a report of the observat
133. rement say for the air soil or water but it wouldn t make much sense for a Taxon or Biotope Occurrence Similarly a Measurement Unit contains information about the type of value it is associated with e g whether it is a number text like a code etc 21Co nfigure Term Lists AAA Select List Measurement Type Measurement Unit Details Short Name Fahrenheit Long Name Fahrenheit Description Additional nformatiar Data Type Number r Memo Number Spatial Reference Text Vague Date yi Save Cancel When data is entered via the Record Card or the Import Wizard abundance data may be included These data entry tools can include columns which have a label which is a combination of Type Qualifier and Unit e g Abundance of Adult Count The numbers or codes entered into such a column become the value in the Data field If an unqualified number is entered 55 then the Accuracy is set to Exact If the value has a qualifier like lt gt c etc e g 55 then the Accuracy is set to Estimate When adding Measurement Units take care to select the appropriate Data Type e g if you want to be able to enter D A F O or R from the DAFOR scale the Data Type must be set to 9 Maps Recorder s mapping system is designed to allow quick and easy visualisation of the spatial distribution of aspects of your data For example the coverage of a surve
134. ries Map Reporte Tools Window Help Administrative Areas Dictionary Lists of different types of administrative areas Biotope Dictionary Lists of the biotopes or habitats in different classification systems Taxon Dictionary Lists of the taxa or species in different checklists When entering observations the species or taxon habitat or biotope is selected directly or indirectly from the appropriate dictionary Users can add to the taxon and 16 Recorder 6 User Guide biotope dictionaries but not to the administrative areas dictionary however observations for user added items cannot be exported 6 2 1 Taxon dictionary species lists Open the required checklist by selecting e Dictionaries Taxon or by clicking on the 5 button on the main toolbar e Click the down arrow to the right of the List box and select the required checklist This window contains taxonomic checklists which are used to make species observation records There are many checklists for the same or different groups The detail pane on the right contains detailed information for the selected item This can include synonyms common names descriptions pictures and links to other checklists on which this taxon occurs _ 2 Taxon Dictionary Browser x List VASCULAR PLANTS AND STONEWORTS BSEBI List of British amp Ish Vascular Plants and Stonewarts Hierarchy List Hedera helix L Spp orophiyta Phyl Lycopodiophyta
135. rmat Tools Data Window Help Arial 10 B u 52282A Sx 8 SE nA Al kbi fe Species ogee ey B C D Species IDate Location Grid ref Recorder 2 Austral thrush 16 01 2005 Carcass Island TD5213 Tim Earl 3 Austral thrush 22 01 2004 Darwin WCBS59 Tim Earl 4 Austral thrush 15 01 2005 Darwin WCBS59 Tim Earl 5 Austral thrush 2501 2004 Pebble Island D2413 Tim Earl 6 Austral thrush 16 01 2005 Pebble Island D2413 Tim Earl 7 Austral thrush 24 01 2004 Saunders Island TD7610 Tim Earl Oo Austral thrush 2712004 Sea Lion Island WB5555 Tim Earl g Austral thrush 2001 2005 Sea Lion Island WB5588 Tim Earl 10 Austral thrush S001 4004 olunteer Point C4692 Tim Earl 11 Austral thrush 2101 2005 Volunteer Point C4692 Tim Earl 12 Black browed albatross 1801 2005 Carcass Island TD5213 Tim Earl 13 Black browed albatross 25 01 2004 Pebble Island UD2413 Tim Earl 14 Black browed albatross 16 01 2005 Pebble Island JD2413 Tim Earl 15 Black browed albatross 24012004 Saunders Island TO7610 Tim Earl 16 Black browed albatross 2 01 2004 Sea Lion Island WBS556 Tim Earl 1 Black browed albatross 20701 2005 Sea Lion Island WUBS558 Tim Earl 16 Black chinned siskin 16 01 2005 Carcass Island TD5213 Tim Earl 19 Black chinned siskin 2201 4004 Darwin U66359 Tim Earl 20 Black chinned siskin 15 01 2005 Darwin UIChS59 Tim Earl 21 Black chinned siskin 2501 2004 Pebble Island WDA Tim Earl 22 Black chinned siskin 16 01 2005 Pebble Island UD2413 Tim Earl 23 Black chinned sis
136. rs e g sets of SSSI boundaries These facilitate data entry and reporting enable users to locate data on the maps and provide suitable backgrounds for the distribution maps they choose to produce JNCC and the NBN have negotiated a deal with Ordnance Survey that enables them to make available electronic versions of the 1 50 000 Landranger maps for use within Recorder 6 for a minimal charge Recorder 6 User Guide JNCC supplies Recorder 6 through approved experts who offer various support and training services They are listed on the Recorder Software website www recordersoftware org along with much other useful information Note that alternative versions of the Recorder installation CDs can be produced for particular groups of users These can load a copy of the database that contains some of the data required by the group e g locations names and addresses and standard terms In these cases the data displayed in your copy of the system may differ significantly from the screen shots in this document Note that this document was originally written as a hand out for training done in the Falklands Islands when version 6 9 3 102 was the current version of Recorder 6 This edition is the first attempt at modifying it for the UK and the latest version of the system but resources haven t permitted a full update 2 SQL Server and Installation Recorder 6 is a Microsoft SQL Server version of its predecessors Recorder 2000 and Recorder 2002 It w
137. s no facility for making a multiple selection of polygons You know you have successfully linked a polygon to a Location because if you click on the polygon on the map the Location name will appear in the Location box at the bottom of the Map Window Now clicking the associate locations button rf on the toolbar will open the Location window with the Location selected In the Location window the boundary information is stored in the Geo Info Boundaries tab The date on which you made the link is shown If you right click on the Location name in the list of Locations on the left and select Find on Map from the menu then not only will the map window be centred on the Location but the view will be scaled so that the site boundary neatly fits in the view 10 Reports 10 1 Quick Reports from the main windows A number of reports are available directly from the main windows in Recorder These produce a pre defined report for the currently selected item Example produce a list of locations for a species 1 Open the Taxon Dictionary window by selecting Dictionaries Taxon from the menu or by clicking the taxon dictionary browser button on the toolbar TI Recorder 6 User Guide 2 Navigate to a species say Two banded plover and click on the name so that it is highlighted 3 Select Reports Quick Reports Species Reports List locations for a species from the menu or right click on the name and select Quick Reports
138. s the Do Import button you have not actually made any changes to your database so up until that point you can Cancel to abort the whole process without any worries It is not a bad idea to backup the database Tools Database Tools Backup Database before doing a major data import You can then restore you database to its original state and try again if you don t like the results 11 3 Export Filters Export Filters provide an easy way of regularly exporting a specified block of data For example if you were a volunteer taking part in a breeding bird survey project you could set up an Export Filter which filtered out just those records of the relevant species that you had added or changed since you last submitted data to the scheme You can even set up a Recording Scheme entry that specifies that records found by this filter to be sent to a particular email address Once this is done then it only requires a single menu choice to select any new data relevant to the scheme perform the export and generate an email with the export file attached The survey organisers can set up the necessary files containing the details of the Export Filter and the Recording Scheme and make them available to participants who have copies of Recorder to make it as easy as they can to submit records 11 3 1 Managing Export Filters Select Tools Export Management Manage Export Filters to access the Filter Management window gt Filter Manager
139. set up a rucksack containing the names of the species that were recorded the Locations that were sampled and the names of the people who did the surveying or identified the specimens Access rucksacks by selecting Tools Rucksack from the menu or by clicking the rucksack button on the toolbar 39 Recorder 6 User Guide 2 My Rucksack Rucksack Common Birds Taxa Bictopes Locations People Documents Kestrel Falco tinnunculus Buzzard Buteo butea Sparrowhawk Accipiter nisus Tawny Owl Stris aluco Great Spotted Woodpecker Dendrocopos major Wren Troglodytes troglodytes Dunnock Prinella modularis Robin Erithacus rubecula Blackbird Turdus merula Willow Warbler Phylloscopus trochilus Goldcrest Regulus regulus Marsh Tit Fars palustris Coal Tit Parus ater Blue Tit Parus caeruleus Great Tit Paris majoar This example shows a Rucksack with a species list containing the names of common plants Opening a rucksack l Access rucksacks by selecting Tools Rucksack from the menu or by clicking the rucksack button amp on the toolbar If you have previously opened a rucksack in the current Recorder session the one you last used will open If this is the first time you have opened a Rucksack in this session then it will open with a blank Rucksack 2 Choose the name of the Rucksack you want from the drop down list at the top Creating a new rucksack I
140. settings are fine Press the Next button to continue Report Wizard Taxa Selection Please choose a list Check List Birds from the Falkland Islands Y Find Taxon Sphe All Taxa from list Include All Taxa Available Selected 173 SPHENISCIFORMES jimi Spheniscidae Spheniscus magellanicus al Lad l W Expand Taxonomic Groups Cancel Back Mest i In this screen we need to select the taxa we wish to report Choose the checklist Birds from the Falklands and use the Find Taxon edit box in the usual way to search by name Penguins belong to the order Sphenisciformes and the family Spheniscidae so we can filter records of penguins using either taxonomic group So start typing the name and when Spheniscidae appears in the Available list either click on it to select it and then press the arrow button el or double click on the name to transfer it to the Selected list Make sure that the Expand Taxonomic Groups option is ticked it is ticked by default This ensures that all the taxa in this family thus all the species of penguins will be included Now we can press Next to continue 79 Recorder 6 User Guide Report Wizard fe Mew Layout Choose the same attribute columns and f layout template snapshot as used in an existing report o 5 This screen asks whether we are going to create a New Layout or use one that was saved previously A Layout is the selection of
141. seve coren dk Add Edit c Delete Related Data add ed Deets elated Data Sort locations Features 7 1 3 The find tool There is a facility to find an available item by searching for it by name This can be accessed by pressing the shortcut key lt Ctrl F gt on the keyboard selecting Edit Find from the menu or by clicking the find button 4 in the toolbar You will see a Find dialog appropriate for the window you have active nd Find Location Name Search Text ine Matches Nettebed Common Mettlebed Marsh x OF X Cancel This is an example is of the dialog for finding a Location Start typing in the Search Text box and once you have typed two or more characters the Matches list will show a list of items that start with what you have typed You can select an item from the list by clicking it and pressing the OK button or simply by double clicking on it The Find dialog will close and the item you selected will be highlighted in the list of available items ZA Recorder 6 User Guide You can search for items that contain rather than start with the text you type by prefixing it with an asterisk ol Find Location Name Search Text com Matches Roscommon x OF Cancel In this case by typing comm all Locations with names including common have been found note that the search is NOT case sensitive 7 1 4 Filtering items The list of available it
142. sini Falco peregrinus cassini Falco peregrinus cassini Falco peregrinus cassini Falco peregrinus cassini Falco peregrinus cassini Falco peregrinus cassini Falco peregrinus cassini Falco peregrinus cassini Falco peregrinus cassini ee E Back Finish One of the first things you may notice is that the cursor goes to a hand pointer indicating that you can click on an item to see more information Clicking items in the cells will open the appropriate main window filtered to show the source of the item For example clicking on the Sample Location Name Pebble Island as in the screenshot above will open the Observation window with filtered to show this particular sample This can be very useful for finding errors in your data For example suppose you spot that there is a species that you don t think should have been recorded perhaps stemming from the wrong name being picked during data entry then simply run through the Report Wizard to produce a report for that species and then click on one of the Sample or Taxon Occurrence fields in the Filter Results window to go to the offending record Once there you can edit it to fix the problem Most of the facilities are accessed via the Report Output button Clicking this produces a drop down menu of options FE Report Output SP Print Grid Fey Copy Chrl b Export Data El Export to Excel El Export to Other Formats New Report Template
143. t add ins are installed and other technical details This can be very useful if you have a problem and need to contact technical support TESS 1505 e Whether or not you see this dialog depends on the Show Welcome Window at Startup setting You can change this setting from here by Recorder 6 User Guide clicking the check box to tick or untick it You can also change it via the Tools Options menu see Configuration section 13 1 e This dialog shows a summary of the number items of each of the main types of data your database currently contains This is quite a useful overview so this dialog can be viewed at any time by selecting Help Summary Info from the menu 5 Press the OK button to close this dialog and start working 5 1 Creating your own username All users of Recorder should have their own username and password When data is entered or edited the system records who entered or edited it using the username of the person logged on It won t be very helpful if all data is flagged as being entered or changed by the Default User particularly when it is exported to another user Creating usernames can only be done by system managers To create your own username l Enter your name 1n the list of individuals in the Names and Addresses lists using Data Entry Names and Addresses Individuals l See section 8 2 for details Check that you are logged on as a System M
144. t the bottom left corner of the dialog A New Item is added to the list 25 Recorder 6 User Guide 2 2 Configure Term Lists Select List Substrate Details Short Name METNE Long Name Description a Change the highlighted New Item text to the name of the item you want to add and optionally fill in the Long Name and Description The Short Name is the name that will appear on the screen The Long Name will be used in reports if it is available The Description is really to help you and others by documenting exactly what you mean by this term but it can potentially appear in reports The Description field can contain formatted text so you can type scientific names in italics for example When you are satisfied click the Save button to permanently save the new item You can press Cancel at any time to abandon what you are doing and the new item won t be saved in the database To edit an existing item l A a Select the item you want to edit in the list on the left The details of the selected item will be shown in the detail pane on the right Click the Edit button at the bottom left Edit the text in the Short Name Long Name and or Description boxes Click the Save button to permanently save your changes in the database Click Cancel to abandon any changes you made The item will not be changed and the screen will return to its original state before you pressed the Edit but
145. table in the database so the term biotope occurrence is sometimes used instead of habitat observation E 6 1 5 Term lists Open the required term list by selecting e Tools Term Lists e Click the down arrow to the right of the Select List box and select the required list There are many other lists of terms that are useful when making biodiversity records These include things like sampling methods the Sample Type term list types of specimen substrates on which organisms are found growing and many more Whilst it is possible to provide some of these that are frequently and widely used many such terms are highly dependant upon the sort of recording that is being done and the particular circumstances Term lists are therefore pre populated with some terms but users can add their own to suit their particular purposes 15 Recorder 6 User Guide 2 Configure Term Lists Select List EMRE Clay Leaf Litter Substrate Details Mud Short Hame Clay Long Name a Description a 6 2 Pre defined dictionaries These contain the lists of terms such as the names of species which are necessary to support the recording of biodiversity observations Much of this information 1s supplied as part of the installation of Recorder as a standard which allows for transfer of data between copies of Recorder and communication with other biodiversity related software The dictionaries are Recorder 6 Data Entry Dictiona
146. talled there are 12 names and addresses already in the system which because you are not their custodian or originator you can not remove They are there because they are the originators of some system supplied items Unknown individual and Unknown organisation are included for use when a name is required but not known 6 1 2 Documents Open the Documents window by clicking on the 7 button on the main toolbar or e Data Entry Documents These are documentary sources of information including published sources of biodiversity records and supporting information such as works used for identification reports produced as a result of surveys etc These can be published books or journal articles but may also be unpublished material such as reports and other grey literature It is also possible to include links to websites and electronic documents Some care is necessary because links to locally stored electronic documents cause problems if data is exchanged with other systems where the documents are not available 11 Recorder 6 User Guide gt t Documents Documents author Yea Ackland D M 1999 Anon 1999 new species of Eudorylas from Scotland Diptra Fi Tazigramma hilarella Zetterstedt 1844 Diptera Sar Anon 000 Chromatomyia fuscula etterstdt 1838 Diptera A Bland K P 000 James Hardy and some new synonyma for British flies dl Eland K F amp Ackland D M 2000 The gentian fe
147. tems e Accept Import or Reject Import work on one row at a time and allow you to make a decision about the currently selected row You can of course examine the date stamps in the Imported Data and Original Data panels if you want to know which is the most recent copy e The All Imported All Original and All Latest buttons allow you to make a single decision for the whole batch of data to overwrite everything with the incoming data All Imported to ignore the imported rows and keep the copies you already have All Original or to compare date stamps and import rows only if they are more recently changed All Latest You can combine these two strategies and deal with some rows one at a time with the Accept Import or Reject Import and then use one of the All buttons to deal with the remainder I would recommend that you normally use the All Latest button to import updated rows You will often find that you get a message saying that a decision cannot be made about all items because some don t have date stamps e g GRID_SQUAREs so press All Imported or All Original to mop up the remainder Which of these you choose probably depends upon how much you trust the source of the import Once you have made a decision about all Duplicate Items the Do Import button will become active Press this button to complete the import and copy imported rows 96 Recorder 6 User Guide into your database Until you pres
148. the Locations window by clicking on the kad button on the main toolbar or e Data Entry kal Locations This window contains detailed information about sites These can be referred to elsewhere in the system as the location of biodiversity observations They are arranged in a hierarchy with sub sites of sites displaying at the next level down the hierarchy gt t Location Irish Vice counties Hierarchy Eal ish Viee counties o l E T Vice counties rl da Anglesey i Angus Forfarshire E Ayrshire ga Bantfshine E Bedfordshire E Berkshire E Berwickshire E Breconshire Buckinghamshire ga Caerfyrddyn Carmarthenshire E Caermarton Caemarvonshire E Caithness E Cambridgeshire ga Ceredigion Cardiganshire La Cheshire Last Survey Site not visited E Clyde Islands Date E Cumberland E Denbighshire E Derbyshire E Doret d Add Edit Vice counties Prefered Vice counties Mame Hamels Central E E E E E E E wt Vice counties General Designations Measurements Geo Info Other Info Sources File Code Type Wice county Spatial Ret SVOD E Description watsonian vice counties Related Data It is possible to store a great deal of information although almost everything apart from the name and spatial reference is optional This can include designations e g 12 Recorder 6 User Guide National Nature Reserve Ramsar site measureme
149. ton Note that you cannot edit items that are pre defined as part of the system often referred to as system supplied data or data of which you are not the custodian see section 8 4 for more information To delete an item l 2 3 Select the item you want to delete in the list on the left The details of the selected item will be shown in the detail pane on the right Click the Delete button at the bottom left You will be prompted to confirm that you really want to delete the item 26 Recorder 6 User Guide Confirm 4 If you click Yes the item will be permanently deleted from the database You cannot delete items that are pre defined as part of the system You will not be allowed to delete items that are in use 1 e are referred to by a record somewhere else in the system So if you added a new substrate Corrugated iron and had entered some species records of mosses from a corrugated iron roof which referred to this item as the substrate for these plants then you won t be allowed to delete it 7 2 2 Cases where there are multiple detailed items In many cases the details for a particular piece of data can include more than one item For example sites can have more than one name documents can have more than one author people can have more than one address or contact number Therefore there has to be a mechanism to manage multiple entries within a detail screen For exam
150. tree etree eee eee ee eee eee eee eee eee eee eee eee eee eee eter eee eee eee eee eee eee eed amp Zoom to _ This redraws the map so that all of it is shown in the Map Window i e ce Extemts it cancels all zooming lp ate Pan F6 Pan the map The cursor changes appearance to P Drag on the map The map will be redrawn so that the point at which you started to drag _ has been moved to the point where you released the mouse button The a es errs Scale is not changed nnn Find source data The cursor changes appearance to Ra Click on a symbol coloured circle on a distribution map If there is only one observation mapped at that point then the Observation window will open filtered to show that _ observation If there are several observations mapped here you will see a list summarising them gt Select Distribution Point Please Select the Distribution Point to Display Mil Meadows 16051994 Mil Meadows Field Hazel Survey 1994 5076905190 Observation Corylus avelana Mill Meadows 16054994 Mil Meadows Field Meadoweweet Survey 1994 SUP69084 90 Observation Filipendula ulmaria Mil Meadows 6059994 Mil Meadows Field Ragged Robin Survey 1994 SuU76906190 Observation Lychnis flos cuculi we x Cancel Select one and press OK and the Observation window will open es ee filtered to show the selected observation l ll _ Distribution Sub options are a series of sizes 10km 5km 2km Ik
151. trict to a source the particular survey and restrict geographically using a bounding box So tick the checkboxes next to these two options before clicking Next 3 Next we are asked to choose the type of source select the Survey option and press Next and we then get to the screen where we choose the survey Report Wizard Sources Selection Survey Type Inventory Available Selected Breeding Bird Survey Cancel Back Mest i First we need to select the Survey Type from the drop down box at the top A list of surveys of this type will appear in the Available box Select the one s you want and press the button to transfer it to the Selected list or simply double click the name in the Available list Press Next to continue 84 Recorder 6 User Guide 4 Next we are asked to define the bounding box Click the get button QJ and the map window will open Drag a rectangle on the map to define the box you are interested in Since the Breeding Bird Survey is 10km square data you might find it helpful to turn on the 10km square grid as a guide He i A a a oi fy F SS Ej 1 x i z Goal fa F g Fh a j 1 i 1 _ no Pe a 4 a HL ha i pt F a os plo H A a 5 a T f a ha z I it r When you have the correct area outlined press F9 or click the return data button amp on the toolbar and the corner grid references will be returned Report Wizard spatial References Select the bo
152. unding box of spatial references you wish to include Spatial References North east corner vDeO 300 South west corner ucagaaag CQ Cancel Back Mest i You might want to edit the grids slightly e g we could change the 1 to a 0 in VD601300 to be more exact on 10km square boundaries Press Next to continue 5 Next we get the Taxon selection screen This is exactly the same as before Lets choose Falconiformes rather than penguins for a change 6 We now get to the layout selection screen we saw last time But this time we want to reuse the layout we saved last time rather than make a new one 85 Recorder 6 User Guide Report Wizard Layout Selection f Mew Layout Choose the same attribute columna and f layout template snapshot as used in an existing report Obtain layout trom report file Observations by grid by date Additional Fitters Cancel Back Mest le So choose the existing layout option and then select the layout we saved previously from the drop down box 7 We also want to filter records by date so that we only get records from 1990 onwards We get to this using the Additional Filters button Complex Filter Details Available Fields Conditions Organisation Acronym Survey Aun By a Organization Full Mame Survey Run B Seale Sample Duration is Not equal to Sample Latitude Sample Location i is Greater than Sample Location Hame Sample
153. updating the database with new detail items even if you have pressed the save button H in the Detail section 7 3 Required data The main data types in Recorder require that entries are given for a minimal number of fields For example documents require at least an author and a year This is indicated on screen by colouring the background of the fields which require data to be entered when you are adding or editing data 28 Recorder 6 User Guide Fl Location Harpsden Wood SSSI SE Hierarchy H E Harpsden Wood 5551 G Gh a ah N ener Designations Measurements Geo Info Other Info Sources Kingwood Common Kingwood Common Gl Lambridge Wood 351 als Kingwood Common E Long Copse H a Mill Meadows Name s Mettlebed Common Peppard Common a el al Vice counties File Code Type Site gt Warburg 555 Spatial Ret 4 Description Last Survey 14 07 1997 Date y Save x Cancel Herein In this case the Location window is in Add Edit mode and the yellow background to the Names s Type and Spatial ref fields indicate that you must enter data in at least these fields before you will be allowed to save the record However the Description field is not required and does not have a coloured background If you try to save an item without filing in all the required fields you will see an error message For example trying to save a Location without an entry in the Type
154. urg 55 E E Harpsden wood SSSI ane E t G Lambridge Wood 5551 General Vesgnalons Measurements Geo Info Other Info Sources Warburg 5551 Designation Authority i 555l NE T amp C Natural E Details Designation sss A Ref code PO From hi To oOo Comments ead FF Edit Delete Show All Related Data After a filter has been applied to a window a new button Show All appears near the bottom right corner Click this button to remove the filter and show all items in the Window again 7 1 5 Related data The Related Data button at the bottom right corner of a window provides a handy way of jumping to items elsewhere in the system that are related to the currently selected item For example all the observations for a given site or made by a given person 1 Select an item from a list 2 Click the Related Data button and select the type of item you want to jump to 23 Recorder 6 User Guide 21 Names amp Addresses DEAR tt Wi Names List Selected Name Susan Good Anon at R amp R Museum Individual Addresses Contact Nos Comms Assocs Biography Sources Giles Ashdown Stuart Ball Title Ms x Hannah Betts Jean Buckley Forenames Initials Neil Caithness Simane Goa e Charles Copp Andrew Cottam Address Charles Hussey Debbie Jackson Thomas Jensen Roger Little David Mitchel Sally Rankin Unknown Default
155. urg SSSI Spatial Ref selected item Description N ettlebed Common is an Interesting mis of woodland grassland heathland and marshland Clay was extracted Buttons to add new extensively for the local brickworks until around the Second World War item edit or delete st Survey 29 06 2000 selected item Buttons to Save _ and Cancel detail edits Active in amp Goro ea Bedi SENEE add and edit mode ana Mettlebed Common General Designations Weasuremeg Geo Info Other Info Sources Prefered Nettlebed Common items Name Mamefs Tabs to access more pages Netthebed Common 19 Recorder 6 User Guide e Many of the lists of data you see in the left hand panes of Recorder s Windows are hierarchical Click the button to expand a node For example clicking next to Harpsden Wood SSSI will expand this node to show the sub sites it contains If there are no items nested within the one you click the button will disappear e When an item expands the button changes to Click this button to contract again and hide the children of the node You can easily expand the whole hierarchy in one go by selecting an item so that it is highlighted and then press the lt gt key ON THE NUMERIC KEY PAD The lt gt key on the numeric keypad does the opposite and collapses an entire hierarchy in one go Beware this may take a lo
156. ut we haven t specified who made the identifications We are given an option to make the observer also be the determiner in all cases or we can enter some other person s name which will be used in all cases if we had different records identified by different people we would need a Determiner column in the spreadsheet Once all the required data fields are filled in the Next button will become active 51 Import Wizard Survey Please select the survey that will receive the imported records Determiner Please define a value for any required No Determiner column was identified fields that you did not provide a column Use the first Observer as the determiner for twill apply to the entire import Use the following person as the determiner for ALL records Ifthe value you need does not exist in Name Recorder 6 simply go to the appropriate screen and add the item It will then be Other Values available to use from this page i Please select the following values to use for ALL records For more details please see the Record Type held record ae missing data help or the Import wizard sene Samping Method Field Observation be Save Template EJ Previous Next D x Cancel 360 records D Falklands Trip report data TimE arl_tripReport xls 6 The next three screens show a list of all the people species names and locations that were found in the spreadsheet In each case the task is to match t
157. versity observations are stored directly in electronic form by the original recorder In particular spreadsheets are very popular amongst volunteers for storing their own results Recorder has good facilities for importing this sort of data providing it is formatted in a way Recorder can deal with 8 2 1 External file format If people are capturing their observations in a spreadsheet or other computer files then it can save an awful lot of work to provide some help and advice in setting these files up so that all the necessary information is captured and the format is easy to work with Simple things like providing them with a checklist of species names in the format they are intending to use both helps them enormously and makes the job of importing their data so much easier The simplest format for external files and by far the easiest to deal with is to use one line in the file for each observation and to divide it into a series of columns of fixed 47 Recorder 6 User Guide widths or using some delimiter like a tab or comma for the fields that need to be recorded species name date spatial reference location name observers and or abundance data etc A spreadsheet naturally lends itself to this format with each row being one record and having a column for each of the various data fields Here is an example of some bird observation data organised like this Ed Microsoft Excel TimEarl_tripReport xls File Edit View Insert Fo
158. vert the data to internal format you will see progress displayed in the status bar If it encounters errors the error count will be reported at the top Rows containing errors are highlighted in red The Show rows with errors checkbox can then be used to filter the display so that it shows only the rows with errors The errors you might expect to see at this point are things like dates or grid references with incorrect syntax or blanks in columns where the data is 49 Recorder 6 User Guide required You can edit data directly in the cells of the grid but it is often more efficient to abort the process press Cancel and fix the problems in the original file e g using Excel Once all columns have been identified and there are no errors the Next button will become active 5 The columns in the spreadsheet don t contain all the data that Recorder requires For example it isn t possible to have a column identifying the survey and there may not be one for the record type or sampling method The next screen of the Wizard therefore asks for data items that it requires and are common to all rows This will ask for the survey but the other fields that appear here depend on which columns the import file contains For example our spreadsheet contains a column for the observer s name even though it is the same in all cases We could have left this column out in which case we would be prompted for the observer s name B
159. which the outline and shading will normally be drawn Colour 4 Click OK to close the dialog and the new layer will appear in the Map Layers panel Importing a set of polygons 1 Select your new layer as the Current Polygon Layer from the drop down list at the bottom left corner of the Map Window This step is often forgotten which can lead to your polygons being imported onto the wrong layer 2 Select Map Add Boundary Import from the menu or click the drop down arrow beside the draw boundary button from the toolbar and select Import onto Layer from the drop down menu 3 You will see a standard Windows File Open dialog Find the GIS file containing the polygons and open it Recorder will read the polygons from the file and add them to the map This make take some time if the polygons are complex and have a large number of vertices When the import is complete 72 Recorder 6 User Guide the map will be redrawn showing the imported polygons Here the New Forest has been selected and therefore displays in the pink selected colour not the plum unselected colour 21 Map Window Base Map Sheet Active Map Base Map Sheet l Distribution Points Base Map Sheet Iv N Polygon layer M lf English SACs Current Polygon Layer RY Polygon layer lt gt Spatial Ref 502411 Location Location not named Go to spatial ref 9 3 3 2 Drawing a polygon by hand Recorder allows you to draw a polygon
160. ws the export of export of confidential occurrences for users who have an access level of that shown in the confidential Minimum Access Level drop down list You have to be a system administrator to change this occurrences Auto create This is used by the Export to Recording Schemes feature If this option is enabled then Recorder emails will attempt to generate an email and attach the export file This depends on MAPI compliant email client being available 12 2 Toolbar Options General Toolbars Appearance Spatial References File Locations Available Actons Toolbar Buttons Separator S da Observations i Print al k Locations fe Recording Cards Names and Addresses Locators 62 Documents do Observations Separator Names and Addresses E oa Taxon 2 Documents W Biotope T Enter a species record pe Admin Area Separator g View Map bd MIL Show Active Window Toolbar v OK X Cancel This tab allows you to turn toolbars on and off and to customise the main toolbar The Show Main Toolbar and Show Active Window Toolbar checkboxes control whether or not a toolbar appears The Active Window Toolbar is the toolbar associated with the main window that is currently active and changes depending on which window it is The Main Toolbar is fixed and the controls it contains and how they are arranged can be customised from here e The Available Actions list shows all the commands that can
161. ww recordersoftware org 9 2 Distribution maps Recorder enables you to map the distribution of observations of species or habitats survey events or samples It also enables you to export data to DMAP distribution mapping software that has been widely used in the biological recording community to produce maps to illustrate publications See Help Help Contents tab Tasks Mapping Distribution maps If the map is based on a grid reference system where there is a constant relationship between pixel positions on the screen and real world coordinates then Recorder can show grid square overlays and plot grid square distribution maps E g a map showing symbols representing the 10km squares into which observations fall However if the map projection is such that the number of pixels representing a map unit differs depending where you are on the map e g Lat Long based maps then this is not possible Therefore the nature of the base map determines whether the Distribution symbol and Grid overlay features on the Map window are available 63 Recorder 6 User Guide To draw a distribution map l Open the Map window by selecting Map View Map base map from the menu or by clicking the map button in the toolbar and selecting the base map you want from the drop down list Drag the item you want to map onto the Map Window This can be for example the name of a species or habitat in the taxon or biotope dicti
162. x Choose whether it is to be based on an existing checklist or the names from the Taxon list of a Rucksack Then select the checklist or rucksack from the appropriate drop down box All recording cards have a column of checkboxes to indicate which species on the list are in a given sample and a column of scientific names of the species In addition to these you can choose to add columns for other details of the record The two tabs Standard and Measurements give access to two lists of available columns The list on the right contains the columns that have been selected i 2 Add a column by selecting it in the left hand list and then clicking the arrow button to move it across or double click an item in the left hand list The double arrow button transfers all columns from the left hand list to the right Remove a column by selecting it on the right hand side and clicking the arrow button or by double clicking in the right hand list The double arrow button moves all the columns out of the right hand list Columns will appear on the Record card in the order they are listed To reorder them click on a name to select it then click the up or down arrow buttons to move it up or down the list You may also want to rename columns especially for measurements as the names listed will be the column headings Warning this is a bit fiddly Right click on an item in the right hand list of columns and select Rena
163. xample Abbreviations are formed from scientific names by taking the first two letters of the generic name and the first three letters of the specific name and forming a five letter string For Barn Owl Tyto alba the abbreviation is tyalb Generally searching for an abbreviation has a much better chance of getting a unique match and therefore filling in the species name straight away without having to go through the Find dialog Typing the five letter abbreviation and pressing lt Enter gt is therefore a quick way of putting in species names It is probably most useful for groups where scientific names are normally used like invertebrates or lower plants and not so much use in groups like the birds where the scientific names do not tend to be so familiar or shown on a data form For full details of the options available for finding taxa including doing partial name searches see Help Help Contents tab Tasks Entering data Viewing data Find dialog Finding Taxa The Restrict Searches to allows you to specify the scope of the search for a matching species name Restricting the scope both improves performance less to search and increases the chances of getting a single match You have four possibilities o Unrestricted search all the checklists in the taxon dictionary that are available for data entry o Preferred Checklists those that are most useful for recording current observations
164. y the distribution of a given species or habitat It is NOT a substitute for a GIS Geographical Information System it has very limited powers of spatial analysis and its reporting capabilities are limited to saving the picture you see on the screen to an image file Bitmap or JPEG So it is not suitable for the production of publication ready distribution maps It does have some very useful features You can use the map anytime you need to enter a grid reference Switching to the map clicking on the place the observation was made and then having the 58 Recorder 6 User Guide grid reference of that point inserted in the spatial reference field in the data entry screen is the best way of ensuring an accurate grid reference see section 9 1 3 1 Viewing observations on a map is a very handy way of spotting errors in spatial references and grid references are probably the most error prone data item you deal with If a point is in the wrong place a point for a terrestrial animal is in the sea then you can click on the offending point on the map to go straight to the relevant data items in the database and investigate the problem You can see the position of a Location entry by going from the Location window to the Map Window The map will be positioned with the selected location centred in the window and with a message showing the name and position of the location You can overlay site boundaries digitised in common GI

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