Information for our Data Suppliers

This page is intended for County Recorders and others who have entered into a Data Supply Agreement with the BRMC. If you are interested in submitting observations of wildlife that you have seen please take a look at this page instead.

We welcome records from environmental consultants which we will pass on to the County Recorders an your behalf. If you would like to use the standard spreadsheet developed by the region's local record centres this can be found here.

The BRMC is totally reliant upon the County Recorders and other trusted sources for the supply of verified data. As these are the BRMC's source of quality data our relationship with you is therefore of great importance to us. This page contains a few brief notes of assistance, but please contact us if we can help in any other way, or if you would like the information on this page expanding.

Our privacy policy is available here and describes what personal information we collect and how it is used.

Partner pages

If you are a County Recorder you will have been provided with a user ID and password to access our Partner Pages. Here you can access resources not in the public domain. This is to assist you with your recording and to allow you to support the County Wildlife Site system through targetted recording, gathering supporting evidence for sites and promotion of notable sites that haven't yet been recognized. Please contact the BRMC if you are having any problems accessing these pages.

You will also find details of site boundaries which you may find useful in record keeping. Records on arrival at the BRMC will be assigned to these sites (in addition to retaining the supplied locational information) to allow site lists to be easily produced.

Supply of records

We know that each of you has your own preferred way of keeping records and therefore won't attempt to mandate any format for the supply of data to the BRMC. There is however a minimum content for each record that will ensure they can be used. This comprises:

  • Species (scientific name preferred, with authority when necessary)
  • Date
  • Grid reference
  • Location description
  • Observer name(s)

Records that do not contain all of the above regrettably cannot be used and will not be entered into our database.

You may of course supply any additional information that is pertinent to the record, which may include such things as:

  • Abundance
  • Breeding evidence
  • Comments
  • Determination details
  • Habitat information
  • Observation method (e.g. observed, swept, trapped)
  • Sex/Stage/Evidence (e.g. male, larva, prints, feather, leaf mine)
  • Substrate
  • Voucher specimen details
  • Weather

We will include such items as part of the record when they are imported into the database. (We would expect that most records supplied will contain some of these items in order to make it complete).

Supplying records on spreadsheet

Most County Recorders maintain and supply their records on spreadsheets, though proprietary databases such as MapMate are used by a few. In order to allow spreadsheets to be processed with greatest efficiency we prefer each record to be contained in a single row, and the separate data fields (e.g. Species, Date, Gridref, etc.) to be contained within their own dedicated column. The order of columns is unimportant. Please do not include new-line/carriage-return characters within the data as these confuse the importation process and have to be deleted.

The example records template is a spreadsheet developed by the east of England record centres for environmental consultants to supply data, but is available for anyone to use if they wish.

Confidential records

If your dataset contains any confidential records please identify them in a way that they can be easily found, such as with a dedicated CONFIDENTIAL column containing the word YES. Please do not simply include the word confidential in a comment field as we may not notice this. Do not use colours either as computers are colour-blind and will happily import data regardless of how colourful they look to you.

Confidential records have limited value to us as we can't pass them on and they impose an additional burden on us to ensure that we don't. Please consider therefore if a record really needs to be marked as confidential, and if it does, should we be given a copy?

Species map

Help in return

In return for the use of your data we may be able to offer help such as data entry into computer; analysis of data (e.g. comparison of different datasets); mapping of data; dissemination of recording methods, standards, forms, etc. (e.g. via this website); help with books; forwarding of records to recording schemes, or the NBN Gateway.

The map on the right, produced using DMAP, was requested by a County Recorder from the data he supplied. This is just one example of an in-kind service in return.

Please contact us if you think we may be able to help in any way.