FieldNotes Help - Data-entry dialogs (quick)

'Observation' Data-entry Form

1. Data-entry dialog (level-of-detail: quick):

2. Input fields - data description:

Field

Notes

Species

Species name (common or latin name).
See Species-data tool for a more detailed description of functionality.

Species entry(ies)

These fields (Latin name / Common name) are auto-generated from field and may not be modified.
[Mandatory - this field must be completed.]
[Fixed-length field - 80 characters max.]

Abundance

The total number of individuals seen (males+females+immature). This field will also recognise DAFOR abundance values.
When recording multiple species (ie. from a checklist), fields without abundance data will be ignored.
[Mandatory - this field must be completed.]
[When species are added individually, this field is preset to 1 for each species.]
[When species are added by checklist, this field is left blank allowing you to choose which species to record.]

Record Sensitivity

A measure of the relative importance of this Observation, both in terms of national rarity status and personal considerations. This information allows you to manage sensitive records more easily, for example when exporting datasets.

Not sensitive	Common species, where there is no forseeable need to restrict Observation data.
Notable	Also known as 'Nationally Scarce'; these are species which occur in between 16 and 100 hectads of the Ordnance Survey National Grid.
Maybe BAP priority species	BAP Priority species - the current list can be viewed by selecting the Classifications \| Protected Species list menu option. In some cases BAP status is restricted to particular sub-species - where sub-species identification is uncertain, *'Maybe BAP'* status should be used.
BAP priority species
Rare	Also known as 'Nationally Rare'; these are species which occur in 15 or fewer hectads in the UK.
Confidential	These settings allow you to flag particular Observations as personally important.
Top secret

Categories rank notionally in importance from lowest upwards. When an Observation is given 'Maybe BAP priority species' or 'BAP priority species' status, the species name is checked against the list of known BAP species for consistency.
[Fixed-length field - 28 characters max.]

Date / time

Date (and optionally time) of this Observation (see Note 3.1 for acceptable formats).
The Calendar button C allows you to select the date using the Calendar tool.
[Mandatory - this field must be completed.]
[This field is preset with the current date.]

Location

The place where this Observation was made - may be either a Site name or a valid OS Grid reference.
[Mandatory - this field must be completed.]
[Fixed-length field - 80 characters max.]

Online check

Display the given location (Site or OS Grid reference), using an online map resource.
This tool requires an open internet connection.

Recorder

The person making the Observation.
[Advisory - this field should be completed wherever possible.]
[This field is preset with the name of the current user.]
[Fixed-length field - 32 characters max.]

Notes

Any additional notes (double-click to resize).
[Free-text field - no maximum length.]

Help

View this help page.

Save

Save data as new record.

Cancel

Cancel the form.

3. Additional Notes.

3.1. Input Date and Time formats

Any date / time format that is not ambiguous is acceptable, with few restrictions on separators. For example:

Acceptable Date / Time data formats
3 Sep 2006 3-Sep-2006 3:Sep:2006	Valid	Unambiguous
3rd September 2006	Valid	Unambiguous
3 Sep 2006 2:10:00	Valid	Unambiguous
3/9/2006	Invalid	Day/Month order is ambiguous [NB: 26/9/2006 is valid]
3 Sep 06	Invalid	Day/Year order is ambiguous [NB: 3rd Sep 06 is valid]

'Survey' Data-entry Form

1. Data-entry dialog (level-of-detail: quick):

2. Input fields - data description:

Field		Notes
	Survey	Survey name. [Mandatory - this field must be completed.] [Fixed-length field - 80 characters max.]
	Start date	Survey start date (see Note 3.1 for acceptable formats). The Calendar button C allows you to select the date using the Calendar tool. [Advisory - this field should be completed wherever possible.] [This field is preset with the current date.]
	End date	Survey end date (see Note 3.1 for acceptable formats). The end date must not precede the Survey start date. The Calendar button C allows you to select the date using the Calendar tool.
	Notes	Any additional notes (double-click to resize). [Free-text field - no maximum length.]

	Help	View this help page.
	Save	Save data as new record.
	Cancel	Cancel the form.

3. Additional Notes.

3.1. Input Date and Time formats

Any date / time format that is not ambiguous is acceptable, with few restrictions on separators. For example:

Acceptable Date / Time data formats
3 Sep 2006 3-Sep-2006 3:Sep:2006	Valid	Unambiguous
3rd September 2006	Valid	Unambiguous
3 Sep 2006 2:10:00	Valid	Unambiguous
3/9/2006	Invalid	Day/Month order is ambiguous [NB: 26/9/2006 is valid]
3 Sep 06	Invalid	Day/Year order is ambiguous [NB: 3rd Sep 06 is valid]

'Site' Data-entry Form

1. Data-entry dialog (level-of-detail: quick):

2. Input fields - data description:

Field

Notes

Name

Your unique name for this Site.
[Mandatory - this field must be completed.]
[Fixed-length field - 80 characters max.]

Site Sensitivity

A measure of the relative importance of this Site, both in terms of nationally threatened habitats and personal considerations. This information allows you to manage sensitive records more easily, for example when exporting datasets.

Not sensitive	Commonly occurring habitats, where there is no forseeable need to restrict survey or locational information.
Slight risk from publication	Unusual or notable habitats, which may be sensitive to excessive disturbance.
Maybe BAP priority habitat	In some cases BAP status is unclear due to borderline or mosaic habitat types - where classification is uncertain, *'Maybe BAP'* status should be used. The list of priority (BAP) habitats can be found by selecting the Classifications \| Protected Habitats list menu option.
BAP priority habitat
Sensitive to publication	Rare habitats, which will attract and/or be significantly affected by disturbance.
Confidential	These settings allow you to flag particular Sites as personally important.
Top secret

Categories rank notionally in importance from lowest upwards. Note, however, that priority habitats vary considerably in specificity; for example, compare Upland Birchwoods (NVC categories W4a,b; W11a-d; W17a,c,d only) with Rivers (all natural and near-natural running waters).
[Fixed-length field - 32 characters max.]

OS Grid Reference

Relevant OS grid reference.
[Advisory - this field should be completed wherever possible.]
[Fixed-length field - 16 characters max.]

Online map check

Display the given OS grid reference, using an online map resource.
This tool requires an open internet connection.

County

County in which the Site occurs.
[Fixed-length field - 32 characters max.]

Notes

Any additional notes (double-click to resize).
[Free-text field - no maximum length.]

Recorder

The person describing the Site.
[Advisory - this field should be completed wherever possible.]
[This field is preset with the name of the current user.]
[Fixed-length field - 32 characters max.]

Help

View this help page.

Save

Save data as new record.

Cancel

Cancel the form.

3. Additional Notes.

None.

'Locality' Data-entry Form

1. Data-entry dialog (level-of-detail: quick):

2. Input fields - data description:

Field		Notes
	Name	A unique name for this Locality. Where possible the Locality name should use an existing Ordnance Survey map feature name, (eg. Predannack Downs, Polurrian cliffs) to allow cross-checking of associated Site locations. [Mandatory - this field must be completed.] [Fixed-length field - 80 characters max.]
	Access	Access rights to the Locality. (Public Access implies that no landowner permission is required to visit.) [Values: Public, Private.] [Fixed-length field - 12 characters max.]
	Notes	Any additional notes (double-click to resize). [Free-text field - no maximum length.]

	Help	View this help page.
	Save	Save data as new record.
	Cancel	Cancel the form.

3. Additional Notes.

None.

'Contact' Data-entry Form

1. Data-entry dialog (level-of-detail: quick):

2. Input fields - data description:

Field		Notes
	Name	Contact's name. [Mandatory - this field must be completed.] [Fixed-length field - 32 characters max.]
	Phone (work)	Business phone number. [Free-text field - no maximum length.]
	Email (work)	Business email address. [Free-text field - no maximum length.]
	Phone	Personal phone number. [Free-text field - no maximum length.]
	Email	Personal email address. [Free-text field - no maximum length.]

	Help	View this help page.
	Save	Save data as new record.
	Cancel	Cancel the form.

3. Additional Notes.

3.1. Data Protection Act 1998

If you handle personal information about individuals, you have a number of legal obligations to protect that information under the Data Protection Act 1998. Please ensure that you are fully aware of your responsibilities and duties before entering Contact details.

'Recorder' Data-entry Form

1. Data-entry dialog (level-of-detail: quick):

2. Input fields - data description:

Field		Notes
	Name	Recorder's name (Contact details). [Mandatory - this field must be completed.] [Fixed-length field - 32 characters max.]
	Specialist fields	Areas of expertise. [Free-text field - no maximum length.]

	Help	View this help page.
	Save	Save data as new record.
	Cancel	Cancel the form.

3. Additional Notes.

3.1. Data Protection Act 1998

If you handle personal information about individuals, you have a number of legal obligations to protect that information under the Data Protection Act 1998. Please ensure that you are fully aware of your responsibilities and duties before entering Recorder details.

'Organisation / Association' Data-entry Form

1. Data-entry dialog (level-of-detail: quick):

2. Input fields - data description:

Field		Notes
	Name	Organisation name. [Mandatory - this field must be completed.] [Fixed-length field - 80 characters max.]
	Website	Website address. [Advisory - this field should be completed wherever possible.] [Free-text field - no maximum length.]
	Email	General email address for enquiries. This may be used for submitting datasets to relevant recording schemes. [Advisory - this field should be completed wherever possible.] [Free-text field - no maximum length.]
	Description	One-line description of Organisation type. [Values: Naturalists Society (general), Naturalists Society (fungi), Naturalists Society (lichens), Naturalists Society (plants), Naturalists Society (invertebrates), Naturalists Society (herptiles), Naturalists Society (birds), Naturalists Society (mammals), Naturalists Society (Conservation), Wildlife Trust, Biological Recorders Association, Local Records Centre (LRC), National Records Centre, Statutory / Public Body, Land-conservation body, Game Management Organisation, Information resource, Software and Data Specialists (Life-sciences), Other.]
	Notes	Any additional notes (double-click to resize). [Free-text field - no maximum length.]

	Help	View this help page.
	Save	Save data as new record.
	Cancel	Cancel the form.

3. Additional Notes.

None.

'Checklist' Data-entry Form

1. Data-entry dialog (level-of-detail: quick):

2. Input fields - data description:

Field		Notes
	Title	Checklist Title (should be informative if possible, eg. My Local Moths). [Mandatory - this field must be completed.] [Fixed-length field - 80 characters max.]
	Author / Source	Originator - may be the author or a relevant organisation. [Advisory - this field should be completed wherever possible.] [This field is preset with the name of the current user.] [Fixed-length field - 80 characters max.]
	Notes	Any additional notes, particularly significant inclusions or omissions (double-click to resize). [Free-text field - no maximum length.]
	Species	Species name (common or latin name). [Mandatory - this field must be completed.] [Free-text field - no maximum length.]
	Checklist entry(ies)	(auto-generated from field )
	Load from File	Load some or all Checklist entries directly from an external file. [plain text (ascii) file; comma- or line-separated values]

	Help	View this help page.
	Save	Save data as new record.
	Cancel	Cancel the form.

3. Additional Notes.

None.

'Bibliography' Data-entry Form

1. Data-entry dialog (level-of-detail: quick):

2. Input fields - data description:

Field		Notes
	Title	Document title. [Mandatory - this field must be completed.] [Fixed-length field - 120 characters max.]
	Author(s)	Author details (relevant Organisation if relevant). [Fixed-length field - 80 characters max.]
	Publisher	Publisher's details [Free-text field - no maximum length.]
	Notes	Any additional notes (double-click to resize). [Free-text field - no maximum length.]

	Help	View this help page.
	Save	Save data as new record.
	Cancel	Cancel the form.

3. Additional Notes.

None.