If you are importing records from a spreadsheet into iRecord, you will need to map your spreadsheet columns to the database fields that are available (see the main spreadsheet upload Help page). If you are using the "iRecord Import" survey format for importing your records, the tables below show the database fields that are available. (If you use one of the other survey formats, such as "DRN dragonfly imports", you will see a different set of database fields, and will not have a choice between standard and advanced fields.)
Standard fields
These are the ones that are shown by default when you come to map your spreadsheet columns, and should be sufficient for general biological records.
| Subhead for field mapping | Field name | Notes |
|---|---|---|
| Occurrence | External record ID | text - to allow import of unique ID for the record, e.g. if imported from another database |
| Occurrence | Occurrence comment | text - a comment associated with the individual record |
| Occurrence | Sensitivity precision | integer - allows the precise grid reference to be blurred for public view - value is in metres (e.g. 1000 = 1 km square blur) |
| Occurrence | Species or taxon name | text - species name that matches a UKSI scientific or English name |
| Occurrence | Taxon Version Key | text - the Taxon Version Key for the species name, as defined by the UKSI |
| Occurrence attributes for selected survey | Breeding evidence (birds) | has to match the iRecord termlist |
| Occurrence attributes for selected survey | Identification reference | text - can store a citation or other information about the field gude or key used to identify the species |
| Occurrence attributes for selected survey | Identification type | has to match the iRecord termlist |
| Occurrence attributes for selected survey | Identification year | text - year of the identification |
| Occurrence attributes for selected survey | Identified By | text - name of the person who identified the species (= the determiner) - suggested format is "Surname, First name" |
| Occurrence attributes for selected survey | Observation Type | has to match the iRecord termlist - an alternative is to use "Method (free text)", see below |
| Occurrence attributes for selected survey | Quantity | text |
| Occurrence attributes for selected survey | Recorder certainty | has to match the iRecord termlist |
| Occurrence attributes for selected survey | Sex | has to match the iRecord termlist |
| Occurrence attributes for selected survey | Specimen | has to match the iRecord termlist |
| Occurrence attributes for selected survey | Stage | has to match the iRecord termlist |
| Sample | Date | format is dd/mm/yyyy |
| Sample | Location name | text |
| Sample | Sample comment | text - a comment associated with a sample (i.e. a group of records from the same sample) |
| Sample | Spatial reference | a grid ref or other spatial reference, depending on format chosen in settings; for lat/long can use decimal format or colon-separated degrees, minutes and seconds, e.g. 52.123N 2.123W, or 52:24:21N 2:31:42W |
| Sample attributes for selected survey | Habitat | text |
| Sample attributes for selected survey | Method (free text) | text - an alternative is to use "Observation Type", see above |
| Sample attributes for selected survey | Recorder Name | text - name of the person who recorded the species - suggested format is "Surname, First name" |
| Sample attributes for selected survey | Source of imported records | text - can be used to provide information about the source of the records being imported |
| Sample attributes for selected survey | Vice-county number | integer - the vice-county number (see the BRC website for a list of British vice-county numbers - Irish vice-counties are not currently available) |
Advanced fields
If needed, you can change the field mapping page so that it shows "standard and advanced" fields. This will give you more options, but note that some of these fields are intended for admin use only, and will not be relevant to all users.
| Subhead for field mapping | Field name | Notes |
|---|---|---|
| Occurrence | Confidential | t or f (t = true; f = false); if set to true the record will be hidden from public view. Should not be used unless essential (Privacy precision provides an alternative for blurring grid references) |
| Occurrence | Genus (builds binomial name) | text |
| Occurrence | Import guid | for iRecord admin use |
| Occurrence | Record status | for iRecord admin use |
| Occurrence | Record substatus | for iRecord admin use |
| Occurrence | Release status | for iRecord admin use |
| Occurrence | Species or taxon database ID (taxa_taxon_lists.id) | for iRecord admin use |
| Occurrence | Species or taxon external key | Taxon Version Key for current preferred taxon |
| Occurrence | Specific name/epithet (builds binomial name) | text |
| Occurrence | Zero abundance | t or f (t = true, i.e. record of absence; f = false, i.e. record of presence); only needed if records of absence are being imported |
| Occurrence photos and other media | Media Caption 1 | for iRecord admin use |
| Occurrence photos and other media | Media Caption 2 | for iRecord admin use |
| Occurrence photos and other media | Media Caption 3 | for iRecord admin use |
| Occurrence photos and other media | Media Caption 4 | for iRecord admin use |
| Occurrence photos and other media | Media Path 1 | for iRecord admin use |
| Occurrence photos and other media | Media Path 2 | for iRecord admin use |
| Occurrence photos and other media | Media Path 3 | for iRecord admin use |
| Occurrence photos and other media | Media Path 4 | for iRecord admin use |
| Sample | Date end | dd/mm/yyyy |
| Sample | Date start | dd/mm/yyyy |
| Sample | Date type | has to match the iRecord termlist |
| Sample | Day (Builds date) | |
| Sample | External sample ID | text |
| Sample | Group (lookup in database) | text - has to match an iRecord Activity title |
| Sample | Input form | text - has to match a recording form name from an iRecord URL |
| Sample | Licence (lookup in database) | text that matches known licence (e.g. the CC licences) |
| Sample | Licence code | text that matches known licence code (e.g. the CC licence codes) |
| Sample | Location (lookup in database) | for iRecord admin use |
| Sample | Location Code | for iRecord admin use |
| Sample | Location external key | for iRecord admin use |
| Sample | Location Indicia ID | for iRecord admin use |
| Sample | Month (Builds date) | |
| Sample | Privacy precision | integer in metres (e.g. 1000 = 1 km square blur) |
| Sample | Sample method (lookup) | has to match a termlist - guidance not yet available; see also "Observation type" and "Method (free text) in the standard attributes |
| Sample | Sample verification status | for iRecord admin use |
| Sample | Spatial reference system | for iRecord admin use |
| Sample | Year (Builds date) | |
| Sample attributes for selected survey | EUNIS Habitat | has to match a termlist - guidance not yet available |
| Sample attributes for selected survey | Vice county (lookup using location code) | guidance not yet available |
| Sample attributes for selected survey | Vice county (using database location ID) | for iRecord admin use |