Comments
You might have to MacGyver it
Hi Sophie
James' suggestion of contacting the iRecord team is probably your best bet but if they can't help, or it will take too long, then you should be able to MacGyver it to get what you want.
Firstly, you can customise the columns shown in the record viewer. If you click on the little spanner icon at the extreme right of the records viewer header you can add abundance to the list of columns.
Secondly you should be able to use some sort of OCR to get the data you need since it exists on screen and is in tabular form. You don't say how much data you're trying to extract but there are web scraping apps and browser extensions that could maybe do what you want. There is a steep learning curve for using these solutions though and if you only need a small number of records it probably isn't worth it.
I used to have a fantastic little utility by Abbyy for extracting text from images. Abbyy OCR software is extremely accurate and really good at retaining the structure of the text in a document which limits the amount of post processing you need to do by hand -- which is a huge time saver -- but it's quite costly. The basic app they did was superb though and only cost a tenner. Unfortunately I lost it when I upgraded my PC and I'm not sure if they still offer it. There are probably online sites now though that can do the same job.
If you only need a few screens worth of records you could potentially do it by hand. If you save a screenshot and view it in Windows standard photo viewer app there is basic OCR functionality to extract the text. It's copied to the clipboard in a rather basic form but you could quite easily tidy it up into a comma separated list in something like notepad and then paste it into a spreadsheet... if that's the format you want it in.
An alternative might be to just upload your screenshots to an AI Chatbot and ask it to extract the data from the images and create a spreadsheet or CSV file.
Found it
It was Abbyy Screenshot Reader. It's still available -- Abbyy Screenshot Reader -- for $9.99 and there is a free trial. Just be aware that Abbyy trials tend to be shorter than most software trials at 15 days.
Record availability
A large proportion of iRecord records are shared with NBN Atlas, which is the primary route for making the records more widely available - record details can be downloaded from NBN Atlas, which is set up to correctly handle data requests and apply appropriate licences etc. However, there are some records that are not fully available via the Atlas, so if there is a need to access further data (e.g. for a particular conservation project) please do contact iRecord direct as suggested above.
What you describe sounds like the limits to iRecord downloading unfortunately. Basically as an individual you can download any of your own records, and if you have set up an activitiy that people have signed up to or used your form then I think you can download those records. Some people will have specific permissions, e.g. the verifier for a county can download the records that they verify, and the Local Records Centre (LERC) will have permission to download records within their boundary.
However, beyond that if you look up a site, create a polygon or make an activity that just collates all records from a site then as far as I know you can only download a species list, not details of each record, even though you can see them on the screen. I don't know the thinking behind it, but if you need records from a particular site its probably the sort of thing you will need to email the iRecord team directly and ask them to supply you with the relavent records.