General records form

This file has not been finalised yet.

Whoa there! This record entry form is currently in preview mode. Any changes you make will be lost. Log in and go to my files to revisit an existing file or to create a new one.

Please help us ensure this database remains credible by only submitting records containing information you know to be correct. If you are in doubt over identification please leave this record out for now. You can find further guidance on how to use this form here. You can also contact us for help with entering data.

Name of the person who first spotted it. Enter full name if possible.

Full name of person who identified it. Often the same as the 'Observer' but may be different, for example sending a photo to an expert for ID.

Specific dates

  • dd/mm/yyyy e.g 16/04/2019
  • yyyy-mm-dd e.g 2019-04-16
  • today or t e.g.
  • yesterday or y e.g.
  • last Monday e.g.

Vague dates

  • dd/mm/yyyy to dd/mm/yyyy e.g 13/04/2019 to 16/04/2019
  • yyyy-mm-dd to yyyy-mm-dd e.g 2019-04-13 to 2019-04-16
  • Aug 2019 or August 2019 e.g 01/08/2019 to 31/08/2019
  • Mar 2019 to Jun 2019 or March 2019 to June 2019 e.g 01/03/2019 to 30/06/2019
  • Winter 2019 e.g 01/12/2019 to 29/02/2020
  • 2019 e.g 01/01/2019 to 31/12/2019
  • 2017 to 2019 e.g 01/01/2017 to 31/12/2019

Location description if available. This could be a place name (e.g. 'Chester Zoo Nature Reserve'), or an address (e.g. 'Princess Street, Warrington'). Specifics such as 'under a log', 'in a pond' etc. are not appropriate for this field, but could be added in 'Comments'.

This is linked to the 'Position' map above. Adding, or dragging, a pin on the map updates the grid reference. Entering a grid reference relocates the pin on the map. Please only use standard format, e.g. SJ41587047 and enter to highest degree of accuracy known.

Start typing the scientific or common name and pick from the options. Species-level is preferred if known but options include genus, family and aggregates if the exact species is unknown. Be sure to pick the correct entry. If you can't find what you're looking for, use to check alternative names. It could also be a new species for our area – please email us for support in this case.

Where possible, count or estimate the number of individuals. Use an exact number, e.g. '10' or '<10', '>10', 'c.200' (for an approximate count). Use the DAFOR scale for estimating abundance of plants (no abbreviations please). The field also accepts any other value, e.g. 'small population', '20 percent coverage', but please try to use numbers, approximate numbers or a valid scale where possible.

Do not use

  • Abbreviations
  • Commas
  • Any other punctuation

Please also ensure you are not entering multiple records by mistake, e.g. '10 males and 5 females' would need to be entered as 2 different records rather than detailing the male and female numbers in the abundance.

Pick from one of the available options. Stage refers to the life stage, e.g. 'Adult', 'Juvenile', 'Dead' or for a plant 'Flowering' etc. You can add both the sex and the stage, e.g. 'Adult Female' or one or the other. If not known select 'Not recorded'. If you want to enter an option that isn't available, please email us.

This is 'how' you recorded it. Pick from the available options. Records of evidence, e.g. 'Mole Hill' are just as important as live sightings. If you used any equipment add this here too. If more than one record type applies, please include what you feel to be the most important information to interpret the record here and add anything additional in the comments.

The default (if you are unsure) is 'Field Record.' If you have seen a live individual, please use 'Sighting' rather than 'Field Record'.

Any additional information not relevant to the other fields can be added here. For example, if the data was part of an event like a Bioblitz add that here, you could note the weather (if relevant), any additional observers, if a site centroid was used. The record should 'make sense' without the comments. Comments are to provide additional information, not as an extra space to record information that should be in another place.

The sensitive flag masks the precise location of the record, location information and hides the comments from all users apart from ourselves, allowing us to ensure its only shared with those who will treat it carefully and not use it to do harm.

Sort by



id action taxon group common name scientific name date location grid reference parishes abundance assoc organism record type observers determiner comments sensitive input by

RECORD, The Biodiversity Information System for Cheshire, Halton, Warrington and Wirral,
Cedar House,
Caughall Road,

01244 383749
Charity number: 1095859 Company number: 04046886

An ALERC member

©RECORD 2023. View our privacy policy and terms of use. The information on this website has been provided as general information only and RECORD can not accept responsibility for loss occasioned after reliance placed on any of the contents of this website. RECORD makes no warranty as to the accuracy of site information or contents.

Powered by GMEU Swift© 2023