Recording Software

OS Map Tiles 1:50,000 To help with the recording of accurate biological data the NBN Trust supplies Ordnance Survey map tiles for use within Recorder £16.00 - OS Map Tiles 1:50,000

Watsonian Vice County Boundaries The Watsonian Vice County Boundaries are available as digital boundaries for use within GIS systems completely free of charge. Download your copy now! FREE - Download Watsonian Vice County Boundaries

Here you will find information on the most popular biological recording software packages. With plenty of choice to suit different needs, you are sure to find the right tool for you from the following packages:

RECORDER 2000/2002/6

Description

Recorder is a biological record collection, collation and reporting package developed by the Joint Nature Conservation Committee (JNCC) www.jncc.gov.uk to help people manage their data and easily contribute it to the NBN Gateway.  The programmes have been altered and refined since its launch in 2000 to suit the requirements of the users and new versions continue to be released.  As part of the work of the NBN Trust, a number of standards, concepts and pieces of guidance have been developed.  These range from metadata standards to a Species Dictionary and model licences for exchange of data.  Recorder embodies a number of these key NBN standards and concepts. It also allows scheme organisers to define their own standard terms, recording cards and locations to help in the collation and management of records from a number of recorders.

Recorder is designed to be a flexible tool. It offers a complete system from data capture through to reports, along with excellent mapping facilities. It is also designed to work in partnership with a variety of other packages from spreadsheets for data entry to GIS packages for spatial analysis. It is compatible with a number of data capture tools used by the recording community and can, therefore, collate records coming from many different sources. Once records are held within a copy of Recorder  they can be edited, shared and managed in the most convenient way, whilst, retaining a transparent link back to their original identity. A record may be safely shared with other copies as tools are in place to ensure that duplication of data does not occur and that any edits done do not obscure the original record. The data exchange procedure between copies of the programme is easy and effective as is data transfer to the NBN Gateway.

JNCC supplies Recorder through Resellers who are able to offer tailor-made support and training packages for individuals and groups. Resellers are experienced not only in purely technical aspects of the programme, but can give advice on broader issues, such as the setting up of satellite systems and data transfer from old systems. Resellers are also able to offer affordable customisation of the package to meet individual recording and reporting needs. The NBN can also provide OS maptiles at 1:50,000 resolution for this product at just £16

Cost: From £30 (dependent on level of support provided).
Where to buy: http://www.recordersoftware.org/buying.htm 
Website: http://www.recordersoftware.org/
Training: Check out the Training catalogue for upcoming Recorder courses
Discussions: See the NBN Forum for discussions on Recorder

REVIEW

Recorder’s strengths lie in its ability to handle complex as well as simple data, including standardised sample and habitat data as well as detailed information related to species occurrences; and its internal data management standards, including standard metadata and in-built validation tools.  

Its weaknesses are its inevitable complexity, and also to some extent its limited in-built reporting facilities, although these are now improved from previous versions.

Best for: Professional or high volume biological recording and record management for species and habitats

(The Review is intended to give guidance only and does not necessarily reflect the views of the NBN Trust)

MapMate

Description

MapMate is a database program designed to record and manage biological data and to share the data with other users, Biological Recording Schemes and Records Centres. It can produce maps of the distribution of species recorded and can use an Internet connection, if available, to exchange data and obtain program updates. A further feature of MapMate is that the data can be shared across a number of computers, each obtaining an up to date copy of the data by a process of data synchronisation between the computers.   This means that any user can exchange records with any other user having similar species and geographic area interests.  Replication creates a network of recorders in local or national groups, which means it is ideal for special interest groups where many users can contribute to a shared resource.

A host of features are built-in to help with your data entry, which have all been identified by recorders and enthusiasts.  As you enter data, you can instantly check for recent records, early and late dates, flight periods, other recorders and other recorded sites.

The database operates on an MS Access platform, and has been designed specifically for amateur biological record data capture, and rapid and efficient exchange of data between peers.  It has also been designed to minimise the need for expert handling of data in the production of reports and outputs.

Species records are entered directly into the database through a simple input screen that enables rapid data entry.   Specific fields in this screen may be “frozen” to streamline this process for capturing multiple occurrences relating to one locality etc.  Data entry uses a basic set of data fields most commonly used by recorders: site/location, species, quantity, sex, stage, status, date, recorder, determiner, method of recording and a reference – together with a free comment field for additional details.  Species are entered by either scientific or common name - or by standard coding and numbering systems.  A number of validation features are built-in to help with data entry following recommendations by recorders.  These include checks for: recent records, early and late dates, flight periods, other recorders, other recorded sites etc. 

Outputs from the system include species distribution dot maps and over 120 in-built standard reports.   Simplified vice-county boundary maps are basic to the system, and maps can be copied easily into word processors or other applications to create publications.   The most recent version of the package - MapMate 2 - also supports 'raster' or picture maps as backgrounds and includes high resolution GB administrative area boundaries.  Export of raw data is by comma-delimited text files.

MapMate also makes use of an MS Access facility to ‘synchronise’ between peer databases through the Internet.  This enables peer-to-peer transfer of data, either one way or in both directions.  The database is supplied specifically with the intention that users will be part of such a network, although it can be used as a stand-alone system.  Teknica also offer the option to have tailored versions, supplied with their own reports, for specific user groups.

The system makes use of an in-built, bespoke Species Dictionary, with about 50,000 entries, updated by key MapMate participants.  ‘Patches’ to update this (and other features of the system) are made available through the MapMate website. 

The stand-alone database is capable of holding up to about 6 million records, limited by the size of the Access 97 database platform.   As individual data entries are limited in size, this is larger than the capacity of Recorder 2002, using the same platform, but not Recorder 6.

Cost: £24.99
Where to buy: http://www.mapmate.co.uk/
Website: http://www.mapmate.co.uk/
Discussions: See the ALERC Forum for discussions on Mapmate

REVIEW

The advantages of MapMate are its relative simplicity and ease of use, and its tailoring to suit many of the interests and needs of the amateur recording community, such as dot-map production or straightforward species reports. Its rapid production of outputs is attractive, and its capacity to share data between databases quickly and efficiently is also useful.

Its disadvantages are that it is only capable of handling basic species observation data; it also especially has limited capacity to handle site or habitat information (with each species location being regarded as a separate ‘site’); and some of its data elements are not standardised, therefore sometimes making it difficult for data interchange with other systems.

Best for: amateur biological record data capture, and rapid and efficient exchange of data between peers

(The Review is intended to give guidance only and does not necessarily reflect the views of the NBN Trust)

ADITSite/ADITRec

Description

These are related data capture and data management systems developed by Adit Ltd. of Anglesey.  The database AditSite itself has been built on an MS Access platform specifically for ecologists and biological recorders, and comes in two forms: a ‘Professional’ version (which comes with a cut-down version, AditLite, designed for distribution to satellite users) and a ‘Personal’ version, both coming with an associated AditMap facility (allowing for user-produced maps or imported map files in a range of formats to be used).  AditRec is a field data capture tool, designed for hand-held computers etc., using GPS or downloaded maps, and allowing data captured using AditSite species lists to be readily transferred to the parent database, output to KML based mapping systems, such as Google Earth, or to other databases.  A dedicated version of AditRec is capable of capturing data in Recorder 6 (see here for more about Recorder 6) compatible form for import to Recorder using spreadsheet or CSV formats. 

AditSite is supplied with a range of in-built dictionaries, covering upwards of 150,000 taxon names, which can be selected according to need, including the NBN Species Dictionary, as well as tailored dictionaries for different taxonomic groups or geographical areas.  Data entry is by a range of different methods, such as user-customised data entry screens or bulk data entry using ‘record card’ formats, as well as input from maps or GPS.  Data can also have associated images etc.  Reporting is by a number of in-built reports, including quick reports on specific sections of the database, or users can set up their own SQL queries, using an in-built report-writing tool.  Outputs can be used to set up web-pages, or plotted by map.  Data can be imported from a range of other systems, including a specific import facility from Butterfly Conservation’s TransectWalker and the Levana database.

Data export is possible in a wide variety of standard formats, including to GIS packages (Arcview, MapInfo), and in NBN Gateway format.  Data can be plotted, either using Adit’s own AditMap map-building tool, or exporting to DMAP.
Adit also provide AditForm, a tool for producing standard data capture forms for hand-held computers; and most recently AditWeb, a toolkit for setting up web-recording, using Live Earth or Google Earth maps for records.

Cost: £135+ VAT (professional) £42 + VAT personal
Where to buy: www.aditsite.co.uk
Website: www.aditsite.co.uk

REVIEW

Advantages of the system include its versatility and use of an integrated suite of software packages and up-to-date third party functionality to enable effective data capture and export to a wide range of other uses. 

Drawbacks include limited capacity to handle standard habitat data, and lack of internal validation tools and metadata.

Best for: digital data capture in the field and mapping of biological data

(The Review is intended to give guidance only and does not necessarily reflect the views of the NBN Trust)

DMAP

DESCRIPTION

DMAP is a special application produced by Alan Morton designed for the production of high quality maps from incidence records.  It is capable of producing both single species and coincidence maps, in black-and-white or colour; and the maps can be exported to other applications for high quality printing or other publication.   The DMAP website supplies on-line help and a wide range of other facilities for users.

Base maps for specific areas are available on request, or can be downloaded from the website, or they can be digitised from scratch with DMAP Digitizer, or with the most recent version they can be produced from scanned originals.   Boundaries can also be imported from some other sources, such as MapInfo or Arcview systems.   Maps can be produced for any scale, with a wide range of symbol types, and an associated key.  Maps can be exported as EMF, WMF, EPS, BMP or GIF files, or using an in-built clipboard.  The package comes with base maps of the British Isles, NW Europe, Australia, USA, and a low resolution map of the World.

The data entry for producing maps is via text files, generated by a simple word processor; or from CSV files from databases and spreadsheets.  Many of the standard biological recording database packages also specifically export data in DMAP format.   Distribution data can consist of O.S. grid references, UTM or other metric systems, or Latitude-Longitude co-ordinates.   The package also comes with its own, simple internal database MAPRECS, and an Excel workbook with a built-in link to DMAP.

Cost: £70
Where to buy: www.dmap.co.uk/products.htm
Website: www.dmap.co.uk/

REVIEW

The advantages of DMAP over internal mapping facilities in bespoke databases are that it has greater flexibility and can produce generally higher-quality images for publishing and other purposes. 

Its disadvantages are that it requires some experience to get the best out of the software, and requires some extra manipulation of data from these packages to obtain results.

Best for: producing maps for publications

(The Review is intended to give guidance only and does not necessarily reflect the views of the NBN Trust)

MapInfo

Description

MapInfo is another GIS system, produced by Pitney Bowes Inc. of America.   The latest version is MapInfo Professional v.9.5.  This is a MS Windows-based mapping and geographical analysis system; for use with both maps and graphs, charts etc.    It can import map data from a wide range of external sources, both as vector and raster maps, and can export maps as MIF files for publishing etc.

MapInfo can read data from a range of database outputs, as well as ASCII files, CSV files, ESRI shapefiles, and MS Excel.  It can also import graphics files in a range of formats; and has a function for creating its own database files.  It can also support remote access from external databases, such as SQL Server.   Analytical tools range from simple data selection to the setting up of complex SQL queries.   It comes with a wide range of ready-made maps, and also allows user-creation of maps.

Cost: free evaluation copy available to download
Where to buy: Go to the software pages to select
Website: www.mapinfo.co.uk
Training: Training Catalogue and exeGesIS for MapInfo courses

BIOBASE

Description

This is another database developed on a run-time version of MS Access, and was designed especially for basic species data capture.   BioBase was initially developed by Thurner Automation, and has now been taken over by Adit Ltd., which continues to support it for the moment.  It was initially adopted as a standard for county recorders by several national recording societies, although some of these have since moved over to other systems.

Specific versions of BioBase are available for e.g. dragonfly recording (Darter) and other taxonomic groups, while a general version is available for users to configure with their own species checklists, as well as stage, abundance, habitat, status and other reference data.  Data entry and editing of species records is through drop-down menus in in-built ‘record cards’, with details of recorder, date, location, and species.   It also has single species data entry screens; and can allow editing of sites, people, literature and museum record source information. 

Reports can be made to screen, printer or to a file, and include standard reports for:  records for a species; records for a site; master species list for a site; master species list for an O.S. grid square.  Data can also be exported for distribution or coincidence mapping using DMAP, or to paste into other MS documents or spreadsheets etc.  Data can be imported and exported between other BioBase systems and Recorder 3, and in Recorder 2000 format.  Taxonomic names are internally coded and codes can be used for people.  Internal validation is carried out on numeric, date and grid reference formats.  Site and location records are maintained separately, but the system has limited capacity to handle information on habitats.

Website: www.aditsite.co.uk/

REVIEW

As the database was developed during the early 1990s, it is becoming dated, and although its basic handling of records is robust, it lacks some of the features of more recent products.   It is also very limited in its capacity to handle habitat information, and it does not generally use modern data standards.

(The Review is intended to give guidance only and does not necessarily reflect the views of the NBN Trust)

ArcView

Description

ArcView is feature-rich GIS software for visualising, managing, creating and analysing geographic data. Using ArcView you can understand the geographic context of your data, allowing you to see relationships and identify patterns in new ways. ArcView helps tens of thousands of organisations make better decisions and solve problems faster.

Developed by the American GIS specialists ESRI (www.esri.com/), based in the UK at Aylesbury, this is one of a suite of GIS systems available for a range of users. 

Arcview is ESRI’s principal desktop GIS package.  It has all the basic mapping functions, allowing both vector and raster maps to be produced, using in-built ‘wizards’.  It has a wide range of map templates for standardised map production, and can import maps from a range of sources.  Other geospatially-related point data can be imported (e.g. from a biological recording database) and analysed or integrated with existing map data.   Other map or photo images can also be imported, including from web-services.  Ordnance Survey map data can be imported as base maps.  Developed maps can be saved as SHAPE files and exported to other applications, printed etc.

The system comes with in-built spatial analysis tools; and tools to develop metadata.  It also has its own internal, simple database for handling geospatially-related data.  The latest version is Arcview 9.3, which includes enhanced cartography and visualisation facilities, including 3D modelling.

For users that want to develop from Arcview, ESRI also supply GIS development tools for work in relation to a range of other software applications.

Cost:
Where to buy: Esri Website
Website: exeGesIS and www.esriuk.com
Training: exeGesIS ArcGIS training courses