Managing data from iRecord (and other Indicia sources)

Data from the Biological Records Centre’s Indicia database has been imported into three separate workspaces in the DDb. The main Indicia workspace contains the bulk of the records, except for data from iNaturalist and the National Plant Monitoring Scheme, which have been partitioned separately.

Indicia draws together data from a wide range of recording projects and includes contributions from people with a wide-range of botanical skill levels; from interested beginners to national experts. Like all sources of data, the records require careful scrutiny, particularly those from less experienced recorders. Work on this data is worthwhile, both as a valuable source of important new records and also as a way to engage with a new generation of recorders who are becoming interested in plants.

In this document we aim to set out how data from Indicia reaches BSBI and the process through which validated records can enter BSBI’s Distribution Database (DDb) with the support of VCRs.

Indicia Data

There has been a delay in extracting data from Indicia platforms, but regular transfers will now be made on a frequent basis. It should be stressed that data transferred from iRecord and other recording apps are not automatically added to the main BSBI data-set. Instead they go into separate, partitioned DDb workspaces. Here they are stored and will remain so until transferred by VCRs into the main DDb workspace, where they contribute to distribution mapping and other scientific work supported by BSBI. 

In this document we will focus on working with iRecord data as an example, but the broad principles are applicable to the other datasets found in the Indica workspace and to data from iNaturalist.

Finding and sorting records in the Indicia workspace of the DDb

Using this search (make sure to change the search from VC54) you can see all of the datasets that have been transferred to the Indicia workspace that have records for your vice-county.

You may notice that there are multiple datasets that have ‘iRecord’ in the name, these are from specific recording projects and you can work with the data in the same way as described here.

To view the general iRecord data held in Indicia for your VC you can use this query (though remember to change the county field to your area of interest). This is likely to be the dataset with the most records which is why we have chosen to focus on it to explain the principles of working with Indicia data.

Here is a snapshot from VC54. There is a wide variety of records here ranging from common and widespread species through to species of interest for the VC, such as Sium latifolium and Trifolium fragiferum.

The next step is to decide which records to move into the main DDb workspace. The options set out below offer ways of finding the most valuable or reliable records.

1. Records already verified by you or your team: (This is only applicable if you or a member of your recording team is verifying records on iRecord already. More information on this is provided further down this document) Use more options > admin > validation state edits, then enter the name (or username) of the validator in the filter field. Specify that you only want to include accepted records, using more options > validation > validation state … accepted (locally or externally). Or, use this search, making sure to change the VC to your area and the name of the validator to who you’re looking for.
2. Conservation status: Add a conservation status filter to search for species of national and local conservation importance, using this query (making sure to change the county field to your vice-county and selecting conservation statuses applicable to your area). This will help target the most important records to try and verify and then, if appropriate, move into the main DDb workspace.
3. Records with photos: Some records will have a photo with them; you can find this by using this query (making sure to change the county field to your area of interest). Click on the record icon and this will allow you to see the image and check the record directly.
4. Search for records from experienced recorders. Organise the records alphabetically and scroll through for names you recognise.
5. Search for ‘hectad singletons’ using more options > validation > singleton then select hectad singleton from the field added to the search form, e.g. using a query of this type.
6. Records that fit Atlas distribution, these can be found by searching for records that have hectad status applied to them, using more options > attributes > status > external scheme, ensuring that the form shows any status in the first column and Atlas2020 as the scheme. Tackle them species by species. Conversely you could look for taxa outside their expected range by choosing no status rather than any status.

You are not expected to work your way through every single record. Instead, focus on records that are valuable for you and your vice-county.

Transferring records from the Indicia workspace to the main DDb workspace

Once you have identified some records that you are ready to transfer there are two methods you can employ to copy them across to the main DDb workspace.

The first method is to tick all the records you wish to move (or click the select all button at the bottom left if you want to move every record your search has found). At the bottom of the screen there is a dropdown menu next to the words selected records action where you can choose move in to DDb workspace. Press the button below which reads apply change to selected records. These records will then be copied across to the DDb. This does not change the validation state of the record.

The other method allows you to validate records and copy them across to the DDb in one fell swoop. If, for example, you find you have a raft of Dactylorhiza fuchsii records with photos that you are happy to validate then tick them all:

Then, at the bottom of the page at the dropdown box next to the text which reads selected records action, you can choose change record validation state. This will reveal a new dropdown on the line below next to the text mark validation state as. Choose confirmed from the dropdown.

Click apply change to selected records and a pop-up box will appear. This box has the standard validation options to choose from, as well as a tick box for Include in DDb. Leave this checked and press mark as confirmed. This will validate the records and copy them across to the DDb.

What if a record seems incorrect?

• If it’s an uncertain record of an interesting species then, at VCR discretion, it may be worth moving it to the DDb and flagging it as ‘needs checking’ or ‘doubtful’ to encourage follow-up
• If it’s an uncertain record of a relatively common and widespread species then you can leave it in the Indicia workspace
• Records should be rejected if they are wrong, but please do not reject data only because it doesn’t meet BSBI recording standards. E.g. a correctly identified record of a horticultural alien in a garden is generally not useful for distribution mapping, but the record might still have value for other users in a different context - e.g. as an insect food plant or as a vector for disease.

Validation statuses in Indicia

Records in Indicia may have been tagged with a validation status. If records are already marked as confirmed there is usually no need to re-confirm these, instead use the move workspace option if you want them included.

If records are already marked as confirmed there is usually no need to re-confirm these, instead use the move workspace option if you want them included.

Other notes on handling Indicia data

1. The criteria for Indicia data can differ from usual BSBI standards (e.g. records from gardens might be included). In general, please feel free to 'confirm' such records if they are valid, but avoid transferring them to the DDb. Records from “Garden Bioblitz’s” have been pre-flagged as do-not-map for DDb purposes. Please do not reject ‘garden’ occurrences. 
2. Please be aware that some Indicia data may have been entered using common rather than scientific names and that this can lead to errors if an infra-specific taxon has also been given the same common name. The recorder is likely to be unaware that they have picked the wrong (over-specific) option. In search results in the DDb the use of vernacular names is highlighted in the taxon name column. 
3. The Indicia data set includes many records that are only identified to genus level. Although these are less useful to BSBI, please do not reject them unless the determination is incorrect. Instead such records could be “confirmed” but left in Indicia or transferred across if useful to you.

Working with iRecord directly

You do not need to have an iRecord account to work with the data as outlined above. The transfer of data between the BRC and BSBI happens centrally.

However, there is the option for VCRs, members of VCR teams, or trusted recorders to become ‘verifiers’ on iRecord and check records within iRecord. When these records are then imported into Indicia the validation annotations are carried across so it’s possible to search for only the records that you (or your team) have already checked. A simple option would therefore be to transfer in one go all the records into the DDb that you have already validated.

To filter for records validated by you or your team, use more options > admin > validation state edits, then enter the name (or username) of the validator in the filter field. 

Specify that you only want to include accepted records, using more options > validation > validation state … accepted (locally or externally)

Or, use this search, making sure to change the VC to your area and the name of the validator to the person you’re looking for.

Information on becoming an iRecord verifier and what this process looks like can be found here. There are also short video tutorials on general use of iRecord as well as the process of verification.It is the intention of the Country Support Team to create BSBI specific guidance and support around increasing the number of BSBI verifiers of iRecord data but in the meantime please contact your country officer if you'd like to become an iRecord verifier or if you'd like support in finding someone to take on this role on your behalf.

Frequently Asked Questions

Do iRecord or Indicia data directly enter the main DDb database?

No -  iRecord or other Indicia data do not enter the main DDb workspace without the actions of a VCR. Instead it enters a separate workspace, a ‘holding pen’, from which it can be moved at VCR discretion.

How frequently will iRecord and other data be transferred across to the Indicia workspace?

There has been a protracted interruption to data transfer, but we hope to resume transfers initially on a monthly basis and then more frequently.

Does Indicia data include records from sources other than iRecord?

Yes. This data-set includes records from many sources collated by the Biological Records Centre, including data from several local records centres and from projects such as the BSS Urban Flora of Scotland.

Does data need to be verified in the iRecord app and on the DDb?

No, verification only needs to take place once. If you or a member of your team is verifying data through the iRecord app then these records can be swiftly moved into the main DDb without further verification. If no-one is yet verifying records in the app for your county, then verification can be done as you move records between workspaces within the DDb.

Is it better to verify data in iRecord or in the DDb?

Verification in iRecord allows communication with the record creator which may help clarify unusual or ambiguous finds. Verification in iRecord will also provide feedback to the record creator which may encourage future record submission or wider engagement with the BSBI. 

Verification in the DDb doesn’t yet offer these opportunities, but it may be preferable for some users who are familiar with DDb verification.

How does iRecord relate to the BSBI recording app?

iRecord will appeal to a broader audience than the BSBI recording app, capturing records from all-taxa recorders and casual records from generalists. Whereas many BSBI recorders will use the BSBI app, there will still be significant numbers of records from the general public and experienced recorders that will be submitted through iRecord.

What about pseudonyms?

Pseudonyms for recorders are sometimes used on recording apps. This is largely because of people wishing to keep their personal details ‘secure’ or ‘private’ in an online environment. Pseudonyms used on a specific app, such as iRecord, are ‘stable’ and will only be used by a single recorder who is just as contactable as those using 'real names'; they are as likely to respond to queries and are just as committed to providing worthwhile data as this latter audience.

What about the volume of data?

There is no deadline or urgency to work through this data and the methods outlined in this document should help prioritise the most interesting and valuable records.