1

Topic: Export entire database

Hi,

We've been using Recorder on and off for a number of years, but no longer have the time and skills available to maintain a recorder system. Instead we will be working with the local records centre, submitting records to them.

We have already contributed all our Recorder data to the Local Records Centre, but we'd also like to hold a local copy for archive perhaps in another database format, or GIS format.

Can anyone advise how I might export our entire database for archive purposes, that could potentially be accessed outside of recorder (not to be maintained outside recorder, just as a reference).

Thanks

2 (edited by TeresaF 20-03-2013 08:35:19)

Re: Export entire database

If you are not very familiar with Recorder, you could just ask the LRC to export your records back to you as GIS layer or Access database or spreadsheet (depending on the number of records involved).

To do it yourself you could use the report wizard - http://jncc.defra.gov.uk/page-4852. To get all your records don't use any restrict to options on the first window and tick "include all taxa" on the second window.  Do you have any confidential records etc? If so you'll need to change the defaults to export those as well in the "additional filters" bit, and include fields for them (so you can see later which were unverified, marked as confidential, zero abundance). Tick all the fields you've ever used. The number of records returned should be the same as the number of species observations on the welcome window.

Then export to your required format - there is some information here: http://jncc.defra.gov.uk/page-4853. The report wizard can export to a GIS shapefile (the fields will be attributes), an excel spreadsheet and an access database amongst others.

There are some fields that the report wizard doesn't report on, so you'll lose that information (e.g. spatial reference qualifier). Someone more technical than me might have a way to keep that information archived - or you could just keep the R6 db sitting there quietly in case you need to go back to it? (e.g. We still go back to Recorder 3 occasionally as not quite everything was migrated to Recorder 6!)

-----------------
Teresa Frost | Wetland Bird Survey National Organiser | BTO
Other hat  | National Forum for Biological Recording Council
(Old hats  | NBN Board, ALERC Board, CBDC, KMBRC)

3

Re: Export entire database

If you need help for things like using the report wizard it is better to use the Help in Recorder 6 itself as this has been updated for each release. The user guide that the links in Teresa’s post take you to hasn’t been updated since v6.13 as there aren’t the resources. Having said that, the report wizard hasn’t changed very much so you would probably get away with using the user guide in this case. This may be the easiest option when the internal Help isn’t working, which it sometimes doesn’t on network installations. In these circumstances, users can copy the Help file, Rec20Hlp.chm, from \Program Files\Recorder 6\Help, or the equivalent on their system, to the local machine and open it there, provided you are allowed to open .chm files.

Sally Rankin, JNCC Recorder Approved Expert
E-mail: s.rankin@btinternet.com
Telephone: 01491 578633
Mobile: 07941 207687