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Topic: Importing - Observer as Organisation

When attempting to import some data into Recorder via Tools / Import Data, when I got to the Observer screen, I matched some of the Observers to an Organisation, rather than an individual, as the record had been recorded against an organisation rather than as an individual. Everything seemed to go OK, until the final step of the import, which then informed me that I had a large number of import errors. Frustrating to find out at the end of the process when trying to import a large number of records.

Error 1
While the program stated that the input errors had been written to a file, in actual fact the file stated everything was OK. On further investigation, it was found that the file was actually created some time ago.
The error file should always be overwritten or given a unique name

Error 2
On investigation of the data imported, for those records that had been entered as an Organisation, an Event and Sample record were created, with no Taxon records, and no Recorder name entered against the records.

The behave I would expect is that either
A) entering an organisation against the Observer should not be allowed with appropriate error message on the matching observers to names screen
B) entering an organisation as an Observer should be allowed. While not recommended, if this is how the data has been supplied, then recording an organisation as an individual is a fudge, and enables the information to be properly entered.

I resolved the problem by deleting the survey, and re-inputting, this time all organisation names were entered as individuals, which did result in some truncation of names.

Harry Clarke
Surrey County Butterfly Recorder

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Re: Importing - Observer as Organisation

Please can you confirm which version of R6 you are using. I am unable to allocate an Organisation as an Observer on version 6.18. 

Help/about Recorder 6 will give you the information.


Originally the NBN standards on which Recorder was based did not allow Organisations to be recorders, and this is still the best approach especially with new data.  However, if the information isn't available then  the normal way is to create an individual with a surname such as 'Anon at Thames Water'. Although this may be considered  a slight fudge it does represent what has happened - there must be someone behind the record, even if we don't know who they are.

Mike Weideli

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Re: Importing - Observer as Organisation

I am using version 6.18.1.260
What I was doing was allocating the organisation to the observer, but I can see following your suggestion is a better approach, as if ever a name is known sometime in the future, it is easy to change.

Harry Clarke
Surrey County Butterfly Recorder

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Re: Importing - Observer as Organisation

Slightly concerned because you shouldn't be able to match an Organisation to an observer.   During the matching process if you attempt this it should just return  a blank.  Perhaps, there is some way around this which there shouldn't be, or something isn't exactly right with your system.

Mike Weideli

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Re: Importing - Observer as Organisation

That might explain some behaviour I was seeing. I think what had happened in that in a previous import an individual had been created. On the subsequent import, I noticed this was not correct, so deleted the individual, created the organisation, and returned that to the matching screen (using the curved red arrow symbol). Everything seemed OK. However, it looks like that Recorder had maintained the link to the now deleted individual, and had not blanked out the entry and returned an error message.
On one occasion I had an entry that had been matched, which I blanked out, and then it seemed to refuse all attempts to match it to anything else, just remaining blank.

Harry Clarke
Surrey County Butterfly Recorder