1 Topic by Wolfgang

  • Wolfgang
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Topic: Who owns data which I have imported?

Hi,
we imported data from Excel spreadsheets into a blank new Recorder database for a volunteer. Now he can't edit them at all in Recorder. I would have expected that the user who imports data gets automatically ownership and custody of the data? Can I do something behind the scenes (edit the tables in the databas directly)? All data in that database should be in ownership of this volunteer.

Thanks for your help,
Wolfgang
HBIC

2 Reply by Lizzy Peat

  • Lizzy Peat
  • Lizzy Peat
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  • From: Hampshire (HBIC)
  • Registered: 17-05-2006
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Re: Who owns data which I have imported?

further to Wolfgang's post, we are able to edit locations from the same import, however when we try and edit the sample or event, the message is as follows; "You are not allowed to edit the data in the record because it was entered on a different site and you do not have custody of the data." 

Data from a small import carried out today was all editable as expected, as was a record entered by hand.

If we use the 'i' tool on one of the affected samples or events, we get the attached information;

With best wishes,
Lizzy Peat, HBIC

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Lizzy Peat
HBIC

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3 Reply by charliebarnes (edited by charliebarnes 20-04-2026 14:20:56)

  • charliebarnes
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Re: Who owns data which I have imported?

MM in the key indicates this was a MapMate import and the MapMate key was imported "A globally unique key exported from the 'MapMate' biological recording software package. This consists of a string of 7 to 9 digits and lower-case letters. The last three characters identify the copy of MapMate from which the observations came (referred to by MapMate as the Centre Unique Key (cuk)). This will be translated to an NBN style, 16-character key in which the cuk becomes the Site ID, and will used as the key for the Taxon Occurrence. If present, Record ID and Site ID cannot be used. Including this field will ensure that if the same observation is imported again, Recorder will flag it as a duplicate, and allow you to accept or reject it as specified in Duplicate Items, in the same way as for imports from other copies of Recorder."

i.e. and as a result, it can only be edited by the MapMate user it came from

To avoid this from happening, you need to not import the MapMate key.

Charlie Barnes
Information Officer
Greater Lincolnshire Nature Partnership

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4 Reply by Lizzy Peat

  • Lizzy Peat
  • Lizzy Peat
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Re: Who owns data which I have imported?

Thank you Charlie! I had completely forgotten how Recorder handles MapMate records.

Now most of our local MapMates are fizzling out this is probably the sensible option. This will be the first of many final transfers we do and will allow the Bat group to make much needed corrections to old records currently linked to dead CUKs.

With best wishes,

Lizzy Peat
HBIC

Lizzy Peat's Website