Submitting Records

We are interested in receiving records for all species and you are welcome to use the format that is most convenient for you. However, we prefer to receive large batches of records electronically in formats compatible with our database, such as spreadsheets, as this is the most efficient way to integrate them into our data-holdings. See below for further details.

Dealing with paper-copies of recording forms and reports is a more lengthy process; however we will accept records in this format. See below for further details.

We may not be able to integrate the records into our database straightaway, but they will be available for reference. Datasets that contain recent records and information about species of particular conservation importance are the priorities for digitisation by SERC. 

To check what details we require see our recording guide.

Sending in records

You can submit records to us via email to records@somerc.com, by post or over the phone. Large batches of records in electronic formats can be sent in on CD/DVD, or we can make arrangements for submitting them via the internet. Please contact us if you require advice or support.

Single records

You can send in single records using our website form.

Electronic formats

These are the formats we recommend for submitting data to us:

• Spreadsheets - details of a handy data entry tool for Excel 'Species Recorder' can be found here
• Comma delimitated (csv) or Text files (txt)
• MapMate sync files (specialist biological recording database) - our CUK is 1am
• Tables or tab separated data in Word documents, or equivalent

Paper-based records

Please make sure the details of the records are clearly legible, and use standard forms whenever possible. We only expect to receive hand-written documents, such as field notes, letters, and recording forms in this manner. If you’ve used a word-processer, or spreadsheet etc. to compile your list of records, please send us an electronic version rather than a print-out.

Standard recording forms

We have developed a number of recording forms for use in the field, available for download here.