SBSG

Recording in the Sheffield area.

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Computerised Recording system - The Story.

Back in the period after the SBSG had become established, especially in the 1980's, the number of occasions the group was asked for information to aid conservation and sensitive development, was increasing. Information could only be provided through personal knowledge of an area, as extraction of records from the large number held was becoming an impossible task. We had already lost sites such as the Killamarsh and Beighton Meadows to open-cast mining, partly through the inability to provide scientific evidence against the proposals and possibly partly through being unaware at the time that a group such as ours COULD make a difference.

In 1988 a decision was made to computerise our records. It took a while to choose and set up a suitable database and a while longer to consult other societies regarding their own thoughts on the subject. After a time it became obvious that if we were to get on with the project we would have to go-it-alone.

The first complete year on database was 1990, since when the number of records handled has increased from 8500 to 13,800 in 1994, over 18,000 by 1995, and into the new millennium, we are collecting upwards of 20,000 records each year. So with all records from 1990 onwards now on file, we are in the healthy position of holding a scientifically significant records database from which it is a simple task to extract relevant information.

There are drawbacks, mainly the time required to enter this number of records, which is immense.

However, the benefits are not only connected with extraction of records for conservation purposes, but we are able to provide a small income through the ability to readily locate information. Another major asset is the ability to provide a readable print-out for the species compilers of the annual report, who no longer have to grovel around on the floor amidst a scatter of record slips, sorting information into date order, locality order or any other order which might be necessary to produce a species account.

Since the first version which I personally developed using DOS/Dbase, we have improved the system dramatically, and David Williams has converted our system to the much more powerful MS Access. The new system is under constant development by David, to whom the S.B.S.G. is greatly indebted - not to mention his constant efforts in entering our records single-handedly.

Last updated 2nd November 2003.

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