Back to Top

In this section...

Share Data > Providing Data > Metadata form for species datasets

METADATA FORM FOR SPECIES DATASETS

The Metadata Form for Species Datasets has been designed to help you supply the information needed to support a species dataset on the NBN Gateway.  The form and advice it contains contributes to Step 3 & 4 of the guide to providing species datasets to the NBN Gateway.  The last section is used to indicate your acceptance of the NBN Gateway Data Provider Agreement

The form is divided into five sections. Please note that any information you provide may be made available to users of the Gateway website (see our Privacy Policy for more information).

Download as a Word Document

For help with completing the form please contact data@nbn.org.uk.

SECTION A - DATASET PROVIDER DETAILS
Metatdata form section A

 

SECTION B - DATASET ADMINISTRATOR DETAILS

 

SECTION C - LEVEL OF PUBLIC ACCESS


 

SECTION D - DATASET AGREEMENT

We need you to complete this section every time you provide a new dataset. Please provide details about the wildlife dataset you wish to make available through the Gateway.This information will be used to populate a Metadata page on the NBN Gateway describing the set of wildlife data you are sharing.
1. 
Title*
[*REQUIRED]The title is the name that the Dataset is commonly known by. If the Dataset does not already have a title it should be given one that describes its contents. Best practice is to include the data subject, date range and geographic extent, for example “Butterfly distributions for Great Britain for the period 1994 to 2004”. You do not need to include the data provider’s name as this is always listed alongside the dataset on the Gateway.
2. 
Description*
[*REQUIRED] Use this field to provide a general description of your Dataset. This should summarise the subjects included, for example the species or habitats. Where you have an existing description for the Dataset you should enter this here.
If you have included zero abundance records (absences) in your dataset please describe the structure of the sampling undertaken within the survey or monitoring programme and where possible the sampling effort involved in order to ascertain a true absence of the species at this location. It is recommended that ad hoc or casual absence records be excluded from the dataset.
3. 
Methods of Data Capture
Please provide a concise description of the methods and techniques used in creation of the Dataset. Where possible you should provide a description of the methods used in Dataset collation. For example, the criteria for record inclusion, the methods used to verify records and validate the Dataset. You should also, where possible, provide details on the methods used in data capture. For example, pitfall traps, direct observations, NVC survey methodology etc. You should highlight any areas of uncertainty with regard to any aspect of data capture and collation.
4. 
Purpose of Data Capture
Please describe the purpose for which the records were originally collected and also, where different, the reason for producing this Dataset. For example, the Dataset may have been created to identify the national distribution of a species, but some of the individual records may have been taken as part of a site based environmental impact assessment.
5. 
Geographical Coverage
The Gateway will automatically generate summary UK distribution maps for records within the dataset.
Please describe the geographical extent of the Dataset. For survey-based data this may be a larger geographic area than the occurrence of records within the dataset. For example, a butterfly survey for the whole of Great Britain may only have generated records in southern England for some species.
You should describe how complete the survey coverage is. For example, is the occurrence of records biased towards populated areas? Are there areas with limited or intense recording activity that should be taken into consideration?
You should summarise the precision to which the location of observations are recorded. For example, “The majority of records in this dataset are collated with summary 10km grid references, but for some counties records were provided with six figure grid-references”.
6. 
Temporal Coverage
The Gateway will automatically generate a statistical data range of records for the dataset.
Please describe the level of recording activity over time. For some survey based data this time period may be longer than that described by the records the survey generated. For example, a bird survey for 1994 may only generate records for April to September for migratory species and it is important to highlight that survey activity was maintained throughout the entire year.
You should summarise and where possible explain changes in recording activity over time. For example, identify periods of strong or weak recording (e.g. changes with the seasons), changes in data source (e.g. literature, collections, field recording) or increased activity to coincide with the publication of an Atlas.
You should indicate how accurate the dates for records are. For example, “Records up to 1970 may be recorded by year and season. From 1970 the majority of records have a full date (DD/MM/YYYY)”.
7. 
Confidence in the Data*
[*REQUIRED] This provides an opportunity for you to provide an assessment of the quality of data capture and/or the collated dataset as a whole. Please ascribe your general level of confidence in the data source, processing, validation and record collation. For example,
“Data have only been updated and maintained sporadically since the early 1990s and should not be regarded as having comprehensive geographic or taxonomic coverage. Older data, input in the mid 1980s, have not been reassessed in light of recent taxonomic splits or aggregations. Data should therefore be checked against original sources before use in contentious circumstances”.
8. 
Additional Information
Where available please provide details on where additional information about the data can be found. For example, this could refer to your organisations website, a publication or an individual to contact. You should also indicate the level of support that is available. For example, your ability to offer interpretive services.
9. 
Access Constraint*
[*REQUIRED FOR RESTRICTED ACCESS DATASETS] We need you to complete this field if you have not made your dataset available to the public at full geographic resolution, allowing download, displaying attributes, sensitive records and recorder names.
This field is very important. We would like you to provide a clear statement explaining any restrictions you impose to the availability of the dataset.  This will help users understand the reasons for restrictions and help us support your position should we be questioned about the availability of your data.  
To help we have provided a series of model statements based on best practice below. These may be grouped together to form relevant statements reflecting a true access constraint.  It is important to bare in mind that stating there is a constraint serves only to flag that there are issues and indicate their type.  You should explain why these are a particular issue for your data wherever possible.
NBN Model Text:
a)    Environmental harm:
NBN advice:The NBN Trust has published good practice approach for assessing the environmental sensitivity wildlife data. You should list the species you are treating as sensitive.
Model text: Access to this dataset is restricted for the following reason.Some of the information held within this dataset relates to species that are vulnerable to human disturbance or prejudice. At this time the data provider believes that full disclosure to the public would lead to environmental harm. This sensitive information may be made available under licence to specific organisations and individuals that need to know to avoid harm to the environment.
b)    Incomplete information:
NBN advice: When restricting access to incomplete data (e.g. dataset undergoing validation) you should give a date (mm/yy) by which you anticipate completion.
Model text: Access to this dataset is restricted for the following reason.The information held within this dataset is still in the course of completion. The detailed data may only be available to specific individuals for checking purposes. There is significant risk that using this incomplete information will lead to misinterpretation of the actual state of affairs.
c)     Adverse affect upon the Data Provider:
NBN advice:You should indicate the impact of wider release as in the A and/or B examples in italics above. Where access may be granted through payment it is good practice to set out your charges here or refer to an already published schedule of charges.
Model text: Access to this dataset is restricted for the following reason.Disclosure of this information would adversely affect the interests of the person who provided the information. The provider is not under any legal obligation to supply the information to the public through the NBN Gateway and has not consented to its wider release…
a) Wider release would adversely affect the free flow of volunteered information from third parties for use by those that need to know for land use planning and conservation. (and/or)…
b)Wider release would adversely affect financial support required to sustain the administration of volunteered recording activities, the collation of volunteered wildlife records and their continued management.
The information may be made available under licence to approved individuals and organisations. You may be required to either pay a one-off service charge or enter into a longer term funding arrangement with the data provider.
10.              
Use Constraint
The Gateway Terms and Conditions are applied to all datasets on the Gateway as a default. Where you feel that these alone do not meet your needs you may identify Additional Terms of Access for use of your dataset here.

SECTION E - DATA  PROVIDER AGREEMENT

 

We need you to complete this section every time you provide a new dataset. All species datasets are submitted to us under the terms and conditions of the Gateway Data Provider Agreement. This is a formal agreement between you, the data provider, and us, the NBN Trust. It gives us the permission and assurances we need from you to allow us to hold a copy of your dataset and upload it onto the Gateway. It gives you the assurances that you need from us, including that you retain ownership over and control how available your datasets are using the online tools. The agreement is comprehensive and legally necessary to formally authorise the National Biodiversity Network Trust.
Please complete the statement below to confirm that you agree to the terms and conditions set out in the NBN Gateway Data Provider Agreement.
I, InsertName, hereby confirm that on dd/mm/yyyyI read and understood the NBN Gateway Data Provider Agreement and agree, on behalf of the data provider named in section A, to submit the dataset described in section D to the NBN Trust under this agreement.
 
Version 2.3.1, October 2008

© National Biodiversity Network 2011. Registered in england and wales 3963387. Registered charity 1082163