Record what is known and what needs review
Use the level of identification supported by the evidence available at the visit. If only the genus is reasonably supported, keep that distinction instead of selecting a species merely to complete the field. Record a provisional identification as provisional, and describe what would help confirm it. This guide concerns record quality; it is not a botanical identification key.
Keep evidence attached to the record
Photographs can document overall form, bark and visible leaves or reproductive features where they can be obtained safely. Record the visit date because some identifying features may not be available at that time. Note whether the identification came from field observations, an existing register, a supplied label or another person.
A worked correction example
A historic schedule lists T032 with a species name. At the new visit, the available evidence does not support confirming that name. Retain the historic value as a source reference, mark the current identification as needing review and document the reason. If a later review confirms a different identification, record who reviewed it and when. Preserve the stable tree ID so earlier photographs and observations remain traceable.
Agree the response to uncertainty
- Does the project need species-level confirmation for every tree?
- Who will review records marked uncertain?
- Would a repeat visit or additional evidence help?
- How should provisional records appear in the report?
- Could the uncertainty affect a recommendation or interpretation?
If the identification matters to a professional conclusion, refer it for appropriate review before relying on it. Do not use a software suggestion or inherited register entry as a substitute for that review.
Make the handover understandable
Keep the identification status and source notes in the delivered record, and explain any unresolved entries. A recipient should be able to distinguish confirmed, provisional and unreviewed values without interpreting unexplained symbols. See the photo evidence checklist and schedule quality checks for a consistent review process.
Prepared by Canopy.