Hi Folks!
 
Posts to MD Osprey are a major source of reports.  A report is simply an observer noting that such-and-such a species was seen at a certain place on a specified date.  The Maryland/District of Columbia Records Committee (MD/DCRC) reviews some reports.  If a report is approved, it becomes a  “record”.   Phil Davis noted that the MD/DCRC does not review out of season reports.  George Jett has raised a valid question: “Who reviews out of season reports?”
 
The simple answer is: “No one.”  However, things are rarely simple.  As the former Secretary for the Mid-Atlantic Region for Audubon Field Notes it was my job to compile a complete database of reports.  The seasonal database formed the basic information for creating the summaries prepared by the Regional Editor.  To create a seasonal file all postings to MD Osprey, VA-Birds, DE-Birds and PABirds were read and the data transcribed to a computer file.  Some observers sent supplemental lists or computer files to be included within the database.  No editing of any kind was done to create the database.  The database is a compilation of reports, not records.  If anyone ever looks at the database, they will see numerous reports that are obviously wrong along with many that will provoke some thought.
 
An observation is elevated from a “report” to a “record” when it is formally published.  As part of the team that produced the last “Yellow Book”, each team member went through all reports and decided which would be elevated to records; the group then decided which to include.  The editors of “The Season Report” and “North American Birds” perform the same function on a regular basis.
 
Out of season or away from normal location reports are always of interest; however, many observers fail to provide adequate information to allow an editor to easily accept the sighting.  In many instances, an editor will base a choice to accept a report simply because the observer is known to be aware of what is unusual and takes special care in confirming an identification before reporting.  Doubts arise when a species is reported out of season or out of its normal geographic range and the report fails to note the unusual occurrence.  Postings to MD Osprey should be as complete as possible in providing additional information about the sighting.
 
The first review of any out of season/away from normal location report must be done by the observer.