This page informs on the Audit Log in Specify 7.
For information on how to enable and access the audit log, see our guide: Querying the Audit Log.
About the Audit Log
The audit log is one of the most powerful utilities available to collection managers and database administrators for maintaining data integrity, security, and accountability within Specify. For collection managers, it provides peace of mind that historical and scientific data cannot be altered or deleted without a trace. For administrators, it acts as a critical forensic tool to diagnose data anomalies and monitor user activity.
At its core, the audit log acts as a continuous, tamper-evident timeline of your database, tracking what changes were made, when they occurred, and exactly who made them. To view the Audit Log, create a query on the spAuditLog table and add fields!
[!tip]
Selecting (formatted) on the Sp Audit Log table in your query mapping will automatically add columns for key fields in results. These key fields include Record ID, Table Num, Field Name, Old Value, and New Value.
Data Recovery and Reversing Accidental Deletions
Even with the best training, accidental data modifications or deletions happen. A user might inadvertently overwrite a meticulously researched locality description, or delete a group of collection objects.
How the audit log helps: Instead of having to restore an entire database backup to a separate staging server just to look up a single overwritten record, a collection manager or DBA can inspect the audit log. The log captures a “before and after” snapshot of the record’s fields. This allows you to pinpoint the exact historical values and manually restore or re-enter the lost data into the production system with minimal disruption.
Identifying Training Needs and Quality Control
When inconsistent formatting or systematic data entry errors start appearing in newly created records (such as incorrectly formatted catalog numbers or mismatched taxonomic determinations), it can jeopardize data standardization.
How the audit log helps: By reviewing the audit trail for the affected records, a collection manager can see which user account performed the edits or data entries. Rather than acting as a tool for punishment, this allows managers to identify specific users or student interns who might be struggling with a particular workflow, enabling targeted, constructive feedback and additional training.
[!tip]Tip
When viewing a record, open the Form Meta menu and click the Edit History button to quickly see what changes have been made and when.