A botanical record built up over several seasons—containing detailed specimen data, drying histories, finished artwork links, and precise collection spots—represents a significant investment of time. By design, this data resides within a local database on a single device to ensure privacy and offline accessibility. However, this means that a lost, damaged, or replaced phone can erase an entire archive if a backup has not been performed.
What this article covers
This article outlines the data clusters that should be protected and explains the two primary export formats available for maintaining a redundant record of a botanical collection. It also describes the mechanics of the restoration process.
Backup checklist
To ensure a complete recovery, a backup should account for all management modules within the system:
- Specimens: Botanical names, scientific names, collection dates, and GPS coordinates.
- Artworks: Records of finished pieces, including photos and the links to the specific specimens used.
- Press Tools: The inventory of presses and books, including their condition and size.
- Supplies: Current stock levels for drying materials such as silica gel and blotting paper.
Export formats and use cases
There are two distinct ways to export data depending on the intended use of the backup:
- CSV Export: This format generates a spreadsheet-compatible file (UTF-8 with BOM, so accented characters and non-English text display correctly in Excel) for specimens, artworks, press tools, and supplies. It is the most efficient choice for viewing records in external software or performing inventory audits.
- ZIP Export with Photos: This is a comprehensive backup that includes the full database record along with all associated specimen and artwork photos. This format is recommended for users who wish to preserve their entire visual archive alongside their data.
How restoration works
The data import functionality allows a user to bring records back into the app from a previously generated FloraPress ZIP or CSV file. The system is designed to add these records to the current local database; the import process does not replace or overwrite existing data. Because the system only adds records, importing the same file twice will result in duplicate entries within the collection.
Managing your data with FloraPress
To support the long-term sustainability of the hobby, CSV Export, ZIP Export with Photos, and Data Import are integrated directly into the app. These data-preservation features are provided as a core part of the system and are free for all users. By utilizing these tools periodically, collectors can ensure their botanical history remains secure across device changes.
You can secure your botanical records today by downloading FloraPress on the App Store.
Summary
Because botanical records are stored locally for privacy and offline use, proactive management is required to prevent data loss. By utilizing CSV exports for data analysis and ZIP exports for full photo backups, hobbyists can maintain a reliable archive that is independent of a single physical device. For a broader look at why keeping this data in one place beats a notebook or spreadsheet, see One App or a Notebook? Why Pressed Flower Collectors Need a Single System.
This article organizes information from a recording and organizing perspective. If you notice an error or outdated information, please contact us. Last verified: July 2026
