There can be a problem with using "Birdguides" as your reporting process. Furthermore if a description is required, the observer will be far better placed to provide one immediately after the record is made, rather than 12 - 18 months later.
The procedures which I would recommend are:
1) Advise any significant, confidential obsevations to the county recorder by private e-mail. If further info. is required, he will let you know.
2) Input selected, non-confidential, records which may interest other birders on the EBwS website.
3) Keep a log of your records and input them to the recorder annualy.
All the recommendations are excellent. However, I would add one more:-
Become a member of the Essex Birdwatching Society