IMS Bulletin #34 (7 april 2006)

Index

1. People records and Document roles for new authors when checking in reviews to Archie
2. Duplicate People records
3. IMS question of the week: Is there a limit to the number of versions of a review we can hold in Archie?

1. People records and Document roles for new authors when checking in reviews to Archie

If you check in a review to Archie and one of the authors does not have a record in Archie, Archie will create a record for that person with your CRG as the Primary entity and will assign him/her the Entity role 'Author' in your CRG. However, if the person is new to your CRG but already has a record in Archie, the system will link the author's Document role from within the Properties for the review to the person's record in Archie, but it will not add the Entity role 'Author' in your CRG to the person's record. You have to do this manually at the moment.

2. Duplicate People records

We have noticed that some duplicates are being created unintentionally as reviews are checked in to Archie. If, for example, the person's name in your RevMan file doesn't have an accent over one of the letters (Alvaro) but should and is correct in Archie (Álvaro), Archie will create another record for this person even though the email address is the same. We are looking into how to make this matching more sensitive. In the meantime, we suggest that if the grey box at the end of the check-in process reports that a new record has been created, you do a quick search in Archie to ensure that a record does not already exist.

3. IMS question of the week

Question: Is there a limit to the number of versions of a review we can hold in Archie?

Answer: No, not at the moment. To keep the version lists manageable in the future, the IMS team is developing tools to help clean up outdated drafts. We'll let you know more when the tools are ready.