IMS Bulletin #48 (12 January 2007)

Index

1. In preparation for future Steering Group elections: resolving duplicates and identifying 'inactive' people
2. Latest Archie deployment: 18 December 2006
3. Question of the week: When I change the Stage of a review from Vacant Title to Registered Title, does Archie still check for overlap with other review titles?

1. In preparation for future Steering Group elections: resolving duplicates and identifying 'inactive' people

There has been a dramatic reduction in the number of unresolved duplicates in Archie. Thank you for working hard to achieve this.

Because this year's Steering Group elections will be conducted using the IMS, it is important to continue to ensure that any duplicates you identify are marked as such and that duplicates listed under your CRG are resolved as soon as possible. It will also be important to ensure that you uncheck the Active box in the Properties (Info tab) of any authors who are no longer active within your CRG so that they do not receive a voting paper. The following is a reminder of how to manage both these situations.

Duplicates are created unintentionally so before creating a new Person record in Archie, always check that there is not an existing record by running a Quick Search on the author's name. Also, when checking a review in to Archie, remember to read the check-in report and take any remedial action straightaway. If the check-in reports states that a new record has been created for an author, we suggest that you run a Quick Search on the author's name to determine whether a duplicate has been created. If the Quick Search identifies more than one record for the person, mark the record that has just been created as a duplicate of the other. If you are the Primary entity for the master record for the person, go to Tools > Resolve duplicates to resolve the duplicate.

If you are not the Primary entity for the master record then the Super User of the Primary entity will receive a message about the duplicate, which they will have to resolve. If you receive such a message, it is important that you resolve the duplicate as soon as possible. Super Users can receive messages about duplicates either via their email address or through the Archie's messaging system. You can change the way you are notified about duplicates from within your own Properties (Settings tab, click Edit Notifications ...).

Please remember that your IMS Support person can help you resolve any duplicates that are causing you particular problems.

For full details, see IMS Bulletin No. 38 at http://www.cc-ims.net/Projects/newIMS/Bulletins/bulletin-No.38-30-juni-06.htm

2. Latest Archie deployment

Archie was last updated on 18 December 2006. Please check What's New in the online Help file for full details. New features include bug fixes as well as three new 'Global reports', which can be found in the 'Tools' menu.

3. Question of the week

Question: When I change the Stage of a review from Vacant Title to Registered Title, does Archie still check for overlap with other review titles?

Answer: No, this check is only carried out when you create a new review either as a Vacant or a Registered Title.