Party records and Trove

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Module 9: Create a new identity from splitting an identity record

Module 9 description

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You may need to split a record from an identity container record and create a new identity record with it.

This is called disambiguation and allows you to correct a mistake whereby a party record has been incorrectly matched with an identity record.

This process will:create a new identity from the split record;create a new identity from the record(s) remaining in the old identity;retain and notate the old identity for viewing in TIM and via the NLA party identifier but it will no longer be indexed and searchable via Trove.

Pre-requisitesModule 1-A: Process for contributing party records to Trove and how to obtain an ISIL code and Module 1-B: Register with Trove and access TIM

Module 9: Create a new identity from splitting an identity record

Module 9 outline

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This module is a step-by-step guide to splitting a record from an identity container record and creating a new identity record with it.

Module 9: Create a new identity from splitting an identity record

To split a record from an identity:

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1. Search for the identity and display it under the purple Trove identities tab.

Module 9: Create a new identity from splitting an identity record

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2. Expand the identity record to view all records within the container.Select the record you wish to split from the identity. Note: you will only be able to action records that belong to the collection(s) assigned to your TIM user account. Other records are indicated by a grey bar.

3. Click and drag the record up to the Drag record here to Create new identity bar on the top of the screen. The “Create new identity” button will turn orange when you have placed the record correctly. Now let go of your mouse.

Module 9: Create a new identity from splitting an identity record

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4. The system will display a message asking you to confirm or cancel the creation of the new identity.

There is also an option to add a note. Notes are visible in the audit trail and will not display in Trove.

5. Click Create new identity.

Module 9: Create a new identity from splitting an identity record

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6. The system will:

(i) Create a new identity record from the record you split from the old identity. This new identity record will have a new NLA party ID and be available in Trove. The record will have a related heading containing information about the identity split and an audit trail containing information about actions on the identity. Information under the “related” and “audit” headings will not appear in Trove.

(ii) Create a new identity from the remaining record(s) in the old identity. This new identity will also have a new NLA party ID and be available in Trove. It will have a related heading containing information about the identity split and an audit trail containing information about actions on the identity. Information under the “related” and “audit” headings will not appear in Trove.

(iii) Alter the old identity record so that the only information contained within it will be a related heading containing information about the identity split and an audit trail containing information about actions on the identity. This identity will NOT be available in Trove.

Module 9: Create a new identity from splitting an identity record

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In the example:The original party id (with the 2 names) was nla.party-1016827.

The ‘split’ record (Woodward, Guy) is now nla.party-1476795.

The remaining record (Woodward, Judy (1916-1971)) is now nla.party-1476796.

The original party id nla.party-1016827 is now the record with audit information for the split.

Module 9: Create a new identity from splitting an identity record

Module 9 summary

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Module 9 showed how to split a party record from an identity container record and create a new identity record with it.

Further information from ANDS

Trove and TIM and the ARDC Party Infrastructure.

URLs

TIM: https://www.nla.gov.au/tim/appTrove: http://trove.nla.gov.au/people    AcknowledgmentThis module is based on the NLA's Trove Identities Manager Guide to managing records in the party infrastructure

Module 9: Create a new identity from splitting an identity record