Archiva: Duplicate Detection

Archiva provides a sophisticated duplicate-detection system. If you suspect that some of the records that you have retrieved may be duplicates of records already in your database, you can check for duplicates before appending the records. To do this, click the second button to check for duplicates before adding records to your database.

The Ibidem: Duplicate Detection dialog will display on your screen. Use the drop down list to choose the criteria used to identify duplicates. The default setting is Likely--First Author and Partial Title Match. The options are as follows:

•	Rigorous — All Authors and Full Title Match

All authors match (in the same order) and title matches exactly. Articles are not ignored.

•	Likely — First Author and Partial Title Match

First author and first 5 words of title match. Articles are ignored.

•	Approximate — First Author and Any Other Field Match

First author matches and at least one of the following fields: ST BT AT JR SR SC BC BD AC AD IS LC N# A# IC IP @N @D

•	Lax — Partial Title Matches

First 5 words of title match. Articles are ignored.

•	Lax — First Author Matches

First author matches

Once you have made your selection, click the yellow bar or click Start to begin processing the duplicates. Each duplicate (or possible duplicate) will be shown with both the record that was retrieved by Archiva and the record in your database displayed. After all duplicates are shown, individual records that have no duplicates will be shown one by one. At any point, you can skip the individual review of records and click Incl. Dup's to add all remaining marked records without checking for duplicates or Except Dup's to add all remaining marked records, automatically excluding those that are determined to be duplicates.

The fields in this dialog are editable so if there is information in the retrieved record that you want in your permanent database, you can copy it. Place your cursor in a field and click the Copy Field button to copy it to the other record that is displayed. Any information that you add to the record on the right side will be added to your permanent database automatically (no need to save it).

Buttons on the dialog can be used as follows:

•	Add as New: Add the retrieved record as a new record in your database

•	Replace Existing: Add the retrieved record to your database, replacing the existing record in your database

•	Skip (Get Next): Move on to the next duplicate without adding the displayed record.

•	Delete Existing: Delete the existing record from your database.

In some cases, the long names assigned to the fields may differ from the names used by Ibidem. For example you may see "Title" for the retrieved record and "Book Title" for the database record. The fields are the same (and will be used in the same way by Ibidem) if the short 2-character field names are the same. It may help to compare the 2-character field names rather than the longer more descriptive names. To display the 2-character field names, place your cursor on the vertical border between the field names and the blank spaces that follow each field name. Your cursor will take the form of a double-headed arrow when you have it properly positioned. Hold your mouse button down and drag to the left to display the short names.