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Handling duplicate institutions

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Chihjen Ko edited this page Oct 6, 2023 · 1 revision

What to do if two GitHub issues and institutions have the same name?

For example these two issues/institutions:

  1. On GitHub, link the two issues by pasting the URL of one issue in the related issue.
  2. Check if the two entries are correspond to two different institutions:
    • If the institutions have different addresses, they could be different campuses from the same institutions. Some university consider that each campus is its own institution. In that case, add the campus "name" or city to the name of the institution and leave them separate.
    • If the institutions have the same name, code and address, they are most likely real duplicates that should be merged.
    • If the institutions have the same name and address but different code. There could be several possibilities:
      • They might correspond to different "sub-institutions" like a herbarium and a museum, or two separate departments within the same faculty. If these "sub-institutions" reply to external requests and manage (or digitise) their collection separately (i.e. don't coordinate with each other), then better leave them as separate institution entries in GRSciColl. In this case, the institution names should be updated to reflect the difference of the "sub-institutions" as unique entities, e.g. "Zoological Department, Sofia university", "Botanical Department, Sofia university."
      • They might correspond to two "collections". This is often the case on Index Herbarium where different collections are registered with different codes but under the same institution name. If this is the case, the entries should be merged.
      • One of the codes might be deprecated. If this is the case, you will often have one of the institutions showing as inactive on GRSciColl. In this case, the institutions should be merged.
  3. Merge institutions that need to be merged.
  4. For the institutions that are merged, close one of the "duplicate" GitHub issues.

How to merge duplicate institutions?

  1. First, if more than one institution concerned has a master source, you will need to remove it. This means:
    • Go to the Master source tab
    • delete the master source:
    Screenshot 2022-04-25 at 10 30 09
  2. Then go to the page of the institution you would like to delete,
  3. Click on the More button in the upper right corner,
  4. Select Merge with other institution
  5. Paste the UUID of the institution you would like to keep,
  6. Click on Merge.

See this part of the video for an example: https://vimeo.com/649977825#t=1m30s

Once the institutions are merged, all the associated collections and identifiers will be transferred to the remaining institution. The code of the deleted institution will show as an alternative code of the remaining institution.

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