Detect Duplicate Authority Records

You can check for duplicate authority records and replace them with a new record. If any tags in the overlaid records are set to be retained, they are copied to the new record.

To check for existing authority records in the Polaris database that may be duplicates of the record displayed in the Authority Record workform:

1. Open the Authority Record workform.
2. Do one of the following steps:
   • Click  or select Tools > Check for Duplicates.
   • Select File > Save, press CTRL+S, or click the Save button to save the record.

Any suspected duplicates are listed in the Check For Duplicate Results dialog box. The reasons the record was identified as a duplicate are displayed in the Reason column. They refer to the applicable rule groups as defined in the Authority Deduplication database table.

3. If the Check For Duplicates Results dialog box appears, do one of the following:

Tip:
All options are available on the Check for Duplicates dialog box if you saved the record. However, if you selected Tools > Check for Duplicates without first saving the record, the only options available are Open and Cancel.

• To save the record displayed in the Authority Record workform even though it may be a duplicate of the record or records listed in the dialog box, click Continue Saving.
• To open a suspected duplicate, select the record, and click Open.
• To replace a suspected duplicate with the record displayed in the Authority Record workform, select the record, and click Replace. Then, click OK to confirm that you want to replace the record or records.
• Click Cancel to cancel and return to the workform.

Related Information

Setting deduplication rules - The rules that detect duplicates are applied using rules groups in the Authority Deduplication database table. For more information, seeChange bibliographic or authority deduplication tables.