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Authority Records in DiVA

Authority records are a new feature of DiVA, which has been created with the purpose of simplifying the registration process for you as a researcher. The purpose is to

  • get a secure identification of the authors,
  • easily retrieve name and organization information and
  • link authors to a publication or project.

What is an Authority Record?

An authority record stores information about you as the author. With one click, you can link your publications in DiVA to the authority record and do not have to re-enter all the information. Figure 1 with red frame shows the button to link a person's post to a publication. Next to it is the button for creating a authority record if there is no such one already or if information is missing in the authority record. You cannot create an authority record yourself or add information to an authority record. Contact us by email ep@ep.liu.se and send correct information to us, we will help you with the authority record.

 

Figure 1. Connect or create authority record.

Use Authority Record in DiVA

With the authority record, you do not have to manually fill in author information about LiU authors, such as organizational status, LiU ID or ORCID in DiVA. It is already in the authority record. You simply search for yourself or your co-author and put in your own or our co-authors' information in the authority record by clicking the Connect authority record button.

There are two options filling in information about an author: the first is to fill in, for example, given name and family name in each field of given name and family name and then click Connect authority record. A new form is displayed on top of the registration form (see Figure 2 below). In this example, the family name Hallgren has been entered. Several options are listed below (Figure 2). Select the option that matches the information in the publication by clicking on a line in the list. The authors information fields are filled in automatically in the DiVA record. When an author organizationally belongs to several departments of several institutions, click on the first line of the proposal to include all departments such as CMIV as in Figure 2 first row.

The second option is to click Connect authority record and in the box Search for authority record (Figure 3, Number 1) enter the family name. The same list is shown as shown below.

If a department or sub-department has renamed or closed and the authority record has been updated with the new names, the closed department and the sub-department are stored in the authority record but will not be displayed until you click on the text Show department that are closed down (Figure 2, number 2). To get alternative name suggestions, click Show alternate names (Figure 2, number 3).

 

Figure 2. Search for an authority record.

Table 1 shows what information is stored in an authority record. The birth year is used for exporting entries from DiVA to the National Library Catalogue Libris, where the birth year becomes an identifier since Libris cannot receive and store LiU ID or ORCID.

Field in DiVA

Visible in the DiVA search interface

Searchable in DiVA

Given and family name

Yes

Yes

Organisation

Yes

Yes

Year of birth

No

No

LiU-ID

No

Yes

ORCID

Yes

Yes

Research group

Yes

Yes

E-mail address

No

Yes

The older function Get saved personal data and Save personal data (See Figure 3 red frame) will disappear and replaced with Connect authority record and Create authority record. The previously saved data is instead in the personal record.

Figure 3. The buttons Get saved personal data and Save personal
data
will eventually disappear.



Responsible for this page: Peter Berkesand
Last updated: 2019-10-15