Friday, 7 December 2012

How to set up your NLA Trove Account

For those who have yet to set up their accounts with the National Library of Australia (NLA), here is a reminder of the process.

There are prerequisites that must be met before contacting NLA.

  1. Have your ISIL code and contributor name
  2. Have records ready for harvesting (very important)
  3. Have a harvesting point
  4. Records are either in RIF-CS or EAC-CPF
  5. Records should be available for harvest via OAI

Please be familiar with these training modules. Any questions, please ask.

From the NLA’s perspective you are the Contributor. To get your party records into Trove, the basic process - in sequence is:

  1. You, the Contributor, have records to Contribute to the NLA Party Infrastructure
  2. The Contributor makes these records available for harvest via OAI-PMH in a schema that the NLA can process (RIF-CS or EAC-CPF)
  3. The Contributor provides to Trove the following details:
    • Contributor name
    • Contributor ISIL
    • Contact person
    • Schema used for records
    • Base URL for harvesting by NLA via OAI-PMH
  4. With this information the Trove submits a request to the NLA’s IT Section to set up the Institution as a Contributor in Trove and the Trove Identities Manager (TIM) - (this can take a week or more to happen).
  5. When this has been done the Trove team will set up the NLA TEST Harvester to do a Test harvest of the records. These records are checked for content and if changes are required the Trove team will communicate with you.
  6. When any issues are resolved, Trove will do a full Test harvest and pass the records through the auto matching process and the records that pass the auto rules will be loaded to Trove TEST and the records that fail the auto match process will be loaded to the unmatched record queue in the TIM Beta system.
  7. The Contributor can then be given access to the TIM system to their un-matched records so they can manually check for existing names to match against or to create new records from their unmatched records. This access requires the Contributor to be a Trove registered user, by signing up to both the Trove production service ( and the Trove Test system ( using the same user name, password and email address.
  8. If there are no issues with the records in TIM Beta and Trove Test , we will then complete the work and do a harvest into Trove and TIM, where the records will be publically available with their NLA party identifier.
  9. Trove will then set up a schedule to do automatic incremental harvest at a time and frequency that suits the Contributor. A party record is allocated an NLA party identifier when it passes the auto matching rules in the identity service processing and is displayed in Trove in the People and Organisation zone. For records that do not pass the auto matching rules the records are loaded to the Trove Identities Manager (TIM) where manually reviewing is required. When an unmatched record in TIM is matched to an existing identity or is used to create a new identity, then this record acquires a NLA identity and is displayed in Trove.

Some useful documentation about the process for a Contributor to get their records into the Party Infrastructure is on the NLA wiki page . See the ‘Contributor Guide to the Party Infrastructure’.

If you have questions or just need clarification then,
  1. Submit your enquiry through the Trove Contact us form and indicate your question is about contributing People records.
  2. Contact Simon Pockley 03 99020549, 0418575525 or Julie McCulloch 03 9905 6275,
    0412 673 335 or Amir Aryani 02 6125 0586, 0478 401 224


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