1. PC Basics > 1.4 Identity/Email
1.4 Managing Your Identity and
Digital Communications in Marine
Managing Textual Identity
Unique Digital Identity
MANAGING TEXTUAL IDENTITY
|1. Your Personal Name
- Review the most frequently used version of your name, and determine
if it is how you want to be identified for the rest of your professional
- If you speak Spanish or Portuguese, then please discuss special
Hispanic name issues with your academic librarian.
- The longer the name, the more chances for errors in spelling and
interpretation (by editors, indexers and metadata-writers).
Consider shortening multiple names down to 2 or 3, depending on
- BUT, if the name is too short, then it won't be unique and won't be
useful for searching:
- Murray Lewis Brown - Longer than most Anglicized names; OK,
but possibly too long
- Murray L. Brown - Excellent; probably unique in marine
- Murray Brown - Comes up with at least 8 people in Google, but
possibly OK; "Brown" just isn't very unique
- M. Brown - Absolutely too short
- John B. Smith Jr.
or John B. Smith Junior
- The main name is fine. But the personal suffix "Junior" or "Jr." is very awkward, in
the opinion of a senior US NOAA library officer. It may be
completely OK on personal items or in social situations, such as
introductions, business cards or nameplates on
physical items, but please don't use such suffixes within formal publications.
- For socially appropriate suffixes, John B. Smith Jr. becomes John B.
Smith II upon the death of his father (or III, or IV, etc. depending on
how many there have been). So "Junior"/"Jr." is not even permanent
within the family.
- John Smith II - The "II" should not be used unless successive
generations of published persons within one family would cause confusion
- You might consider hyphens to connect family names so they are not
confused with given (i.e. personal) names.
- Make small changes, additions or deletions to your name, if
necessary, to get a "best name"
- Immediately begin using the best name -- and only that name --
- Only exception, marriage name adjustment for women, if
- Use only the best name in academic programs, on scientific papers,
and on diplomas. If you
use any other name, you risk losing the connection between YOU and your
|2. Transliteration of Your Name
- Review the current spelling of your best name, to see how it
converts into other systems, i.e. from one UNICODE set to another.
- Yes, there are UNICODE codes
for every letter in every alphabet, but not all of these can be read or
used by all software programs. If the software screws up, then
your name will be spelled in a strange way and cannot be correctly
indexed or searched. You could publish hundreds of papers, but
people won't be able to find all of them, or to find the one most
important one you want them to see.
- Consult your own librarians to see how they advise you to spell your
best name in the language of the Internet.
- If your best name does not appear to convert correctly when you
enter it in software or online systems, then consider changing or
- Accents, tildes, cedillas, acutes, circumflexes , etc.
- Consider transliterating "common" letters from your national
alphabet to widely recognized equivalents, such as OE for the Danish
Ø, if absolutely necessary. But on
the other hand, Microsoft Outlook searches for both possibilities when
you enter either one as the search token.
- This is all completely up to you, but
you do need to take the time to consider these concepts.
|3. Consistent Spelling of Your
- After you have selected a best name and transliterated it to the
best format for the Internet, then watch out for spelling problems
- Some authors use very similar, but different, transliterated versions of
their names, for example:
- Good ol' Mo doesn't care what he uses, using
acceptable transliterations -- but 4 different spellings. You must
be careful to keep exactly the same spelling for every part of your best
name. [This is actually a real case from an MDL student.]
|4. Memberships and Registrations
- UPDATE your personal information in systems, organizations,
universities etc. with your best name, if needed
- REGISTER in
OceanExpert using your best name
- SIGNATURES: Put your best name at the bottom of all emails in the SIGNATURE
BLOCK. This helps your correspondents to keep accurate records.
- NOTIFICATION: You might even consider sending a mass email to all professional
colleagues in your mail client program to notify them of your updated or
revised best name.
|1. EMail Address
- HOW MANY? It is a huge mistake to create numerous email addresses, period.
One or 2 are probably OK; 3 is probably trouble; 4 or more are crazy
- WHICH SYSTEM? About 10% of MDL students have submitted email addresses that
disappeared within 2-3 years.
- Most "academic emails" such as firstname.lastname@example.org
are temporary and will disappear when you get your degree, so don't
- Will your agency last
forever and is your job completely safe? If not, then get a
"global system" email and use it more often.
- Don't use free email boxes of a small or local entities, such as email@example.com
- Just pick a major global system, like Yahoo or Gmail, and use
- WHAT NAME? Use a name that is recognizably yours, and not a fantasy name or
something you think is funny:
- firstname.lastname@example.org is
sexist and probably objectionable to many
is reasonably identified and looks more professional
is probably the best attempt, because the name is complete and there
is an indication of her affiliation.
- BEST NAME: When you pick an email name,
use your "best name" from above, plus perhaps a string to identify your
affiliation or agency.
- Only use lower-case
- For spacing, use full
stops (.) or underscores ( _ ), but not spaces or commas or anything
- Do not use hyphens
- Do not use special
- Accents, tildes, cedillas, acutes, circumflexes , etc.
|2. Good EMAIL Practices
- ABANDONING AN OLD BOX: If you abandon an email address, then:
- Contact important correspondents about the change
- Place a "vacation"
message at the old address about your new address, and leave it online for several
months (at least) before you close it
- REDUCE TRAFFIC: How to cut down on useless internet traffic:
- When you get an email, don't use REPLY ALL, unless that is a good
idea; think about it and stop using that for all replies
- Do not always include the entire incoming message in the reply; they
roll up like snowballs and become HUGE!
- GROUP EMAIL PRACTICE: If you initiate a group
email to a list, then send it to yourself with a BCC to the group.
This protects the email address list from spammers. Also it stops
the Mad Mailer who uses REPLY ALL just to say "Thank you", thus spamming 800 people
MANAGING UNIQUE DIGITAL
|A number of programs have recently
targeted the problems relating to use of differing names or digital
identities, especially for publications and data. This space will be
used to list these efforts, and perhaps in the future to provide any
consensus documents or mechanisms when they appear. When any universal
mechanism(s) become standard practices, then the problems described above
could possibly become mute.
- ORCID -
"ORCID provides a persistent digital identifier that distinguishes you
from every other researcher and, through integration in key research
workflows such as manuscript and grant submission, supports automated
linkages between you and your professional activities ensuring that your
work is recognized."
- ISNI -
"International Standard Name Identifier (ISO 27729). ISNI is the
ISO certified global standard number for identifying the millions of
contributors to creative works and those active in their distribution,
including researchers, inventors, writers, artists, visual creators,
performers, producers, publishers, aggregators, and more. It is part of
a family of international standard identifiers that includes identifiers
of works, recordings, products and right holders in all repertoires,
e.g. DOI, ISAN, ISBN, ISRC, ISSN, ISTC, and ISWC."
- ResearcherID - "ResearcherID provides a solution to the author
ambiguity problem within the scholarly research community. Each member
is assigned a unique identifier to enable researchers to manage their
publication lists, track their times cited counts and h-index, identify
potential collaborators and avoid author misidentification. In addition,
your ResearcherID information integrates with the Web of Knowledge
and is ORCID compliant, allowing you to claim and showcase your
publications from a single one account. Search the registry to find
collaborators, review publication lists and explore how research is used
around the world!"
- Another program, in which the
IODE is involved,
is also looking into "unique identities for individuals." More
information will be provided here later.