Managing research outputPure manual

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1. CONTEXT• Why put bibliographic records of your research output into Pure? • What are ITM publications and authors?

2. ORGANISATION• Workflow and roles of units, authors and the library

3. ADDING AND EDITING BIBLIOGRAPHIC RECORDS• Automatic and manual import of records• Editing records

4. UPLOADING FULL TEXT• Publisher's archiving policy• How to upload full text

5. FINALISATION • Saving and/or sending of records for approval/validation

Overview of slides

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Staff Publications Pure

PERIOD 1900-2015 1900-…

YEARS TO BE ADDED Up-to-date 2014 + 2015 + …

TYPE OF DOCUMENTS ITM research output ITM + non-ITM research output

(META)DATA ADDED BY Library Researchers

VALIDATED BY Library Library

BIBLIOGRAPHIC METADATA USED FOR

ITM website, official publication lists (annual reports, MR), bibliometric analyses

ITM website, personal CV, official publication lists (annual reports, MR), bibliometric analyses

DATA USED FOR Digital archive of ITM publications

Digital archive of ITM publications

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Given the impact on personal, unit and institutional level for full and faultless lists and analyses, the responsibility now lies with the authors:

1. All authors must contribute.2. All of the ITM publications must be added.3. All (meta)data must be correct.

“PURE will be as good as the quality of data it holds”

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• ITM Personnel, Interns, PhD students Everyone publishing with an ITM affiliation.

• Decide in advance on unit level who will do the follow-up of new publications of former employees (after retirement, end of contract of temporary staff, PhD students etc.).

Appoint a Trusted User

1. All ITM authors must contribute

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2. All of the ITM publications must be added

CONDITIONS MANDATORYWill be validated

OPTIONALWill not be validated

ITM affiliation Publications from ITM staff with ITM name/address

Publications from ITM staff without ITM name/address

Document types Books, chapters, articles, doctoral dissertations

Policy documents, presentations, abstracts

Roles Author Contributor, Member of working group

Publication status “Published”: year of publication, volume, issue & pages

“Epub ahead of print”: available online but not published yet (Author will check regularly for update.)

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Epub ahead of print vs. Published articles

EPUB AHEAD OF PRINT: no volume, issue, pages shown

PUBLISHED : volume, issue, pages

Publication state

Required? Description Which publications?

Action to be undertaken?

Who? Record status in Pure

Epub ahead of print

Optional Accessible online but not fully published yet

Articles in Pubmed

Check for update on journal website

Author Created

Published Mandatory Official year of publication, volume, issue and pages are known

Articles in Pubmed

Update metadata in bibliographic record in Pure

Author Switch to “For approval”

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• It is the responsibility of the author to provide correct (meta)data.

• Get trained or check the manual for detailed instructions.

• Workflow: bibliographic records will be approved and/or validated by the Library.

3. All (meta)data must be correct

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1. Information and support– Manual (Intranet)– Training sessions– Personal advice (if needed)

2. Back office work– Management of master data

• Journal title: correct name, JIF, archiving policy• Publishers: correct name

– Editorial tasks• Check bibliographical data sent by author• Check if PDF files match archiving policies• Validation of bibliographic records (within 5 working days, except

July-August)

What the library will do

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What needs to be done by the authors? – Add the 2014 backlog (ITM: 441 publications, 60 already added)– Add the 2015 and future publications

[Until 31/12/2015 the Library will guarantee a parallel import in Staff Publications database (for reference and evaluation)]

• 2014: 441 ITM publications • Automatic import from an online source (Pubmed): 346

A1, A2, A3 Articles, Letter, Comment, Editorial• From file or manual import: 95

A3-A4 Articles, Letter, Comment, Editorial Book, Contribution to book, Doctoral dissertation [Policy documents, Abstracts, Presentations]

Some figures

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1. Import/add metadata of Epub ahead of print (optional)– Automatic (online) Pubmed import, from file or manually

2. Check publication status (optional)– Check journal website until the article is published – Do not check Pubmed: sometimes long delays!

3. Add updated metadata or import/add published document4. Check publisher’s archiving policy

– Information can be found in the bibliographic record

5. Upload full text6. Save non-validated documents or send ‘for approval’7. Add/correct bibliographic metadata (if requested)

Workflow on document level

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Workflow on document level

EPUBA1 article

PUB

PUBLISHER PDF and AUTHOR VERSION

NO FULL TEXT

2. Check publication

status (optional)

1. Import/add metadata (optional)

4. Check archiving

policy

5. Upload full text

3. Add (updated)

bibliographic & project

data

6. Ask for approval or validation

7. Add/correct (meta)data

APPROVED

VALIDATED

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Three possibilities:

3. Importing/adding bibliographic records

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Import from an online source

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Import from an online source

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Import from an online source

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• Pubmed is not 100% reliable!

Automatic import from an online source

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Import from file

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Import from file: RIS (cf. RefMan) or BIBTEX

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Import/reject records – wrong person

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Import/reject records - duplicates

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Import/reject records - duplicates

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Check for the right affiliation

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Select the right affiliation

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Select the right affiliation

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Select the right affiliation

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Select the right affiliation

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Select the right affiliation

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• Check affiliation– Check all authors!– Switch affiliation to External if necessary

• Unvalidated documents– Managing organizational unit: External organization– Switch “Visibility” to Campus – Restricted to specific IP range

Important

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Change template

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Change template

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Mandatory fields

* = mandatory

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Mandatory fields

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Mandatory fields

NON-VALIDATED DOCUMENTS

Select:

Campus – Restricted to Specific IP Range

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Optional field - abstract

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Manual import – create a new record

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4. Uploading full text

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• Depending on the publisher’s archiving policy:– Publisher PDF is allowed– Publisher PDF is allowed after an embargo (6m, 12m, 24m…)– Publisher PDF is not allowed

Publisher PDF and/or author version?

Document version

Version Format Visibility

Publisher PDF Mandatory Online published version, with publisher’s layout

PDF - Public – no restriction: Open Access - Campus – restricted to IP range: all other archiving policies

Author version Optional Last version sent to publisher

PDF Public – no restriction

Add both documents if available!

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Check publisher’s archiving policy

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Upload full text

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Upload full text

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Last step

Created Non-validated documents and Epub ahead of printFor approval Published ITM publications

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http://intranet.itg.be/pure

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