IMS Bulletin (2 December 2005)

Index

1. Update on module submissions by CRGs in Phase 2
   a) Number of 'Archie' module submissions
   b) Report on 'Archie' module submissions for Issue 1, 2006
2. Reminder: maintaining contact details in Archie
3. New documents with updated guidance for Phase 2 users
4. Questions of the week: for Phase 2 users
   (a) Question: Do we have to run the Publication wizard if we want to publish a change to contact details?
   (b) Question: I can't view the graphs for my reviews in Archie. Why?

1. Update on module submissions by CRGs in Phase 2

(a) Number of 'Archie' module submissions

CRGs who have moved to Phase 2 no longer send their modules (protocols/reviews approved for publication and information about their CRG) to Update Software using ModMan. Instead, they release their modules through Archie.

• In May 2005, five CRGs submitted their modules through Archie
• In August 2005, 15 CRGs submitted their modules through Archie
• In November 2005, 24 CRGs submitted their modules through Archie

We expect another 19 CRGs to move to Phase 2 of the IMS before the next module submission deadline on 22 February 2006.

(b) Report on 'Archie' module submissions for Issue 1, 2006

The IMS team at the Nordic Cochrane Centre release the 'Archie' modules to Update Software. On 17 November 2005, they submitted the modules for the 24 CRGs in Phase 2 at that time. The CRGs who were publishing for the first time in November 2005 also sent the Nordic Cochrane Centre a back-up module submission in ModMan in case of problems with their Archie submission. After the module deadline, Update Software sent all the CRGs' RGCs the usual feedback report. Of the 24 CRGs, Update Software's feedback reports listed errors in protocols and reviews for five 'Archie' modules. In addition, a few RGCs discovered some errors in their records and requested a resubmission. One RGC mistakenly resubmitted the ModMan module during this process rather than asking the IMS team to resubmit the Archie module. In summary, five Archie modules and one ModMan module were resubmitted. None of the ModMan back-up modules for the new Archie Groups were needed.

Errors identified:

• Incorrect date of substantive amendment (ie did not fall within the three months leading up to the November module deadline): two CRG modules. These cases were unrelated to Archie but module resubmissions were necessary.
• An old (deleted) review and a withdrawn protocol reappeared in the documents to be published for two CRG modules resulting in these records being assigned both the status 'new' and 'withdrawn', which should be mutually exclusive. This was picked up by Update Software's validation routines. This happened because all past issues of The Cochrane Library (back to Issue 1, 1995) have been imported into Archie and, therefore, Archie contains a complete and more comprehensive history of protocols and reviews than some CRGs hold. In both these cases, Update Software removed the status flag 'new'. Before the next module submission, the IMS team will liaise with Wiley about how these records should be handled in future submissions.
• One CRG module contained three protocols that should not have been released for publication because their complete reviews were also included in the module. This occurred because the review IDs had changed between protocol and review stage.

2. Reminder: maintaining contact details in Archie

All contact details for authors and editorial staff must be entered and kept up-to-date in Archie and not RevMan.

For Phase 2 users

You should not update contact details in Archie from RevMan 4.3. All edits should be made in Archie. When you next check the protocol or review out of Archie, it will transfer the updated contact information in Archie to RevMan and not the out-of-date contact information that came with the original RevMan file.

Check to see if the Edit notifications in your Properties are checked to ensure you receive notification of changes to contact details for your CRG's contact authors so that you have a record of any protocols or reviews you need to republish by the next module submission.

3. New documents with updated guidance for Phase 2 users

We developed documents, based on our experience of using Archie over the last year, for our demonstration at the Advanced IMS workshop in Melbourne. They cover the following topics: Detailed guidance on dealing with contact details and contact IDs in Phase 2; Registering a title; Receiving an update to a published Review; Publishing; and Releasing your module for publication: final checks. These documents are now available at www.cc-ims.net/Projects/newIMS/Training/ (and will soon be made available through Archie's Help system too). We hope you find them helpful. If you have any comments or questions about them, please contact your IMS Support person.

4. Questions of the week for Phase 2 users

(a) Question: Do we have to run the Publication wizard if we only want to publish a change to contact details?

Answer: Yes. If you only want to publish a change to the contact details for the contact author of a previous publication, you must run the Publication wizard. (It's not necessary to do this for co-authors because their contact details are not currently published in The Cochrane Library.) You do not have to check the protocol or review out to RevMan to do this because contacts are maintained in Archie and not RevMan.

(b) Question: I can't view the graphs for my reviews in Archie. Why?

Answer: This might be because you need to install the SVG viewer. To do this, go to www.adobe.com/svg/viewer/install/main.html.