IMS Bulletin (29 July 2005)

Index

1. People: resolving duplicate records
2. Provisional Information Management System Group (IMSG) and RevMan Advisory Group (RAG) minutes online
3. Update on moves to Phase 2
4. Update on IMS training plans
5. Next deployment (update) of Archie: 29 July 2005
6. Questions of the week
   (a) There is a field called 'Specification' under the field 'Role' when adding an Entity role. What is this for and do I have to complete it?
   (b) Is it possible to search the Specification field?
   (c) Can I save my selection after I run a search in Archie?

1. People: resolving duplicate records

As you know, there should only be one record for every person in Archie. If you notice there is more than one record, remember to mark one as a duplicate record from within Archie so that the Primary entity can resolve the duplication using the Resolve Duplicates function. It is important to remember to do this rather than adding the role(s) to the correct record and then trying to delete the incorrect record because the Resolve duplicates function preserves existing notes and roles. To mark a record as a duplicate, right click the person's name then click on 'Mark as duplicate of...'. The Primary entity will then be notified and will resolve the duplicate. If this includes transferring the responsibility for the person's details to another entity, ie changing the Primary entity, the Primary entity of the principle record will be able to do that too.

2. Provisional Information Management System Group (IMSG) and RevMan Advisory Group (RAG) minutes online

The provisional minutes of the meetings of the IMSG (on 6 May 2005) and the RAG (on 5 May 2005) are now available at www.cc-ims.net/IMSG/Minutes and www.cc-ims.net/IMSG/RAG/Minutes. The minutes include items about the IMS.

3. Update on moves to Phase 2

Fourteen CRGs are now publishing their modules through Archie. The Collaboration's aim is for all CRGs to be submitting their modules for publication through Archie by May 2006. About a year ago, we contacted all Review Group Co-ordinators (RGCs) to find out when they would prefer to move to Phase 2 so that their move would not coincide with other pre-arranged activities within their Group. We will be contacting RGCs again to update this information. In the meantime, if an RGC has a preference to move to Phase 2 in September 2005 (ie after the August module submission) and is able to attend the workshop for Phase 2 users at the Colloquium in Melbourne, s/he can inform us now rather than wait to be contacted. Please note:
(a) This doesn't automatically mean you will be able to move to Phase 2 in September.
(b) There will be a workshop in Melbourne for the CRGs who have moved to Phase 2 by October 2005. You should therefore register for this workshop once your IMS Support person has confirmed that she will be able to work with you in September to move you to Phase 2 - see details below.

4. Update on IMS training plans

There will be a workshop on Tuesday, 25 October 2005, between 1400 and 1530 entitled 'Managing the editorial process: an advanced workshop for Cochrane Review Group Super Users in Phase 2 of the Cochrane Information Management System'. We strongly encourage everybody who is now in Phase 2 to register for this workshop when registration opens in early August 2005. There will be places for CRGs who move to Phase 2 in September to attend this workshop too. However, please don't register until we have confirmed that you will be moving to Phase 2 in September 2005.

5. Next deployment (update) of Archie: 29 July 2005

The next deployment of Archie takes place at 1500 (Danish time) on Friday, 29 July 2005. See http://www.timeanddate.com/worldclock/ for your local time. Please check the What's new in Help for full details of all the changes, many of which are a result of your feedback. These include:

For Phase 1 and 2 Users

(a) "My Tools" has been removed. Messages will now be accessed from the new Organizer tab, which has been introduced in this deployment to provide an overview of messages and calendar events. Linked to this are improvements to the messaging system. (Tip: You can edit the number of weeks you would like to view at one time from one to four weeks by clicking on the Calendar tab in Tools > Preferences.)
(b) Quick search has been simplified and is now accessible from the top right of every section. For convenience, short-cut keys have been introduced.
(c) The Export wizard makes it possible to specify the delimiter for email strings.
(d) It is now possible to delete people who have created notes. Private notes will be deleted; entity notes are transferred to the contact person for the entity; public notes are transferred to the contact person of the Primary entity.
(e) Entity report provides the total number of people assigned to a specific Role and a total for all people with at least one role in your Entity

For Phase 2 Users

(a) Publication reports for back issues of The Cochrane Library are now available to view.
(b) You can now search for people with (i) a specific document role and (ii) people with a specific entity role specification.

6. Question of the week

(a) Question: There is a field called 'Specification' under the field 'Role' when adding an Entity role. What is this for and do I have to complete it?
Answer: You do not have to complete this field. The role 'Specification' field allows you to enter a description or provide additional information about the role you are assigning a person. For example, if you employ a Secretary, you can use this field for this information.

There are two ways to enter the details of a CRG's Secretary in Archie, depending on the work the Secretary does for your CRG:
(i) assign the Entity role Staff and enter Secretary in the role 'Specification'; or
(ii) assign the Entity role Administrative Assistant and Staff and enter Secretary in the role 'Specification' for both.

The information you enter in the role 'Specification' field will appear in brackets after the Role in the person's Properties.

(b) Question: Is it possible to search the Specification field?
Answer: Yes, this is now possible. See details in the What's new for this week's deployment.

(c) Question: Can I save my selection after I run a search in Archie?
Answer: Yes, all records selected after a search in Archie can be saved using Tools > Export and labels..., which opens the Export wizard, where you can choose the export type to allow you to print, download or generate other types of files (eg for transferring data to other programs), or save for future use.