IMS Bulletin #37 (15 June 2006)

Index

Update on staffing at the Nordic Cochrane Centre in Copenhagen
Report on module submissions for Issue 3, 2006
Checking out reviews from Archie
New item for future issues of IMS Bulletin: case studies
Bug in Archie (now fixed) meant that data had to be restored
Newly marked duplicate records in Archie
Questions of the week

1. Update on staffing at the Nordic Cochrane Centre in Copenhagen

Peter Friis, Systems Developer, is no longer working at the Nordic Cochrane Centre in Copenhagen and will be replaced on 1 August 2006 by a new member of staff. Details to follow. A part-time System Administrator, Bright Amenuvor, joined the Copenhagen team on 1 June 2006. Bright will be working closely with the IMS Support team.(b)

2. Report on module submissions for Issue 3, 2006

Forty-nine of the fifty CRGs worldwide submitted their modules through Archie for the May 2006 module submission. This is a great achievement so well done to everybody. One CRG was unable to move to Phase 2 only because the editorial base moved around this time and a new RGC was appointed. However, arrangements have been made for the RGC to receive training in time for the CRG to move to Phase 2 for the August 2006 module submission.

Two CRGs were requested to resubmit their modules because of a missing review (see item 5 below). Seven CRGs asked and were granted permission to resubmit because they themselves had identified errors they would like to have corrected in the submission.

3. Checking out reviews from Archie

As you know, the last Archie deployment allows Reviews to be checked out to RevMan 4.3 from within Archie (highlight title of review > right click > choose 'Check Out (XML)' > choose 'Open'). However, please remember that you must have the latest version of RevMan installed if you want to use this new feature because it is the only version of RevMan which recognises the new file extension (r4x) generated by this function (for the latest version of RevMan, go to

http://www.cc-ims.net/RevMan/RevMan4.3).

4. New item for future issues of IMS Bulletin: case studies

At the UK RGC meeting earlier this month, we used a series of case studies to demonstrate how to use Archie. The case studies outlined real-life situations we have had to deal with (for example, when working with reviews from authors or reviews we sent to editors) and how we used Archie to help us manage the process. The RGCs at this meeting felt that this was helpful and there was a suggestion to add case studies to the Bulletin as a regular feature. We are happy to do this if you think this would be helpful. Therefore, if you have a scenario you would like us to share with RGCs through the Bulletin or you have an example of how you used Archie in a situation that you think would be helpful to share with other CRGs, please let us know and we will feature it in a future issue of the Bulletin

5. Bug in Archie (now fixed) meant that data had to be restored

During the 25 May submission, Wiley's validation checks detected that two reviews had disappeared from Archie. The reviews were restored from Archie's back-up and the modules were resubmitted. Subsequently, the IMS Development team discovered that a further 5 records had disappeared in the days following the submission (but these did not affect the submission), and this led to the discovery of a bug in Archie. The bug was fixed immediately, and the missing records were restored from the back-ups. Each of the affected groups was contacted individually.

6. Newly marked duplicate records in Archie

Over the past couple of weeks, IMS Support have been systematically searching for, and marking, previously unmarked duplicates in Archie. Please check to see whether there are any new duplicates in your Group (Tools > Resolve duplicates) and resolve these as soon as possible. If you find you have a large number of duplicates entirely within your Group (i.e., where both records have your Group as the primary entity), this probably means that you need to pay closer attention to the feedback the system provides on contact details when you are checking reviews in to Archie from RevMan. Specifically, you need to be sure to investigate cases where the check-in report that displays at the end of the check-in procedure in RevMan indicates that a new record has been created for one or more authors. Remember that even minor differences between the information contained in the RevMan file and the information contained in an existing record in Archie can generate a new (unmarked) duplicate record in Archie. For further information on the optimal management of contact details in the new IMS, see the document that was circulated at the Melbourne colloquium (http://www.cc-ims.net/Projects/newIMS/Training/Contact-details-and-IDs.pdf). If you need additional guidance on this, or advice on resolving your existing duplicates, please contact your IMS Support person.

7. Questions of the week

(a) Question: Why can't my Co-ordinating Editor see the Reviews folder in Archie?

Answer: Everyone who has been given a User account for Archie by their Primary entity's Super User can see the People folder. However, the viewing of the other folders (Documents and Reviews) is arranged on an individual basis. This means that if you want your co-ordinating Editor to view the Reviews folder, you must ask your IMS support person to arrange this.

(b) Question: Why can I no longer see the Reviews folder and what should I do in such cases?

Answer: There have been a few instances of people no longer being able to view their CRG's Reviews folder. If this happens to you, please contact your IMS Support person who will arrange for your 'view' of the Reviews folder to be reinstated. It would also be helpful if you could let your IMS Support person know if you made any changes to Archie before this happened; for example, if you changed your Archie password.

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