IMS Bulletin #32 (10 March 2006)

Index

• For all
  1. Where to find your Group code in Archie
  2. Citation bylines that include the name of a collaborative group
  3. Report on Archie module submissions for Issue 2, 2006
• For Phase 2 Users
  4. Editing the Permissions for the Entity role 'TSC' to allow TSCs to check out reviews for editing
  5. Registering new titles
  6. Tip: Searching a string (such as a review title) containing stop words
  7. IMS question of the week: When registering a title in Archie, what does the Review wizard search when checking for potential duplicates?

For all

1. Where to find your Group code in Archie

In ModMan, your Group code appeared in the Coversheet alongside the heading 'CRG search code in The Cochrane Library'. In Archie your Group code is known as the 'Publisher ID' and can be found in the 'Info' tab within the Properties for your CRG. You cannot edit it in Archie.

2. Citation bylines that include the name of a collaborative group

The list of authors for citations can be a collaborative group (for example, 'Early Breast Cancer Trialists' Collaborative Group') or a combination of one or more authors and a collaborative group. Where group authors are included in a list, they should be separated by a comma from the name of the larger group; for example, 'Jones BA, Smith PJ, Early Breast Cancer Trialists' Collaborative Group'. Extraneous text, such as 'on behalf of', should not be included. Ideally, the order of authors should relate to their relative contributions to the Review. The person who contributed most should be listed first. This guidance will be included in the next update to the Handbook.

3. Report on Archie module submissions for Issue 2, 2006

From Ben Hickling, Project Editor, John Wiley & Sons Ltd

A new process developed by the IMS team at the Nordic Cochrane Centre and Wiley was used for the module submission of the 44 CRGs in Phase 2, with Wiley collecting from Archie at the submission deadline. The publication wizard was locked during the specified validation period (being unlocked by Wiley to allow changes for resubmission where necessary). Feedback reports similar to those previously provided by Update Software were sent to RGCs.

Both the IMS team and Wiley agree that the first submission using the new system went well, in spite of two unforeseen set-backs. On the first day, Wiley experienced the worst failure of its e-mail system it has had for some time - a rogue e-mail caused the server to crash and it was down for most of the day - so the team had to resort to the phone. There was also a technical problem with Archie, which meant almost all the initial feedback reports to RGCs were incorrect but the IMS team and Wiley quickly devised a solution, sent an explanatory note out to the groups followed by revised feedback reports. In spite of the slow start on the feedback, Wiley made contact with all the groups who had validation errors in the feedback, or experienced difficulties in meeting the deadline, and all problems were resolved within the period we had scheduled. We do not anticipate a repeat of these failures in Issue 3 as the bug in Archie has been fixed and it would be unlucky if Wiley experienced another e-mail failure that coincided with module submission.

Wiley's feedback reports listed errors for three Archie modules and one ModMan module. In addition, some RGCs discovered some errors in their records and requested a resubmission. In summary, seven CRG and two non-CRG modules were resubmitted through Archie, along with two ModMan modules. None of the ModMan back-up modules for the new Archie Groups were needed.

For Phase 2 Users

4. Editing the Permissions for the Entity role 'TSC' to allow TSCs to check out reviews for editing

To enable TSCs to check out and edit the search strategy sections of their CRG's reviews, RGCs can edit the Permissions for the Entity role 'TSC' rather than assigning them a Document role to individual reviews. To do this, go to your CRG's Properties > Roles > Trials Search Co-ordinator > Edit > Permissions, then check the boxes 'Edit module document' (to allow editing of the CRG's module text) and 'May edit all documents' (to allow checking out and in of Reviews).

5. Registering new titles

Remember to register new titles in Archie (New > Review > Create new title) as well as the Titles Manager website. Once all CRGs are in Phase 2, it should no longer be necessary to use the Titles Manager website. We will let you know when the use of the Titles website is no longer necessary.

6. Tip: Searching a string (such as a review title) containing stop words

When you search for a string in Archie that contains stop words, such as 'for', you need to enclose the string in quotation marks (").

7. IMS question of the week

Question: When registering a title in Archie, what does the Review wizard search when checking for potential duplicates?

Answer: It searches for the title in all documents (e.g. module text) in Archie as well as the text and title of all reviews.