IMS Bulletin #64 (30 November 2007)

Index

1. Update on role of IMS Support

2. Dates for diary: workshops for CRG editorial staff

3. Authors' contact details: in preparation for the release of RevMan 5

4. Reminder: Out-of-date Reviews report

5. Checklist for authors when submitting draft protocols and reviews for editorial consideration

6. Warning: RevMan and Vista

7. Advance notification: next Archie deployment

8. Question of the week: why is a former RGC and Super User of our Group still receiving email messages about registered and deregistered titles when she no longer has the Entity Roles Super User or RGC with our Group?

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1. Update on role of IMS Support

The IMS Support roles were originally created to ensure that staff at CRG editorial bases were trained in the use of and supported during the rollout of the new IMS. However, The Cochrane Collaboration recognises that these roles should continue in the long term because new RGCs will need to be trained and ongoing support to editorial bases will need to be provided in the use of both Archie and RevMan 5. In other words, the IMS Support roles are not viewed as temporary but are considered long-term posts.

Details of the role of IMS Support have been updated at http://www.cc-ims.net/Projects/newIMS/CRG-training-and-support.htm.

In brief, the IMS budget will cover one site visit by the CRG's IMS Support person to provide IMS induction training to new RGCs. (You can view the updated IMS Induction checklist at http://www.cc-ims.net/Projects/newIMS/CRG-training-and-support.htm.) RGCs can contact their IMS Support person to provide training to other members of the editorial base (e.g. Co-ordinating Editors) or refresher training over the phone. Further visits to the editorial base can be arranged but the cost of these additional visits may have to be covered by the CRG.

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2. Dates for diary: workshops for CRG editorial staff

The following workshops are currently being organised for editorial base staff in 2008:

• RevMan conversion workshop for UK-based RGCs on 25 January 2008, in Oxford, UK
• RevMan 5 training day on 5 March 2008 (the day before the start of the 6th Annual Canadian Cochrane Symposium), in Edmonton, Alberta
• IMS Editors workshop to be held during the UK Collaborators' meeting on 11-12 March 2008, in York, UK. The date and time has still to be confirmed.

For details, go to http://www.cc-ims.net/Projects/newIMS/Training/.

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3. Authors' contact details:in preparation for the release of RevMan 5

Please refer to IMS Bulletin No.62 http://www.cc-ims.net/Projects/newIMS/Bulletins/ims-bulletin-62-12-october-2007/ for details of the fields you must complete when entering contact details for authors in Archie. With the next Archie deployment (see item 8 below), the New Person Wizard will not allow you to create a record for a person unless the City and Country fields have been completed.

With the help of the IMS Developers, we intend to send you within the next couple of weeks a list of current authors in your CRG for which the mandatory fields have not been completed so that you can ensure that the contact information for your authors is complete in advance of the release of RevMan 5. In the meantime, if you wish to check this information yourself, please remember that you can use the Advanced Search in Archie, along with the Export Wizard in Tools, to produce a report showing the information currently entered in the relevant fields for all your authors. This report can be exported and imported into Access and Excel to manipulate as you wish.

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4. Reminder: Out-of-date Reviews report

 Please remember that you can now use the Out-of-date Reviews report in Archie (right-click the name of your CRG under Resources and choose Reports > Out-of-date Reviews) to identify your out-of-date reviews quickly and easily rather than running reports as described in the IMS Bulletin No.58 (http://www.cc-ims.net/Projects/newIMS/Bulletins/bulletin-no.58-03-august-07.htm/). You can also save the Out-of-date Reviews report as an HTML document to manipulate as you wish.

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5. Checklist for authors when submitting draft protocols and reviews for editorial approval

We have been developing a checklist for authors, in consultation with the Editorial Management Advisory Group (EMAG) and the Procedures Collection Working Group, to send to CRGs when they submit their draft protocols and reviews for editorial approval. We plan to pilot this checklist at the same time as the RevMan 5 pilot is running with the intention of incorporating the checklist into RevMan 5 when it goes on general release. We will also send the draft checklist to RGCs via Adminors for comment too. Once we have everybody's feedback, we hope to be able to send the revised document to the EMAG Convenor in time for her to take it to the next meeting of the Information Management System Group's meeting in January 2008 before asking the Cochrane Collaboration Steering Group to approve it.

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6. Warning: RevMan and Vista

Some people have reported that they have not been able to use RevMan 4 on Vista or have experienced problems when using RevMan 4 on Vista. If you are a Vista user, please read the notes for Vista users on the RevMan web page at http://www.cc-ims.net/RevMan/download.htm. If you experience a problem or an author reports a problem to you, it is important that you inform us about it, including what led up to the problem. The IMS Developers need as much information as possible in order to be able to pinpoint the cause. Please note that RevMan 5 is designed to run smoothly on all major platforms, including Vista. You may therefore prefer to wait for the release of RevMan 5 before using RevMan on Vista.

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7. Advance notification: next Archie deployment

Archie 2.0 is scheduled for deployment on 10 December 2007. The main focus of this deployment will be its integration with RevMan 5. Some of the new features will be restricted to the RevMan 5 pilot CRGs and will only be available to all CRGs when RevMan 5 goes on general release. We will inform you through the IMS Bulletin when the deployment has taken place. Some of the changes which will affect all Groups are as follows:

• Renamed author Document Roles - Contact Author will be renamed Contact Person and Co-Author will be renamed Author. For RevMan 4 reviews, the labels will change, but the way the roles are used will continue as before so the Contact Person is, by definition, considered one of the authors. For RevMan 5 reviews, when a Contact Person is also an Author, which is usually the case, they should be assigned both Document Roles, i.e., Contact Person and Author. This will be the default when a review is converted from RevMan 4 to RevMan 5, i.e., the Contact Person will also be assigned the Document Role Author.
• City and Country will become mandatory fields when creating a new person.
• It will be possible to delete the current version of a document (e.g. review) if it is a draft. The previous version will then become the current version.

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8. Question of the week

Question: Why is a former RGC and Super User of our Group still receiving email messages about registered and deregistered titles when she no longer has the Entity roles Super User or RGC with our CRG?

Answer: The Entity roles RGC or Super User do not relate to the Newtitles list. To receive notification of registered and deregistered titles, the RGC must subscribe separately to the Newtitles list. The RGC must therefore unsubcribe when s/he has no need to receive such notifications - see http://lists.cochrane.org/mailman/listinfo/newtitles.