IMS Bulletin #71:(7 May 2008)

Index

1. Tips and checks for module submission on Wednesday, 14 May 2008

2. Reminders

3. Warning: republishing a review which has been superseded by a more recent draft version in Archie

4. Review Contact Details Wizard

5. Questions of the week: 

(a) Question: Have you any tips on how to ensure that I choose the correct What's new Events in RevMan 5 for protocols and reviews?

(b) Question: Do I keep the 'Amended - Converted to new review format' What's New Event which is automatically generated when I convert a RevMan 4 file to RevMan 5?

1. Tips and checks for module submission on Wednesday, 14 May 2008

• Before finalising your module submission, please read the document on 'Preparing your quarterly submission to The Cochrane Library'  under 'CRG resources' at http://www.cc-ims.net/Projects/newIMS . This is an update of the document in the Phase 2 User Guide to reflect the changes because we can only release reviews for publication now if they are RevMan 5 files. The updated document will be included in the update of the Phase 2 User Guide which we are currently preparing.
• The deadline for the module quarterly submission is displayed in your local time on the event listing in the Calendar on the Organizer tab in Archie.
• Important:  Before marking a new protocol for publication, please delete all Events in ‘What’s new’ and ‘History’. For new fullreviews for publication, please retain the What's new Event ‘Amended - converted to new Review format’ but delete the History Event 'New citation: conclusions changed - Substantive amendment' if this Event refers to the first published version of the protocol. The Issue in which the protocol was first published (see 'Dates' in RevMan 5) will be published instead.  

 
2. Reminders

• Remember that the Department, Organisation, City and Country for all authors of RevMan 5 reviews marked for inclusion in the next quarterly module submission will be published in Issue 3, 2008.
• Please check that you have no duplicates to resolve in Archie (Tools > Resolve Duplicates...). If an unresolved duplicate is causing you a problem, please contact your IMS Support person for assistance.
• Be sure to check the Publication Report in Archie (click CRG name and choose Reports > Publication Report) to ensure that new, amended and updated reviews marked for publication in Issue 3, 2008, will generate the correct flags in The Cochrane Library when published.
• Remember to check the Document roles in Archie against the citation byline before marking a review for publication.
• Contact your IMS Support person if you want him/her to check any RevMan 5 converted reviews in Archie.

3. Warning: republishing a review which has been superseded by a more recent draft version in Archie

As you know, RevMan 4 reviews will continue to be published 'as is' up to and including the August module submission but if you need to republish a review now for any reason (e.g., to correct an error or make changes to contact details), you must convert the review to RevMan 5 before marking it for publication. As always, in cases where the currently published version has been superseded in Archie by a more recent draft version (which will not be ready for inclusion in your next quarterly module submission), you will have to 'Revert to' the currently published version so that it becomes the latest version in Archie before you can make your edits and mark the new version for publication. Once you have completed these steps, you will need to revert back to the draft version so that it once again becomes the current version in Archie.

In cases where the more recent draft version is in RevMan 5, the 'Reverted to' version will automatically be converted to RevMan 5. Before marking this new version for publication, you will need to run through the usual list of RevMan 5 conversion checks. In particular, it is important to check the authors on the reverted version. If the authorship on the current publication is different to the authorship of the draft in the editorial process, you will have to edit the Document roles in Archie first before checking the reverted version out to RevMan 5 and/or marking it for publication. If you have to edit the Document roles because of differences in the list of authors, please remember that you will have to edit the Document roles again when you revert back to the draft version.

In cases where the more recent draft version is still in RevMan 4, the 'Reverted to' version will also be in RevMan 4, and you will need to convert it to RevMan 5 in a separate step. You should then run through the list of RevMan 5 conversion checks before republishing, paying special attention to the list of authors, as described immediately above. Note that in this case, when you revert back to the draft version of the review this version will automatically be converted to RevMan 5, and it will be necessary for you to check the conversion of the draft, too. 

Because of the complexities involved, we recommend that in cases like those described above, you try to limit republications to only the most important changes (e.g., correcting an important error or making significant changes to the contact details of the Contact person). Please contact your IMS Support person if you have questions about this. 

4. Review Contact Details Wizard

The Review Contact Details Wizard will not allow you to republish reviews if the current publication is not a RevMan 5 file. You will have to convert the review to RevMan 5 first. Please see item 3 above.

5. Questions of the week

(a) Question: Have you any tips on how to ensure that I choose the correct 'What's new' Events in RevMan 5 for protocols and reviews?

Answer: 

(i) If the protocol or review is new, see Item 1, above.

(ii) If you are only adding feedback, the only ‘What's new’ Event should be 'Feedback incorporated' (unless you are converting the protocol or review to RevMan 5 as well, in which case you should also retain the 'Amended - converted to new review format' Event).

(iii) If the protocol or review is already published then we suggest you ask the following questions (please refer to sections 3.2 and 3.5 of the new Handbookfor definitions of the event terminology used below):

For protocols

Q1 : Is the new version an amendment of an existing publication?

Answer: If no, proceed to Q3 . If yes, choose 'Amended'.

Q2 : Does the amendment require a new citation version?

Answer: If no, proceed to Q3 . If yes, choose the appropriate event from the two available options for protocols, i.e. 'New citation: no major change' or 'New citation: major change'.

Q3 : Does the new version include new feedback?

If no, no other Event is required. If yes, add the 'Feedback incorporated' event as well.

For full reviews

Q1 : Is the new version an amendment or an update to an existing publication?

Answer: If it is an amendment, choose 'Amended'; if it is an update choose 'Updated'.

Q2 : Does the amendment or update require a new citation version?

Answer: If no, proceed to Q3 . If yes, choose the appropriate event from the two available options for reviews, i.e. 'New citation: conclusions not changed' or 'New citation: conclusions changed'. 

Q3 :Does the new version include new feedback?

If no, no other event is required. If yes, add the 'Feedback incorporated' event as well.

(b) Question: Do I keep the 'Amended: Converted to new review format' Event which is automatically generated when I convert a RevMan 4 file to RevMan 5?

Answer: If it is a new protocol, you should delete this Event but if it is a new review, you should retain it - see item 1, above. For protocols and full reviews that are simply converted to RevMan 5 for republication in the new format, you should keep this as the only Event in ‘What's new’. However, if the new, converted version is an amendment or an update to a currently published version, then you should keep the 'Amended: Converted to new review format' Event in addition to those described in the answer to Question (a), above; such versions will therefore have a minimum of 2 and a maximum of 4 What's new Events.