IMS Bulletin #93 (4 December 2009)

Index

For all CRGs
1. Report on Archie quarterly module submissions for The Cochrane Library 2010, Issue 1 (from Michelle Ames, Production Editor, John Wiley & Sons)
2. Complimentary subscriptions (Online and DVD)
3. Questions of the week
(a) Do we need to keep copies of old CDs of The Cochrane Library?
(b) Are Stable reviews flagged as Stable when first published as Stable in The Cochrane Library?
(c) Several authors have asked if they can donate their Cochrane Library subscription to an institution. Can they do this?

For Stage 2 workflow pilot Groups
4. Update on Stage 3 of the workflow pilot
5. Workflow Role: External Referee  
6. Reminder: changing Workflow Roles as a workflow progresses 

For all CRGs

1. Report on Archie quarterly module submissions for The Cochrane Library 2010, Issue 1 (from Michelle Ames, Production Editor, John Wiley & Sons)
Wiley collected data for all Cochrane entities from Archie at the quarterly submission time and emailed feedback reports to all CRGs. Seven CRGs requested late changes, so their modules were unlocked to allow these to be made, and then re-collected.

 2. Complimentary subscriptions (Online and DVD)
Following the quarterly submission deadline, Wiley generates a report from Archie to provide a list of all the individuals who are eligible to receive a DVD or online account for the forthcoming Issue of The Cochrane Library. For Issue 1, 2010, Wiley will generate this report on Friday, 11 December 2009. Therefore, it is  important that you inform eligible authors that they must choose their subscription option in Archie by 10 December since any changes made after this date will not be picked up by Wiley until the next submission deadline (i.e. February 2010). Please contact Michelle Ames (mames@wiley.com) if you have any questions.

3. Questions of the week 

(a) Question:   Do we need to keep copies of old CDs of The Cochrane Library?
Answer: No, now that all versions of published reviews are archived in Archie and all new citation versions, including the protocols, are archived in The Cochrane Library, there is no need to keep individual copies of the old CDs at the editorial base, unless you wish to keep them for historical reasons. However, please note that the Secretariat keeps one copy of each Issue for historical reasons. Wiley also keeps copies of all Issues, from the time of the start of their contract with the Collaboration.

(b) Question: Are Stable reviews flagged as Stable when first published in The Cochrane Library?
Answer: No. If you choose the What's new Event 'No longer being updated' in RevMan, this does not generate a flag when this version is first published in The Cochrane Library; instead, this Event updates the ‘Status in this issue’ information within the header of the review in The Cochrane Library to Stable.

 (c) Question: Several authors have asked if they can donate their Cochrane Library subscription to an institution. Can they do this?
Answer: No, a Contact Person for a new or up-to-date review cannot donate their Cochrane Library subscription to an institution. However, they can donate it to an individual with a record in Archie, e.g. a co-author.

For Stage 2 workflow pilot Groups

4. Update on Stage 3 of the workflow pilot
Archie 3.0 will be released on 14 December 2009. This release will include the functionality requirements for Stage 3 of the workflow pilot. We plan to start rolling out the workflows to more pilot groups as from January 2010, by which time we will have updated the User Guide to reflect the new functionality available in Stage 3. The current Stage 2 pilot Groups will be sent the User Guide as soon as it is available. If you are not currently a pilot Group but you would like to join the workflow pilot, or reconfirm your willingness to join at this stage, please contact your IMS Support person to arrange training in the New Year.

5. Workflow Role: External Referee  
Workflow Roles control who does what within the workflow in the sense that individual tasks are assigned to a Workflow Role rather than directly to a person. When a workflow is started, the Workflow Role 'External Referee' will be assigned by default to people with the corresponding Document Role 'External Referee' for the review. However, please note that the Workflow Role 'External Referee' is partially independent from the review Document Roles in that you can assign the Workflow Role to anybody, including members of your editorial team and consumers, who comment on the review as part of the editorial processing of the review after the internal checks have taken place and the review is ready to be sent to content referees.

6. Reminder: changing Workflow Roles as a workflow progresses
Remember you can change Workflow Roles at any stage in the development of a workflow without losing the history of the people involved in the earlier stages of the workflow. If a new Contact Person takes over the review after the workflow starts, for example, the name of the previous Contact Person will be retained in the workflow’s History against the tasks they completed during the time they were the Contact Person. (Note that because the Workflow Role ‘Contact Person’ is linked to the Document Role ‘Contact Person’, changing the Document Role automatically changes the Workflow Role as well but it does not work the other way around. In other words, changing the Workflow Role ‘Contact Person’ will not change the Document Role ‘Contact Person’.)

Taking this principle a step further, you could therefore reassign Workflow Roles as a workflow proceeds to reflect how your editorial process works; for example, if one person at the editorial base is responsible for the initial checks on submitted drafts but another person is responsible for inviting referees to comment on drafts, you will be able to capture this in the History for the workflow by changing the name of the person with the Workflow Role ‘Editorial Base’ at the appropriate stages.