IMS Bulletin #70:18 April 2008
IMS Bulletin (No. 70) for CRG Super Users (18 April 2008)
Index
1. Cochrane mailing lists
2. Converting reviews from RevMan 4 to RevMan 5 at
editorial bases of CRGs
(a) Reminder: read 'Converting reviews from RevMan 4 to RevMan 5 format
at editorial bases of CRGs'
(b) Details of payments to be made to CRGs for converting
their own Group's reviews
(c) Tips when converting reviews from RevMan 4 to RevMan
5
(d) Reminding and
communicating with authors whose published RevMan 4 files must be
converted this year
3. Publication View for RevMan 5 reviews in
Archie
4. Questions of the week:
(a) How is the Out-of-date report in Archie compiled?
(b) Should the RevMan 5 date ‘Assessed as Up-to-date’
be later than the ‘Date of Search’?
(c) When I attempt to check into Archie a RevMan 4
file (in RevMan 4.3 XML format) from a review team for a review
which I have already converted to RevMan 5 in Archie, I am told that
the file format is incompatible. What do I do?
1. Cochrane mailing lists
Except for the Authors' email list, which is compiled from the contact details in Archie, other Cochrane mailing lists are currently not compiled from the Archie contact details. You should therefore remember to inform the Secretariat if members of your editorial base who are subscribed to Cochrane mailing lists (such as adminors, co-eds or tscs) change their email addresses.
2. Converting reviews from RevMan 4 to RevMan 5 at editorial bases of CRGs
(a) Reminder: read 'Converting reviews from
RevMan 4 to RevMan 5 format at editorial bases of
CRGs'
Please remember to read 'Converting reviews from RevMan 4 to RevMan 5 format at editorial bases of CRGs' (see http://www.cc-ims.net/RevMan/RevMan5/Conversion_instructions.pdf) before converting your CRG’s reviews.
(b) Details of payments to be made to CRGs for converting their own Group's reviews
You should have received a message from Monica Kjeldstrom informing you of the amount you will be given if you agree to convert your own reviews before the November 2008 module submission, along with details of how the payment can be made. If you have not received this email, please inform your IMS Support person.
(c) Tips when converting reviews from RevMan 4
to RevMan 5
We advise that you always convert
the Archie RevMan 4 review to RevMan 5 in
Archie before checking the review out to RevMan 5 to make edits so
that you have a record in Archie of the latest version of the
review both as a RevMan 4 and a RevMan 5 file.
To convert the review in Archie:
- Right-click review title in Archie
- Select ‘Convert to RevMan 5 format’ (which will automatically update the contact details with the details in the Archie records)
- View converted version against conversion checklist and/or check review out to RevMan 5 if you need to make edits
If you have any tips on converting reviews to RevMan 5, please let us know and we will include them in future issues of the IMS Bulletin.
(d)
Reminding and communicating with authors whose published RevMan 4
files must be converted this year
It is important that authors of reviews in
Archie know when you intend to convert their review to RevMan 5 to help
keep situations such as the one described in 4(c) below to a minimum.
We suggest therefore that you agree a plan of action with
your authors to ensure that they are not converting their reviews or
updating them using RevMan 4 at the same time or after you have
converted the latest Archie version of their reviews to RevMan 5. To
help, we have added a new message to
http://www.cc-ims.net/Projects/newIMS/Bulletins/standard-letters-to-authors-and-editors/Example-email-requesting-contact-authors-to-let
which one RGC has sent to all her authors (but addressed to contact
authors only) in case you wish to adapt this for your own
purposes.
3. Publication View for RevMan 5 reviews in Archie
You will have noticed that for RevMan 5 reviews in Archie, there is no Publication View. Now that Issue 2, 2008 of The Cochrane Library is published, the IMS team can start to implement the Publication View for RevMan 5 reviews in Archie for implementing in a future Archie deployment. In the meantime, if you are interested, you can see how RevMan 5 reviews are rendered in The Cochrane Library by looking at the new reviews from the RevMan 5 pilot CRGs in the current issue of The Cochrane Library.
4. Questions of the week
(a) Question: How is the out-of-date report in Archie compiled?
Answer: The out-of-date report in Archie (right-click on name of CRG > Reports > Out-of-date reviews) lists the reviews that have not been updated in the last 10 issues of The Cochrane Library as well as those that will become out of date in the next four issues of The Cochrane Library. For reviews published in RevMan 5, the report uses the date review last assessed as up to date. For reviews published in RevMan 4, the latest of the following dates are used: date of last substantive update; date searched.
(b) Question: Should the RevMan 5 date ‘Assessed as Up-to-date’ be later than the ‘Date of Search’?
Answer:It depends on what you did with the results of the latest search. If the search the TSC/authors conducted did not identify new reports, we suggest that the date last assessed as up to date may reasonably be the date of the search, or at most six months later than the search to allow other edits and pre-submission editorial processes to take place, as described in 3.3.2 of the Handbook (http://www.cochrane-handbook.org/); which also states that "The date on which the review was last assessed as being up to date will often coincide with the date on which the authors submit the review for consideration to be published in the Cochrane Database of Systematic Reviews (CDSR)". If the search identifies studies to be included in the review, then the guidance allows for a maximum of six months for these to be fully incorporated into the review before the date assessed as up to date needs to be 'back-dated'.
However, if the TSC/author updates the search just before the approved review is to be released for publication and they agree to add the new reports to the awaiting assessment section of the to be published file then it could be appropriate for the date of last search to be after the date review is assessed as up to date.
(c) Question: When I attempt to check into Archie a RevMan 4 file (in RevMan 4.3 XML format) from a review team for a review which I have already converted to RevMan 5 in Archie, I am told that the file format is incompatible. What do I do?
Answer:Once a review has been converted to RevMan 5 in Archie, you cannot check a RevMan 4 version into Archie. If a review team subsequently sends you a RevMan 4 version, you will have to open the authors' RevMan 4 file in RevMan 5 before checking the RevMan 5 version into Archie. We suggest that you do not make any edits to the RevMan 5 version before checking the review into Archie so that you have a record of the authors' version (converted to RevMan 5) in Archie.
