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IMS Bulletin #69 (4 April 2008)

IMS Bulletin for CRG Super Users

Index
1. Release of RevMan 5 - letter to authors
2. Checking for updates to RevMan 5
3. Sample emails
4. Reminders:
(a) Archie messages
(b) Resolving duplicates in Archie
(c) IMS Support
5. Licence for Publication forms
6. Questions of the week:
(a) Are Copy Edit Support copy editors now working exclusively in Archie and in RevMan 5?
(b) I am employing a person to convert our reviews from RevMan 4 to RevMan 5. How should I give this person access to the reviews in Archie that are to be converted?

1. Release of RevMan 5 - letter to authors

RevMan 5 was released on 15 March 2008. On 6 March 2008 a letter about the implications of the release of RevMan 5 for all Cochrane authors was sent to all people with the Entity Role 'Author' and an email address in Archie. We have been informed that some authors have reported that they did not receive the emailed letter. We therefore suggest, when corresponding with your authors about the release of RevMan 5, that you provide them with the link to the letter (http://www.cc-ims.net/authors/rm5-letter.pdf) in order to ensure that they have received the letter or to remind them about the letter because it provides authors with the link to http://www.cc-ims.net/authors with all the information and resources they need (such as how to download RevMan 5, the Quickstart Guide for Authors using Archie, RevMan 5 rollout plans, RevMan 5 FAQ, the Cochrane Handbook for Systematic Reviews of Interventions, etc).

 
 
 
  • Please checkto ensure that, as a Super User, you will receive a message when an author checks a review in to Archie for editorial approval (open your personal Properties in Archie, go to the Settings tab, and click Edit Notifications...). The box next to "Documents in the [X] Group are submitted or marked for publication" should be checked. If it isn't, you won't receive notification when one of your authors checks in a review to Archie. You can also choose to send these messages via the Archie messaging system or your email account. 
  • Rememberthat authors can now request an Archie user account via the Archie log-in screen. When this happens, the CRG's Super User will receive an automatic Archie user account request from Root User, via the Super User's Administration messages in Archie, asking for his/her approval to initiate the registration process for the author. Please remember that the author's request for an Archie user account may be because they are working on a review for another CRG. It is therefore important that you check your Administration messages in Archie, ideally, daily.
  • If you think it is not appropriate for your CRG to be the Primary Entity for an author because, for example,  the person is not a contact person for a review with your CRG but is now the contact person for a review with another CRG, as the current Primary Entity, you can change the author's Primary Entity via the pull-down list for Primary Entity on the General tab of the Properties for the author's record.

(b)Resolving duplicates in Archie
It is very important that Super Users check regularly for duplicates (Tools > Resolve Duplicates...) and resolve them as soon as possible to ensure that the work of another Group is not delayed. If an unresolved duplicate is causing you a problem, please contact your IMS Support person for assistance.

Warning: If a person has a 'marked' duplicate record in Archie and  the author's registration account   has been initiated through this duplicate record, after the duplicate is resolved, s/he will no longer be able to access Archie because the registration will not transfer to the primary record. The Primary Entity will therefore have to initiate the registration process again (Properties > Settings > User account...) and inform the author.

 (c) IMS Support
We aim to respond to IMS queries from the CRGs we support within one working day. There may be good reasons why this may occasionally not be achievable. If you do not get a reply within one working day from your IMS Support person, please forward your email to general@support.cc-ims.net, ideally copied to your IMS Support person, and another member of the support team will respond to your query - please see http://www.cc-ims.net/Projects/newIMS/Training/IMS_Support for your IMS Support person's contact details.

5. Licence for Publication forms

The Publishing Policy Group (PPG) was not able to finalise the Licence for Publication form in time for the release of RevMan 5; hence the reason that it is not included in the current version of RevMan 5.  The form will be included in an upgrade to RevMan 5 as soon as it is available. In the meantime, we have made them available to you and authors at http://www.cc-ims.net/authors/permission-for-publication-forms/. You will, however, have to prepare the form manually. 

 You will see that there are two forms. The first form is the version that iscurrently being updated by the PPG and is to be used for protocols as well as reviews. Athough it has been agreed in principle that a Licence for Publication form should be signed by authors for all new protocols (RevMan 5 pilot CRGs used such a form during the RevMan 5 pilot), it is still not yet 'official' policy. It is therefore your decision at the moment if you wish to ask authors of to be published protocols to sign the form or not but please note that the Publication Wizard in Archie has been set up to request that you confirm that you have received a signed form from authors before you release their protocol for publication. Therefore, if you decide not to request signed forms from your authors of to be published protocols then, currently, this is the one occasion when you can check this box to say you have the signed forms without receiving them.

 Authors must sign Licence for Publication form for new reviews and 'new citation' versions of reviews. The second form is the version that is provided in the Cochrane Manual, which you can continue to use until the updated form has been released. Again, you will have to prepare this manually for the moment.

6. Questions of the week

(a) Question: Are Copy Edit Support copy editors now working exclusively in Archie and in RevMan 5?
Answer: Copy Edit Support copy editors are now using RevMan 5 and Archie, and this is the recommended method for submissions. Reviews that are being submitted to Copy Edit Support via Archie should first be converted to RevMan 5. For more information about Copy Edit Support, please contact cochranecopyed@wiley.co.uk.

(bAnswer: Although you can assign theperson a Document Role from those currently available (e.g. Copy Editor) for each individual review, we suggest that you assign the person the Entity Role 'Assistant RGC'. This will allow the person to edit your CRG's contact details and edit all your CRG's reviews in the editorial phase but will not allow them to publish reviews.

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