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IMS Bulletin #75 (6 August 2008)

IMS Bulletin for CRG Super Users

Index

  1. Tips and checks for next quarterly module submission (07:00 GMT/UTC, 14 August 2008)
  2. Wiley module submission report
  3. Reminders
  4. Clarification: Period covered by What's new Events
  5. Conversion checklist
  6. Question of the week: For an author who is also the contact person on a review, is it possible to present an institutional affiliation (listed in connection with her role as author) separately from the contact address within a review?

1. Tips and checks for next quarterly module submission (07:00 GMT/UTC, 14 August 2008)

  • Before finalising your quarterly 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 included in the Phase 2 User Guide to reflect changes now that we can only release reviews for publication if they are in RevMan 5 format. The updated document will be included in the revised version of the User Guide, which we are currently preparing.
  • The deadline for the quarterly submission is displayed in your local time 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 full reviews for publication, please retain the What's new Event ‘Amended - Converted to new review format’, where appropriate, 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. Wiley module submission report

Please note that the headings in the Wiley quarterly module submission report, which you receive following the acceptance of your module submission by Wiley, do not match the report headings in the Archie Publication Report. If you are unsure whether the two reports match, please contact your IMS Support person. In the meantime, the IMS team are working with the Wiley production team to modify their report headings to match the report headings in Archie.

3. Reminders

  • 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 4, 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.
  • The Review Contact Details Wizard only allows you to republish a review if the current publication is in the new RevMan 5 format. If a review is in RevMan 4 format, you will have to convert the review to RevMan 5 first. Note: the Review Contact Details Wizard automatically inserts an Amended Event and moves the existing What's new Event to History before it marks a review for republication.

4. Clarification: Period covered by What's new Events

Please note that the Events in What's new are meant to describe all changes made to the review since the previously published version, and NOT all changes made since the most recent 'new citation' version, as is erroneously stated in the Handbook. (This will be corrected in an update to the Handbook.) When the review is next amended or updated, the existing What's new Events should be moved to History. In other words, whenever you are preparing an amended or updated version of a review for publication, you should move the previous What's New Event(s) into History.

5. Conversion checklist

Please ensure that you are using version 1.2 of the conversion checklist at http://www.cc-ims.net/RevMan/RevMan5/ and not an earlier version of the RevMan 5 conversion checklist.

6. Question of the week

Question: For an author who is also the contact person on a review, is it possible to present an institutional affiliation (listed in connection with her role as author) separately from the contact address within a review?

We have an author/contact person who would like her affiliation to appear in connection with her role as author, but does not want it to be presented as part of her contact details in the published review.

Answer: Yes. First of all, create a secondary address for the contact person which contains only the affiliation, city and country of the author (Person Properties > General > Address > New > Work 2). In Archie, choose the appropriate address for the individual Document Roles for the person, i.e. choose Address 1 for the Document Role 'Contact Person' and Address 2 for the Document Role 'Author' (Review Properties > People > highlight Person/Role > Edit > Address > Address to be used in conjunction with highlighted Role ).

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