IMS Bulletin #83 (12 February 2009)

Index

  1. Tips and checks for next quarterly module submission (07:00 GMT/UTC, 19 February 2009)
  2. Reminders
  3. Policy on removing previously withdrawn protocols from publication in The Cochrane Library
  4. Question of the week: When I run the Publication Wizard to mark my CRG's module document for republication, I am given the option to check a box to indicate that the version to be published is a 'substantive update' of the module document. When should I check this box and what are the implications for the publication of my CRG's module document if I check this box?

1. Tips and checks for next quarterly module submission (07:00 GMT/UTC, 19 February 2009)

  • Before finalising your quarterly submission, please read the document on 'Quarterly submission checklist' at The CRGs Support Page. We have recently updated this document to highlight that you should consider changing the status of previously Withdrawn protocols to Inactive in Archie when finalising your quarterly submission -see item 3 below.
  • The deadline for the quarterly module 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 full reviews for publication, there should be no What's new Events - any existing Events under this heading should be moved to History before the new full review is marked for publication.

2. Reminders

  • Do not use the Review Contact Details Wizard to republish reviews at the moment because of a bug which was described by Rasmus Moustgaard in his email of 30 January 2009. The same bug may also produce problems if you use the ordinary Publication Wizard to republish an individual review with no changes other than updated contact details - see Rasmus's follow-up email of 2 February 2009 for details.
  • 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 2, 2009, will generate the correct flags in The Cochrane Library when published.
  • 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.
  • As from Issue 2, 2009, the State/Province field for authors from the USA only will be published as part of the byline for the review. The State/Province field for authors from countries outside of the USA will not be published as part of the byline.
  • 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.
  • Remember to check the Document Roles in Archie against the citation byline before marking a review for publication.
  • Remember to run the Publication Wizard to finalise the withdrawal of a protocol or review after you have changed the status of the protocol or review to Withdrawn in Archie.

3. Policy on removing previously withdrawn protocols from publication in The Cochrane Library

Full reviews that have been published as withdrawn in The Cochrane Library must remain withdrawn (i.e., must continue to be published as withdrawn) unless and until they are reinstated as active published reviews. However, protocols that have been published as withdrawn can - and in most cases should - be removed from publication after having been published as withdrawn in one Issue of The Cochrane Library. For more details on the Collaboration's policy on withdrawing protocols and full reviews, please read section 2.2.2.3 of The Cochrane Manual.

To remove a previously withdrawn protocol from publication, go to the Advanced tab of the protocol's Properties in Archie and change the Status from Withdrawn to Inactive.

4. Question of the week

Question: When I run the Publication Wizard to mark my CRG's module document for republication, I am given the option to check a box to indicate that the version to be published is a 'substantive update' of the module document. When should I check this box, and what are the implications for the publication of my CRG's module document if I check this box?
Answer: Checking the substantive update box in the Publication Wizard for your CRG's module document will do two things:

  • It will produce a new citation for the published version of the module document (that is, it will update the Issue and year information in the module document's citation).
  • It will flag the module document as 'Updated' when it is next published in The Cochrane Library to indicate to interested readers that they should reread the module document because of important changes to the content since it was last published.

Examples of changes significant enough to be considered 'substantive updates' include a change in RGC, the recruitment of a new Editor or changes to the guidance on the methods used in your CRG's reviews. Simply listing the new protocols and reviews in your current quarterly submission is not considered a substantive change to your module document since these new publications will be flagged separately as 'New' within The Cochrane Library.