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Module submission IMS Bulletin (No. 85) (7 May 2009)

Index

1. New IMS website
2. Latest release of Archie: version 2.5.2
3. Quarterly module submission checklist updated
4. Protocols
(a) Reinstating previously withdrawn Protocols as a minor change
(b) Re-activated protocols are no longer automatically republished
5. Tips and checks for quarterly module submission: 0700 (UTC/GMT), Thursday, 14 May 2009
6. Reminders
7. Question of the week: How much space do I have to store files in Archie?

1. New IMS website

The IMS website has been given a new look and a new web address - see http://ims.cochrane.org/. If there is anything you can't find which used to be there, please either contact your IMS Support person or Paolo Rosati, System Administrator, at pr@cochrane.dk.

2. Latest release of Archie: version 2.5.2

Several new Archie deployments have taken place over the last month. For full details, please see Help > What's New in Archie. New features include the following:

  • It is no longer possible to delete previously published Protocols from Archie.
  • Active links to reviews are now available on the Person Report.
  • Information about the publication status of the module text has been added to the CRG Publication Report.
  • Publication icons are now used in the Module folder under Resources to indicate the publication status of the module text. The icons used are the same as those used for reviews, i.e., circle, semi-filled circle, filled circle.
  • Super Users now receive a message when a review has been checked in with a change to the original title in Archie.
  • When running the Publication Wizard for reviews, the validation check includes a check to inform you if a review is not linked to the Topics List and a Warning when author details are marked as 'hidden'.


3. Quarterly Module Submission checklist updated

The checklist for CRG's quarterly module submission to The Cochrane Library has been revised. The updated version is available at http://ims.cochrane.org/support/crgs/user-guides/quarterly-module-submission-checklist.pdf.

4. Protocols

  1. Reinstating previously withdrawn Protocols as a minor change
    This is now a valid status transition which is supported by both Archie and Wiley. Wiley will also report this status in their quarterly submission reports to CRGs.
  2. Reactivated Protocols are no longer automatically re-published
    It is now possible to change the Status of a Protocol from Inactive to Active without having the old, withdrawn version published automatically in the next issue of The Cochrane Library. When the updated Protocol is ready to be published, you must therefore run the Publication Wizard in order to publish it.

5. Tips and checks for quarterly module submission: 0800 (UTC/GMT), Thursday, 14 May 2009

  • Before finalising your module submission, please read the document on 'Preparing your Group's quarterly module submission to The Cochrane Library' - see Item 2, above.
  • 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, 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. Note that Protocols and Full Reviews marked for publication for the first time in Archie are automatically flagged as 'New' in The Cochrane Library even if there is no 'New citation' Event under What's new.
  • Now that all reviews are in RevMan 5 format, you can use the Review Contact Details Wizard to allow you to republish all reviews for which the only amendments to the review are to the contact details of the Contact Person or the published affiliations for any of the authors, or both. The Review Contact Details Wizard will automatically insert an Amended Event and move the existing What's new Event to History before it marks a review for republication.


6. 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 3, 2009, 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.
  • Remember that the State/Province field in authors' affiliations will be published only for authors based in the USA.
  • The 'Commented' flag in The Cochrane Library will appear for only one issue and only if What's new contains a 'Feedback incorporated' Event.
  • 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 precisely match the report headings in the Archie Publication Report. If you are unsure whether the two reports agree, please contact your IMS Support person. In the meantime, the IMS team are continuing to work with the Wiley production team to come up with a common set of headings for the two reports.
  • As mentioned in the last IMS Bulletin, a protocol's Status in Archie should be changed to Inactive following its withdrawal from one issue of The Cochrane Library. Please therefore remember to change the Status of protocols you withdrew from the last Issue of The Cochrane Library to Inactive.


7. Question of the week

Question: How much space do I have to store files in Archie?
Answer: As a general rule, entities are allocated between 10 Mb and 50 Mb for file storage in Archie. Please contact your IMS Support person to discuss your requirements.

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