Questions and Answers About the Move to Monthly Publication
The Cochrane Database of Systematic Reviews (CDSR) is moving to monthly publication in January 2010. The Cochrane Review Group modules (in the 'About The Cochrane Collaboration' database) will also be published monthly
The Cochrane Library
- What are the benefits of monthly publication for the CDSR?
- Which databases in The Cochrane Library are moving to monthly publication?
- When are the CDSR and 'About The Cochrane Collaboration' moving to monthly publication?
- Why are the other databases in The Cochrane Library remaining as quarterly publications?
- How can I find out about the new module submission deadlines and publication dates?
- Why hasn't this change in publication frequency been announced sooner?
- What are the implications for the DVD version of The Cochrane Library?
- Will the reviews look different?
- Will there be any other changes to the Cochrane Reviews, CDSR, or The Cochrane Library as a result of the change to monthly publication?
- What have been the technical challenges associated with the move to monthly publication?
Cochrane Review Group editorial processes
- Does each editorial team have to prepare reviews or protocols, or the module, for the new January module submission deadline?
- What does the move to monthly publication mean for a CRG's module text?
- What changes will editorial teams have to make to their editorial processes?
- What are the workload implications for editorial teams?
- Will Copy Edit Support work as usual?
Information Management System (IMS)
- Will the Archie publication report change?
- How long will a module be 'locked' for publication?
- At the moment, Wiley can 'unlock' a CRG's module for urgent concerns – will this still be possible?
- Does this change the way we submit reviews for publication?
- How does the change to monthly publication affect the workflow system in Archie?
The Cochrane Library
1 - What are the benefits of monthly publication for the CDSR?
| End users | Reviews more up to date (due to less time between completion and publication) CDSR frequently refreshed giving more reasons to access website |
| Editorial teams | Less need for haste around infrequent deadlines Reviews published in a more timely manner (due to less time between completion and publication) Less temptation to publish prematurely Improved opportunities to publish and update high-impact reviews Greater opportunity for more timely response to comments/feedback |
| Authors | More attractive publication schedule Less time between review completion and publication Less need for haste around infrequent deadlines |
| Publicity | Increased opportunities for publicity for reviews More exposure for reviews within publishing year, meaning greater potential for citation |
| Production | More streamlined production system More opportunities to focus on visual presentation of PDF versions |
2 - Which databases in The Cochrane Library are moving to monthly publication?
Of the following databases, the Cochrane Database of Systematic Reviews (CDSR) and the 'About The Cochrane Collaboration' are moving to monthly publication. The other databases will remain as quarterly publications.
| No. | Database | 2009 Publication Frequency | 2010 Publication Frequency |
|---|---|---|---|
| 1 | Cochrane Database of Systematic Reviews (CDSR) | Quarterly | Monthly |
| 2 | About The Cochrane Collaboration ('About') | Quarterly | Monthly |
| 3 | Database of Abstracts of Reviews of Effects | Quarterly | Quarterly |
| 4 | Cochrane Central Register of Controlled Trials | Quarterly | Quarterly |
| 5 | Cochrane Methodology Register | Quarterly | Quarterly |
| 6 | Health Technology Assessment Database | Quarterly | Quarterly |
| 7 | NHS Economic Evaluation Database | Quarterly | Quarterly |
3 - When are the CDSR and 'About The Cochrane Collaboration' moving to monthly publication?
Both databases will move from quarterly to monthly publication in January 2010. The change needs to happen at the beginning of the year to allow as many issues as possible to be published in that year. The first 'new' module submission deadline will be in January 2010, and there will be monthly publication deadlines after this.
All protocols and reviews submitted in November 2009 will be published on 20 January 2010 as Issue 1, 2010. Those included in the January 2010 module will be published in February as Issue 2, 2010; and those included in the February 2010 module will be published in March as Issue 3, 2010.
4 - Why are the other databases in The Cochrane Library remaining as quarterly publications?
The publication frequency of the other databases will not change, although this may be revisited in the future. The current focus has been on implementing increased publication frequency for the CDSR (and the 'About The Cochrane Collaboration', which is interlinked with the CDSR publication).
5 - How can I find out about the new module submission deadlines and publication dates?
There will be 12 module submission deadlines and publication dates in 2010. The 2010 deadlines and dates are shown below (see 'New Publication dates') and include the new Copy Edit Support deadlines. Michelle Ames will continue to send Managing Editors a reminder email one week before the module submission deadline.
6 - Why hasn't this change in publication frequency been announced sooner?
The change to monthly publication has meant significant changes in the production and publication processes, and the technical challenges have only just been resolved (8 December 2009). The move to monthly publication needs to start early in 2010 so that all 12 issues can be published.
7 - What are the implications for the DVD version of The Cochrane Library?
The DVD version will remain as four issues per year. These will be labelled as: January [year]; April [year]; July [year]; and October [year]. The DVD will be a reflection of the online January, April, July, and October issues; therefore only those articles marked as new and updated in those 4 issues will show as such on the DVD. However, all content will be present on the DVD (for example all those new articles that were submitted in the issues in between the four key months of January, April, July, and October, but they will not be labelled as new or updated in the contents pages).
8 - Will the reviews look different?
The review format has not changed, and the reviews will still be published as html and PDF versions.
Starting in January 2010, there will be changes to the Cochrane Review headers (the status and publication date information) and to some of the flags/icons used in the CDSR. These changes, shown in section 4 below, have been made to allow for the publication of 'changed data' only (ie the headers will not be changed until the protocol or review is updated or edited and republished).
9 - Will there be any other changes to the Cochrane Reviews, CDSR, or The Cochrane Library as a result of the change to monthly publication?
As stated above, monthly publication will mean that 'changed data' only will be processed for publication of protocols and reviews in CDSR (see next question). This change has impacted and resulted in changes for review headers and publication icons, and search options and display.
10 - What have been the technical challenges associated with the move to monthly publication?
As described below, there have been a number of challenges to move from the re-publication of all data to changed data only for CDSR, but the Wiley production team (led by Michelle Ames) and the IMS team have worked closely together to develop solutions. (The production process for the 'About The Cochrane Collaboration' database has not changed).
2009 production process: All reviews/protocols are republished each issue. There are three types of PDF for each review, which means that about 15,000 articles go through the production system each quarter. This is done using an automated process to convert the RM5 file to the html and PDF versions (ie it is not manually typeset like a print journal).
2010 production process: Only 'changed data' will be processed for publication at monthly intervals. This means that only those reviews and protocols that are new or changed (ie amended or edited in some way) and marked for publication will be processed. This reduces the number of articles going through the production system (to about 400 per issue). This will ease the production process and lead on to the implementation of technologies to improve visual presentation. Unchanged data (existing protocols and reviews) will remain untouched in the CDSR.
Cochrane Review Group editorial processes
11 - Does each editorial team have to prepare reviews or protocols, or the module, for the new January module submission deadline?
Editorial teams are not obliged to submit protocols or reviews for collection in January 2010, but protocols and reviews that are marked for publication by 20 January 2010 will be published in February 2010. We encourage you to include protocols and reviews in this issue if they are ready for publication.
Editorial teams are not obliged to submit protocols or reviews for collection in January 2010, but editorial teams should aim to update the 'What's new' section for this issue and for each subsequent issue (see question 12).
12 - What does the move to monthly publication mean for a CRG's module text?
The production process for the 'About The Cochrane Collaboration' database is unchanged. This means, as before, the modules will be picked up and republished. There is also no change to the use of the 'Update' publication icon, that is, Cochrane Reviews Groups can activate this to advise end users that there is a substantive change to the content.
Because the modules will continue to be republished in each issue, editorial teams should aim to update the 'What's new' section for each issue. This is no different to the current process, but it does mean that this will take place more frequently. (The Editorial Management Advisory Group is revising the module headings and instructions, so there may be changes to the content and guidelines for publication in 2010.)
13 - What changes will editorial teams have to make to their editorial processes?
Protocols and reviews: Editorial teams may choose to modify their editorial processes for the publication of protocols and reviews over time to help with the transition to monthly publication. However, editorial teams do not need to make changes immediately and can choose to focus on the four module submission dates that were previously circulated (in February, May, August, November). Editorial teams should be aware of the monthly submission deadlines as anything marked for publication around these dates will be picked up for publication, and this cannot be undone.
Module text: As described in question 12, editorial teams should aim to update the module text to revise the 'What's new' section for the monthly module submissions.
14 - What are the workload implications for editorial teams?
As stated above, there are no immediate workload implications. Editorial teams can decide how and when to adjust to the increase in publication frequency. There is no obligation to include any protocols or reviews in the January module submission deadline, but any that are marked for publication will be picked up and published in February.
15 - Will Copy Edit Support work as usual?
Copy Edit Support is fully supportive of the move to monthly publication. The change from four to 12 module submission deadlines in 2010 will mean that there will be 12 Copy Edit Support deadlines in 2010 instead of four deadlines. The copy-editing workload should even out over the year, and we anticipate that editorial teams will experience a more responsive service with improved turnaround times.
Information Management System (IMS)
16 - Will the Archie publication report change?
The only change will be the change in number from four to 12 issues.
17 - How long will a module be 'locked' for publication?
The module submission deadline for editorial teams will remain as a Thursday, and each Cochrane Review Group's module will be 'locked' by Wiley on the Thursday, with reports to follow on the same day. Editorial teams will have full access to the module on the following Monday.
18 - At the moment, Wiley can 'unlock' a CRG's module for urgent concerns – will this still be possible?
As usual, editorial teams should complete all editorial processes for the included reviews in advance of the module submission deadline. If there are urgent concerns, then the editorial team should contact Michelle Ames within 24 hours of the deadline.
19 - Does this change the way we submit reviews for publication?
No, there is no change to how you submit a review, but editorial teams will have more opportunities to publish.
20 - How does the change to monthly publication affect the workflow system in Archie?
Monthly publication does not require any changes to the way in which the workflow system is used. The workflows are intended for managing the editorial process for the publication of protocols and new and updated reviews in the Cochrane Database of Systematic Reviews. Once a protocol or a review is marked for publication, a new workflow (either a review development workflow for protocols, or review amendment or review update workflows for reviews) should be started as with quarterly submissions. The collection of new and updated reviews on a monthly basis will not affect the completion of tasks within the editorial process, or shorten the time required for them to be completed.
