Difference between revisions of "Submission Integration: Implementation"

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Revision as of 07:52, 24 April 2012

The steps required to set up, test and roll out submission integration for a new journal are as follows:

Initial planning

Journals initiating submission integration are welcome to contact Dryad staff at any time to discuss the details of the process, and to fill out the Pre-Integration Questionnaire. Some of the issues to discuss include:

  • Review workflow, confirm journal parameters and options (embargoes, data available during the review process, etc.)
  • How and when the journal will provide automated email notifications to Dryad of new manuscripts. Most journals opt to do this at the time of acceptance.
  • How the journal will invite authors to deposit data, and provide the Dryad submission system URL.
  • Where the journal will include the Dryad DOI in the published articles.
  • Whether/how the journal will monitor or enforce timeliness of deposition.
  • List of journal representatives that will receive reports from Dryad, including immediate notifications of Dryad submissions and weekly summary reports.
  • How Dryad will monitor the final publication of articles (so Dryad curators can complete the bibliographic details in the Dryad record).
  • The timeline for testing the process and for rollout to authors.

Testing format of journal notices

The journal sends one or more test notices to Dryad, to ensure that both systems are communicating without problems. The format for these notices is given on the Journal Metadata page.

  1. The journal sends several test article notifications, and Dryad creates new records in a testing environment.
    • NOTE: Depending on the journal's integration options, notices may be sent only at the time of acceptance, or at multiple points in the manuscript review process.
  2. Dryad staff and journal representatives test the notifications, specifically the integrity of the information transfer to Dryad.
  3. Any problems that are discovered are resolved, and testing is repeated until no more issues are found.
  4. Dryad and/or journal representatives ask a few authors to test the system in the production environment.
  5. Any problems that are discovered are resolved, and testing is repeated until no more issues are found.

Rollout to authors

When the testing phase is complete and all the desired customizations have been implemented, the journal may announce the completed integration and begin inviting authors to deposit data in Dryad.

  1. Journal provides Dryad submission system link in manuscript acceptance letters, inviting authors to submit data. This link takes the author to their provisional entry in Dryad, which incorporates the information supplied by the journal notice, thereby greatly expediting the author's data deposit process.
  2. Sample text for use with authors is available, describing the benefits of data deposit in Dryad, here.
  3. Dryad provides journal with list of all pre-existing identifiers for the journal's articles in Dryad.
  4. Dryad informs journal of all new data deposits associated with articles in the journal.
  5. Journal includes data identifiers within print and online versions of published articles.
    • Dryad suggests, following CrossRef recommendations, that the DOI be included as an in-text citation, and additionally that the full data citation be listed in the reference section of the article. This will ensure that the data is permanently accessible, and will make it easier to find data references within the journal and other scholarly literature.
    • suggested format for citation in article text: Data deposited in the Dryad repository: http://dx.doi.org/10.5061/dryad.j512f21p
    • suggested format for citation in Reference list: Sadd BM (2011) Data from: Food-environment mediates the outcome of specific interactions between a bumblebee and its trypanosome parasite. Dryad Digital Repository. http://dx.doi.org/10.5061/dryad.t903h
  6. Dryad will provide any information the journal may need to verify deposits, but enforcement of deposition policy is up to the journal.
  7. The journal may wish to update their Instructions to Authors, and announce the new data archiving process to authors. Several journals' instructions to authors about data archiving are collected here.

Key resources:

Ongoing integration

Once integration is implemented, and the journal's manuscript acceptance process is sending notifications of new manuscripts to Dryad, this is a summary of the standard work flow for a journal:

  1. Journal's manuscript processing system automatically includes Dryad submission system URLs in all manuscript acceptance letters, asking (or requiring, depending on journal policy) the authors to submit data.
  2. Journal receives reports (usually weekly) from Dryad with DOIs for any new data submissions associated with its articles
  3. Journal adds the Dryad DOIs to published articles, for all online and PDF versions
  4. Journal ensures that Dryad receives the final articles' bibliographic details so that Dryad can provide complete citations & links to the articles on the journal's website

There are some related tasks that integrated journals should perform on an ongoing basis, once integration is implemented. These include:

  • Ensuring that authors follow the journal's data archiving policy (whether through deposit in Dryad or other repositories).
  • Ensuring that authors adequately cite data that is reused to produce results in an article.
  • Notifying Dryad when there are changes in the manuscript processing system that will affect metadata transfers.
  • Adding Dryad DOIs to online versions of articles in cases where authors have deposited data after article publication.

See these pages for further documentation