Submission Integration: Implementation

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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. Some of the issues to discuss include:

  • How the journal provides automated email notification to Dryad of new articles. Most journals opt to do this at the time of article acceptance.
  • How the journal informs authors of the Dryad submission system URL.
  • How Dryad will convey the data package DOI back to the journal.
  • List of journal representatives that should receive reports from Dryad.
  • Where the journal will publish the data DOIs.
  • How Dryad will monitor the publication of accepted manuscripts (so Dryad curators can complete the bibliographic description).
  • How to enable links to Dryad from publications.
  • Whether/how to monitor or enforce timeliness of deposition.
  • The timeline for the steps described below.

Journal enables initial metadata transfer

  1. The email from the journal contains basic bibliographic information about each article, generally at the time of acceptance (see the detailed email format)
  2. If you use ScholarOne Manuscripts (Manuscript Central) for processing manuscripts, you can implement the Manuscript Central template for Dryad created by Tim Vines. Another document describes an additional process to seek author consent before sending manuscript details to Dryad.
  3. If you have another manuscript tracking system, an equivalent email template will need to be created. Dryad staff can assist with this.

Testing of metadata transfer for new articles

  1. The journal begins sending new article metadata and Dryad begins creating new records in a testing environment.
  2. Dryad staff and journal representatives test the submission system, specifically the integrity of the metadata transfer.
  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.

Testing Dryad's ability to extract metadata at the time of publication

  1. Journal provides additional metadata about each published article.
  2. Dryad tests ability to retrieve necessary information, and iterates until all issues are resolved.
  3. This can be done in parallel with the above steps.

Rollout to authors

  1. Journal provides Dryad submission system URLs to all acceptance letters, asking authors to voluntarily submit data.
  2. Dryad provides journal with list of all pre-existing identifiers for the journal's articles in Dryad.
  3. Dryad begins to send identifiers to journal as new datasets are deposited. (Description of first quarter 2010 reporting practices: PDF, Word)
  4. Journal includes identifiers within print and online versions of published articles. (Example placements of Dryad DOIs can be seen on the front page of this article in The American Naturalist and in the Data Accessibility section of this article in Molecular Ecology.)
  5. Dryad will provide any information the journal may need to verify deposits, but enforcement of deposition policy is the responsibility of the journal.
  6. The journal may choose to announce the rollout to its authors.