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, and to fill out the Pre-Integration Questionnaire. Some of the issues to discuss include:

  • Review workflow, confirm journal parameters and choices about options (embargoes, data available during the review process, etc.)
  • 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 so they can deposit their data efficiently.
  • Where the journal will include the Dryad DOIs 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 the steps described below.

Journal sends article notices to Dryad

  • The journal's manuscript processing system sends notification emails to Dryad containing the basic information about each article, generally at the time of article acceptance
    • These notices create a provisional entry in Dryad for the article's data, ready for the author to upload the relevant data files
    • These notices are received by a machine, not read by a human, and must follow a specific format
    • The formatting specifications of these email notices are given here: detailed email format.
    • Journals usually automate this step, sending notification to Dryad of all accepted manuscripts, even those that do not have associated data. Notifications for articles with no associated data will not "clog the system" or cause problems for Dryad.
  • If journals use ScholarOne Manuscripts (Manuscript Central) for processing manuscripts, they can implement the Manuscript Central template for Dryad created by Tim Vines.
  • If journals have another manuscript tracking system, an equivalent email template will need to be created. Dryad staff can assist with this.

Key resource: Detailed email format

Testing format of journal notices for new articles

  1. The journal begins sending new article notices and Dryad begins creating new records in a testing environment. NOTE: Depending on the journal's intended workflow, notices may be sent only at the time of article acceptance, or at multiple points in the article submission process.
  2. Dryad staff and journal representatives test the submission system, specifically the integrity of the information 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.

Rollout to authors & ongoing integration

  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, and expedites 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 identifiers within print and online versions of published articles. Example placements of Dryad DOIs can be seen:
    • in The American Naturalist online, the Dryad DOI is presented under the Supplements tab, example and in the header information of the PDF of this article
    • in Molecular Ecology the Dryad DOI appears in a Data Accessiblity section, online example and PDF
    • in PLoS ONE, within the Data and Protocol Availability section of this article
    • in the references of this article in Science
  6. Dryad will provide any information the journal may need to verify deposits, but enforcement of deposition policy is the responsibility of the journal.
  7. The journal may wish to update their Instructions to Authors and announce the new data archiving process to its authors. Several journals' instructions to authors about data archiving are collected here.

Key resource: Sample email to authors

See also