What is Open Access all about?
In February of 2013, the White House Office of Science and Technology Policy issued a memorandum requiring that most federally funded research be made freely accessible to the general public. A formal DOE policy followed, and the Lab subsequently created its own consistent policy. In short, all work from Lab scientists must be made publicly available. This is usually referred to as “open access.” This is mandatory, and it is retroactive to October 2015.
In order to make compliance as easy as possible for our researchers, we sought out a tool that would eliminate most or all of the data-entry associated with entering a new publications into the database. We use Symplectic Elements, hosted by the UC’s California Digital Library because of their successful experience operating such a system on behalf of all the UC campuses, which have similar open-access requirements to ours.
Elements will periodical email researchers when it finds their work in any of various databases (Web of Science, Scopus, Dimensions, PubMed). The researcher must then
- click to claim the work,
- specify which office funded the work, and
- upload an open-access copy of the paper.
Because the tool scans external databases, there should be little or no data entry for most items, making the process is as painless as possible.
How it works – In a Nutshell
You can always log into the system and enter new, unpublished work from scratch. If the work already has a DOI, you can enter it and the system will fill in most fields automatically. However, the strength of the system is that it is designed to discover your published or soon-to-be published work on its own by searching external databases. When it does, you will receive an email informing you that work that may be yours has been found. Simply log in, claim (or disclaim) the work, provide a small amount of information about how which DOE offices funded the work (if applicable), and upload the required pre-publication manuscript required for open access, and you're done. In most cases, users will not have to enter any bibliographic data. Remember also, that only work since October 2015 are subject to this policy.
About the publications system
The publications management system is based on Symplectic Elements, a database designed for tracking publications and entering them into open access repositories. The UC California Digital Library, which runs a similar database for all ten UC campuses, is hosting the system as our contractor. The publications management system itself is not open for public access. However, all work you submit to this system will be pushed to eScholarship.org, the UC's open-access repository and the DOE's PAGES system, both of which are open to the public.
OA Compliance Methods
The essential aspect of compliance is the open-access copy of the actual paper – this is not a "metadata" only requirement. We need the paper itself. Because of this, copyright is a complication, and you need to be aware of it so that you do not violate a publisher's rights. There are three legal ways to comply with this policy:
- Publish in an open-access journal. The system may already have the paper and will not prompt you to upload anything. Even if it doesn't, you can obtain the paper from where it resides and upload it to the system.
- Publish in a closed journal (one that requires access or subscription fees) and pay special “gold” open access fees to make your published work open-access
Publish in a closed journal, but upload the accepted manuscript in pdf form, which will be stored in the CDL’s open access repository. This file should be the final manuscript as accepted by the journal, but not the journal’s published copy; it should be a “generic” copy of the manuscript (without the journal’s proprietary formatting, logo, or other indicia). All journals should allow this. However, some will have required embargo periods, which our tool supports. When you upload, just indicate the length of the embargo.
If you would like to schedule a training for your division or group, please contact email@example.com. We're happy to come and visit your team!
Each Division at the lab should have a primary and secondary publications management contact who will receive training in the system as well as rights to curate publications on behalf of anyone in their division. You can find the contact for your division in this sheet. This person should be able to help you deposit and manage publications, but if you need additional help, you can always contact us at firstname.lastname@example.org.
Frequently Asked Questions
Here's a short FAQ: Publications Management FAQ
Division-Level Statistics and Progress
We will prepare regular reports of all the pubs found in each division and make them available here. Each folder name is the date of the report in YYYYMMDD format. In each dated folder you will find "claimed" and "unclaimed" files for each division. These show all the pubs as well as the authors, and information about whether the funding has been linked and whether the upload has been done.
There is also a short file called statistics.csv which has counts of pubs in various states, also sorted by division.
The publications management system is only one part of a suite of research management tools at the Lab. Learn more about other tools for visualizing scholarly impact, bibliometrics, research networking, and opportunity finding here.