About the new publications system
The new system is based on Symplectic Elements, a database system designed for tracking publications and entering them into open access repositories. The UC California Digital Library, which runs a similiar database for all ten UC campuses, is hosting the system as our contractor.
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 publically 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 chose 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.
For most researchers, Elements will periodically send an email when it finds their work in any of various databases (Web of Science, Scopus, etc). The researcher must then 1) click to claim the work, 2) specify which office funded the work, and 3) upload an open-access copy of the paper. We hope the process is as painless as possible.
This new system replaces the reports coordination page for all LBL users except ALS users. Publications published in the old tool will continue to be accessible. Eventually, all pubs from the old system will be back-loaded into the new one. Even after that back-loading has been complete, the publications in the old system will remain accessible so that external links to them will still function.
How it works – In a Nutshell
You can always log into the system and enter new, unpublished work from scratch. However, the system is designed to automatically discover your published or soon-to-be published work 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. We hope to make this process as painless as possible. In most cases, users will not have to enter any bibliographic data. Remember also, that only papers since October 2015 are subject to this policy.
OA Compliance Methods
The essential aspect of compliance is the open-access copy of the paper. There are three ways in which researchers can comply:
- 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).
Learn more about other tools for visualizing scholarly impact, bibliometrics, research networking, and opportunity finding here.
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.
Here's a short FAQ: Publications Management FAQ
Training and Intro Videos
(Scroll down to the training decks, which are more current than the videos.)
System Overview - for Researchers
How to Log in
How to Claim a Publication