Berkeley Lab Publications Management

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 Quick Start – What you need to know

  • The DOE has an "Open Access" policy that requires that all of Berkeley Lab's scientific work be made freely available to the public.

  • If you are a Lab researcher, compliance with this policy is mandatory, and the responsibility for compliance is yours.

  • There are three steps to compliance:

    1. claim your work in our publications database

    2. upload an open-access version of your work suitable for public consumption and which does not violate your publisher's copyright

    3. specify what DOE program office funded your work

Log in to the tool here: oapolicy.universityofcalifornia.edu

 It is a DOE and UC requirement that all publications associated with Berkeley Lab be tracked and linked to an Open Access version. The Open Access version may be a copy of the published version of the paper if the journal permits it, a link to permanently open access version at a journal or other repository, or the author's final peer-reviewed manuscript. More information on these situations is available within the tool. For our compliance purposes, this open access policy applies from October 2015 onwward.

System for ALS Users

If you are an ALS user (not LBL staff) you should continue to use our legacy publications management system (pubarchive.lbl.gov)

  • You can find LBNL reports in this system that were submitted to our previous reporting systems
  • Most recent non-ALS records from the legacy system have been exported to the new system
  • Legacy Systems FAQ

What is this 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 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.

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. 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.

About the publications system

The publications managemnt 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.

Older reports coordination tool


This current system replaces an earlier system for the same purpose. Most of the contents of that database have been brought forward into eScholarship.org and the new system. Publications published in the old tool will continue to be accessible for the near future, but we do intend to decommission the system in the next year or so. The old system is now called https://pubarchive.lbl.gov.

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:


  1. 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.
  1. 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.

  2. 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.


Training

Visit our Training Page

If you would like to schedule a training for your division or group, please contact publications@lbl.gov. We're happy to come and visit your team! 

Division Contacts

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 publications@lbl.gov.

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. 



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