What is publications management?

This is the broad term we use to refer to the Lab's responsibility to track all its scholarly output. A primary driver for publications management is our need to comply with federally mandated open access requirements. In short: the Lab must make a freely available version of all our work is available to the public, and we must be able to show this for the DOE. The Lab has additional interests in tracking our publications output, such as building up division, group, and individual public profiles, gathering statistics and analytics, and tracking productivity.


Do I have to upload ALL my papers?

For our compliance purposes, you need only supply open access copies for articles published using DOE funding on or after October 1, 2015. Articles written in that period that are not DOE-funded or written while at the lab do not fall under the OA policy.


What types of work should I submit?

The DOE has guidance on this here. In short, any scientific and technical information is appropriate, including journal articles, reports, conference papers, etc are valid. There are some types of items, such as books and book chapters where copyright may not allow you to upload a published or pre-publications full-text manuscript. In that case, you can simply submit or claim without providing the full text.


What if I’m a Joint Appointee? Do I have to do this twice?

Each author in the system is uniquely identified. So your “campus self” will not differ from your “LBL self.” HOWEVER, if you’ve already claimed and/or uploaded publications from a campus login, you must still log into the system from the LBL portal to add Lab-specific information (DOE funding sources) to your publications.


Will the system assign LBNL Numbers?

No. Unfortunately, the system cannot generate LBNL Report Numbers. However, we understand that many groups desire them and we will continue to work with the vendor to see if we can implement them. If so, we will back-annotated LBNL numbers when that functionality becomes available.

That said, there are some alternatives available to you, as described in the answer to the question immediately below.


How is publishing a report into the new system different from the old?


Under the old system ("reports coordination"), you entered metadata about a report and uploaded the file to the reports coordination system, and received back an LBNL report number. Publication of the report aside from submitting it to repcoor was rather informal: you put it on a server where people could access it. The repcoor system also forwarded the work to OSTI's SciTech Connect system, where people could find and read it.
Under the new system, it's really not very different. You enter metadata about a report and upload the file to the new publications.lbl.gov system. Again, you can "publish" the report on an LBL site however you might normally do, but the system will forward to OSTI's SciTech Connect as well as the UC's eScholarship system.
In short, if you create the record in the new system including the funding info and the report full text itself, you're all set -- you have published for all intents and purposes.
There is very little difference between the old and new system for reports, except for the fact that we do not generate report numbers. For proof of the work having been "published", its presence in the system is adequate. For a unique identifier with which you can refer to the report, there are a few options. Probably the very best is a DOI. Reports uploaded to the new system will not receive DOIs immediately, but when they appear on SciTech Connect, they will have DOIs, and you can use that one for tracking purposes. Similarly, when the work appears in eScholarship, it will receive something called an ARK (Archival Resarch Key). DOIs and ARKs are great because they are unique within and without of the lab, and anyone can go to dxdoi.org and find the work immediately. 
An alternative for tracking papers, perhaps best for internal purposes only is to use the record number in the new database system. This is a six digit ID in the url of the object when you are viewing it in the system. This number can also be found when viewing the item on eScholarship.org as the "local identifier."


How does entering a report differ from entering a journal article?


Fundamentally, there is not much difference, except for the fact that the system is likely to find your published journal articles on its own, so you can simply claim them. Reports, on the other hand, are unlikely to appear on external databases, so are not "out there" to be found. Because of this, you will have to enter reports manually, by choosing "add a new publication" under the Menu -> Publications tab. You can add a journal article this way, as well, but to do so is probably just creating extra work for yourself, as the journal article will likely be found sooner or later. However, for journals articles that have been published for some time and are not being found by the system for some reasons, you are certainly encouraged to add them manually as you would a report.


Will publications be migrated from the old system?

IT is working with the vendors now on getting the publications exported from the old system and imported to the new system. We have a backlog of more pressing activities for the system right now, but we will get to this. Regardless of the import, you do not need to do anything in the new system with papers you have also submitted to the old publications.lbl.gov – if those records were complete, they were sent to OSTI and they are already compliant.

However, you will probably want to claim such work in the new system once the old records have been imported, so that your profile will be complete for the purpose of the on-line profiles. You don't need to provide the funding and full text link/pdf again. That should be taken care of.


I can't log in!

We have used HR data including your job code to attempt to determine if you are likely to publish or not. Some people who have job codes not typically associated with research may indeed publish. If you believe you should be in the system but are not, we can add you. Simply email publications@lbl.gov.


What about legal review for IP? Does uploading papers to the OA database also submit them for IP review?

No. Legal review (for patent and intellectual property concerns) is a separate pre-publication (ideally pre-submission) process. Upload a draft of your work to http://go.lbl.gov/pubreview before submitting to a journal. A lawyer will contact you.


Can I get someone else to do this for me?

Yes, users that you authorize can act on your behalf. There are two ways to do this. Once way it use use the menu system in the tool to nominate a delegate. (Menu => My Account => Account Settings => Manage Delegates). In addition, certain people have been pre-authorized to act on behalf of anyone in their division or group. You can find out who they are by examining this spreadsheet.


I am an administrator and would like to help a researcher, but I cannot access is account.

Ask the user to log in and enable you as a delegate. If you need to help many researchers (a division, for example), email publications@lbl.gov and we'll take care of it for you.


How often are new publications harvested?

The system searches a number of databases, such a Web of Science and Scopus, for each member of the Lab's research staff. When it is complete, it starts over and does this continuously. A typical iteration takes between 24 and 48 hours.


I'm the editor of a book chapter, can I enter that as well?

If you are entering the record from scratch (using "add new publication") can proceed normally for a "add a new book" or "add a new chapter". One of the secondary screens in the process will ask your relationship to the work, and you can choose among "author", "contributor to", "editor", or "translator."


Does the system search Google Scholar?

It does not. Google forbids accessing Scholar for this purpose.





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