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Contents 1. IMPORTANT: workflow deactivation and end of publication from Archie 2. Archie update: person record changes 3. Registering new titles 4. Editorial Manager update - Editorial Process overview
- Goodbye to Community Liaison Officers
- Feedback on Editorial Manager
5. Convey update 6. MEs' Executive announcement 7. Special Methods Support Unit web clinic: including different study designs and evidence 8. Keep up to date with changes at Cochrane
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1. IMPORTANT: workflow deactivation and end of publication from Archie
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As of this week, we have 45 CRGs using Editorial Manager – the remaining groups are due to start using EM in October. We are very grateful to all editorial teams for investing the time to learn a new system over the past few months, particularly while working under pressure. We continue to work towards the deactivation of Archie workflows at the end of 2021. This includes removing the ‘Publish’ functionality and disabling creation of new titles in Archie. From January 2022 all reviews will be published, and new titles registered, via EM. This needs to happen for technical reasons, to remove redundant code; and because maintaining workflows is costly. The development work needed for this change will be completed in November 2021. Changes will be available to view on the training server in December (further details to follow). Please prepare to stop using workflow and publishing functionality in Archie by 31 December 2021.Cochrane IT Services are currently working to ensure that, when Archie workflows are deactivated: - Existing workflow histories and files will remain accessible
- A new solution is in place, to replace pending workflows as a prompt to assess published reviews for updating
Looking ahead, there are some practical steps you can take to get ready for Archie workflows being switched off: - Now: ensure prospective authors are submitting new title proposals via EM, rather than on offline forms (guidance in the EM Knowledge Base)
- From 30 September: if a protocol or review is ready for peer review, begin the peer review process in EM, not in Archie (guidance in the EM Knowledge Base)
- From 31 October: make sure all protocols and reviews where authors are actively working and which will not publish within 6 weeks, are added to EM (guidance in the EM Knowledge Base)
- From 31 October: if a published review is due to be assessed for updating, begin the update process in EM, not in Archie (guidance in the EM Knowledge Base)
- From 13 December: Copy Edit Support will not accept further tasks from Archie
You can move protocols and reviews to EM, at any stage in their lifecycle. The editorial process in EM is flexible, and you can pick it up from any Archie workflow milestone. If needed, you can add a protocol or review to EM where you are mid-way through internal review or peer review. Existing documentation can be added to EM as attachments and the editorial process can continue. However, following the timelines above will help to ensure a smooth transition between systems. If you have a substantial number of reviews to add to EM, please contact Cochrane Support to discuss the best way to manage this. You do not need to add your full review list in Archie, to EM. Your full resources view will continue to be visible in Archie, when workflows are deactivated. You can add content to EM as reviews are due for updating, or as authors are ready to submit. If you have any questions about Editorial Manager, you can join one of our weekly drop-in sessions hosted by Cochrane Support Teams. There should be a timezone to suit everyone. Sign up now. - Thursday 10-10:45am UK
- Thursday 4:14-5pm UK
- Weds 9-10am AEST
We are also very happy to have one-to-one calls with any groups needing extra help during this transition period. Please contact Cochrane Support to organise this.
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2. Archie update: person record changes
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Following on from the recent changes which moved author affiliations out of Archie into RevMan Web, we have now further simplified person records in Archie. - Names, middle initials, email addresses and country remain editable in Archie
- People should update all other personal information in their Cochrane Account
This is good practice for data protection and allows everyone to view and edit their own information. People can now add more detailed personal information in their Cochrane Account profile, which is updated in Archie when saved. A reminder that all author affiliations are now managed in RevMan Web. Find out more in the RevMan Web Knowledge Base.To ensure successful communication with authors, editors and peer reviewers using Editorial Manager, primary email addresses in Editorial Manager should match the information in Archie and Cochrane Account. Please ask people to update their own details in Editorial Manager or put them in touch with Cochrane Support. Find out more in the Editorial Manager Knowledge Base.
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3. Registering new titles
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Once your group is using Editorial Manager, you can no longer register new titles in Archie. New protocols will appear on your review list in Archie when the title registration process is complete in EM. See the Editorial Manager Knowledge Base.
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Potential authors wishing to submit review proposals to your CRG should be directed to EM. If you have a review proposal form available on your group website, please take it down and replace it with a link to your EM homepage. You can also add a link to our instructions for authors on submitting new proposals. If you are not accepting any new title submissions, please let Cochrane Support know to ensure we can update relevant information on title registration and instructions for authors. Suggested wording for your website if you are accepting new title submissions Potential authors interested in submitting a review proposal to [CRG Name] should log in to Editorial Manager at [link to your EM Network site] and select Submit New Manuscript. For further information see our instructions for authors on submitting new proposals. If we are interested in your initial proposal we will invite you to submit a full review proposal via an online form within Editorial Manager. It is important that titles are submitted via EM, not offline on email or Word forms. This increases data security, and ensures authors have a consistent experience of proposing work to Cochrane. Submission to EM also allows us to keep a central record of titles proposed to Cochrane by potential authors per year. If you have any queries, please contact Cochrane Support.
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4. Editorial Manager update
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a. Editorial Process overview The Editorial Manager Knowledge Base now contains an Editorial Process overview showing the journey of a review through the system. You may find it helpful to refer to this overview to determine the next action to take in relation to a submission. Submissions in Editorial Manager are organised into folders on your Main Menu according to status. At each point, you need to take an action to move a review on. For instance, if a submission is in the folder 'Submissions with Required Reviews Complete', your next action would be to 'Submit Editor's Decision and Comments' to share peer review comments with authors. The Editorial Process overview captures the recommended editorial process which should be followed by all groups using Editorial Manager. If you have any queries, or if any elements of your group's internal processes are not captured here, please contact Cochrane Support. b. Goodbye to Community Liaison Officers As you may know, our Editorial Manager Community Liaison Officers Anna Erskine and Pua Motu’apuaka are due to come to the end of their secondment contracts later this month (30 September 2021). Anna and Pua – as well as Anne-Marie Stephani, whose contract ended in July 2021 – have done a fantastic job in providing one-to-one support to other review groups as editorial teams have started to use Editorial Manager. As most CRGs should have started using EM by the end of September, Anna and Pua will be handing over to Anupa Shah and Liz Dooley from ME Support, who will continue to provide an important link between the ME community and central Cochrane Support services.
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c. Feedback on Editorial Manager As Community Liaison Officers, Anna, Pua and Anne-Marie have been sending out regular monthly updates to MEs on the progress of the rollout of Editorial Manager. We think these monthly updates have been very valuable in providing an ME perspective on the new system, and top tips for users. We would like this to continue beyond the end of the Community Liaison contracts, so we would love MEs to take 5 minutes to share their experiences of starting to use EM. If you would be happy to help, please send your thoughts on these questions through to Cochrane Support. - What were your expectations before you started using Editorial Manager?
- How did you find using EM during your first week?
- If you have been using EM for a few weeks, how are things going now?
- What have you learned since you first started using EM – any top tips to share?
- What do you like most about EM?
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6. MEs' Executive announcement
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The MEs’ Executive is delighted to announce that Teo Quay will join be joining the team to replace Colleen Ovelman. Teo is currently the ME for Cochrane Gut, based at Macmaster University in Toronto, having previously been the ME for Cochrane Anaesthesia and Cochrane Emergency and Critical Care in Denmark. We are looking forward to welcoming Teo at our next meeting and to working with her on the challenges and issues that face the ME community currently.
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7. Special Methods Support Unit web clinic: including different study designs and evidence
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Cochrane's Methods Support Unit will lead a special web clinic on 11 November 2021 focussing on the practicalities of implementation faced by staff and editors and how issues relating to complexity, non-randomised studies of interventions and synthesis without meta-analysis can be tackled in different topic areas. More details and registration available here.
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8. Keep up to date with changes at Cochrane
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If you have any questions about any of the above items, or about any aspect of your ME role, regardless of your location, please contact us at mesupport@cochrane.org The Cochrane Managing Editor Support Team: Anupa Shah | Liz Dooley | Ruth Turley
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