Automate it – open access (compliance) as by-product of better workflowsDigital Science Webinar: Smarter Open Access Workflows, 11 May 2016

Dr Torsten Reimer, Scholarly Communications Officer http://orcid.org/0000-0001-8357-9422 / @torstenreimer

Imperial College London

Imperial College London

• Faculties of Engineering,Medicine, Natural Sciencesand the Business School

• Ranked 3rd in Europe / 8th in theworld (THE 2015-16 rankings)

• Net income (2015): £969m, incl.£428m research grants/contracts

• ~15,000 students, ~8,000 staff, incl. ~3,900 academic & research staff• Staff publish 10-12,000 scholarly articles per year• 2015 APC spend: £1.7m• Data-intensive research: largest data traffic into UK academic network• Committed to open access and best practice in data management

The challenge: (sample of) UK funder requirements

• Research assessment brings College ~£100m/year• Required: article deposit within 3 months of acceptance

Higher Education Funding Councils

• Report all outputs to funder via ResearchFish system• 100% open access to scholarly articles by 2018

Research Councils UK

• College able to track location of all data assets• Ideally all research data made available publicly

Engineering & Physical Sciences Research Council

Publications tracking at Imperial College

Symplectic Elements

Scopus

Web of Science

arXiv

PubMed etc.

College grants

College HR

CollegeRepository

Staff web pages

Individual Academic

HOWEVER: Selection of issues with current workflows

• Authorship of articles not always recognised reliably

• Accuracy and completeness of publisher metadata

• Limited or no tracking of non-traditional outputs (data, software, etc.)

• No publisher workflow for article metadata/manuscripts on acceptance

• Issues with sharing data between systems (lack of identifiers), incl. finding co-authored publications on other universities’ repositories

Þ Requires academic action (linking data sources, claiming articles)Þ Inefficient manual workflows (repeat data entry), disliked by academics

Simplify compliance: combine green & gold workflow

On acceptance•Deposit•Apply for APC

•Link funding

Manuscript into

repository

APC data into

ASK OA

Compliance with

green & gold

mandates in one step

Managed through Symplectic (+ASK OA)Ask for minimum information required

ASK OA (cloud-based APC management system)

Progress made

2013 2014 20150

1000

2000

3000

4000

5000

6000

Open Access outputs

DepositsAPCs

2013 2014 2015 20160

200400600800

100012001400160018002000

ORCIDs in Symplectic

• College meets RCUK and Wellcome Trust targets• 18x increase in deposits between 2012-2015

Automated “on acceptance” workflow with ORCID

Author links ORCID with

CRIS

…shares ORCID iD with

publisher

…shares funder information with

publisher

Publisher mints DOI on

acceptance

…shares iD and funder details with CrossRef

CRIS pulls data from CrossRef, using ORCID iD

Jisc Publications

Router

manuscript

Link via iD

http://www.imperial.ac.uk/orcid

CRIS = Current Research Information System (Symplectic Elements at Imperial)

Conclusion

• Aim: author interacts only once with each output, ideally on acceptance

• All information required to understand an output is embedded in metadata, from acceptance, and enhanced at later stages:• Accurate dates: acceptance, publication• Identifiers: DOI, ORCID, Funding Data, institutional ID• Clear licencing information

• Systems automate sharing of data, data enhanced as it is passed on

Þ Make scholarly communications more efficient for all parties involvedÞ Automate OA, make compliance a by-product of good workflowÞ Publisher can add value by providing useful metadata early