DigitalKoans

The National Information Standards Organization and the Association of Learned and Professional Society Publishers have published Recommended Practice Journal Article Versions (JAV): Recommendations of the NISO/ALPSP JAV Technical Working Group.

Here's an excerpt from the press release:

The publication is designed to provide a simple, practical way of describing the versions of scholarly journal articles that typically appear online before, during, and after formal journal publication. . . .

"Static, single copies of research papers that are essentially facsimiles of a single, unambiguously identified printed document are a thing of the past," stated Bernard Rous, Deputy Director of Publications at the Association for Computing Machinery (ACM) and Co-Chair of the JAV Working Group. "Changes in the way we create, produce, and store articles lead to multiple versions that are often all discovered together through web searches. Our working group addressed the consequent problem: how to identify the versions retrieved and clarify the relationships among them." . . .

Several variables were considered as possible dimensions to identify a particular article version:

• Time: from first draft to latest version
• Added Value: from rough draft to polished publication
• Manifestation/Rendition: different document formats and layouts
• Siblings: multiple mappings between technical reports, conference papers, lectures, journal articles, review articles, etc.
• Stakeholders: author, editor, referee, publisher, librarian, reader, funding organization

Components of the JAV Recommended Practice include a narrative that explains the project background and rationale for recommended terms and definitions, and appendices that cover "Graphical Representation of Journal Article Versions and Relationships with Formal and Grey Literature; Assumptions, Primary Challenges, and Best Practices," use cases, and comments from JAV Review Group on recommendations received on an earlier draft document.

In a forthcoming "Early View" editorial in the Journal of the American Society for Information Science and Technology ("JASIST Open Access"), Donald H. Kraft announces that JASIST will permit self-archiving "on the Contributor's personal Web site or in the Contributor's institution's/employer's institutional repository or archive" (institutional intranets are also permitted). This excludes disciplinary archives, such as dLIST and E-LIS, which are global in nature.

Such self-archiving can occur for both preprints and postprints. The author cannot "update the submission version [version submitted for consideration that has not undergone peer review] or replace it with the published Contribution." However, the author can "update the preprint [accepted version that has undergone peer review] with any corrections."

JASIST is the research journal of the American Society for Information Science and Technology, which "counts among its membership some 4,000 information specialists from such fields as computer science, linguistics, management, librarianship, engineering, law, medicine, chemistry, and education; individuals who share a common interest in improving the ways society stores, retrieves, analyzes, manages, archives and disseminates information, coming together for mutual benefit."

Microsoft has released a beta version of its Article Authoring Add-in for Microsoft Office Word 2007.

Here's an excerpt from the product's home page:

Beta 1 of Word add-in to enhance the authoring of scientific and technical articles, including support for the National Library of Medicine XML format This Beta 1 release enables reading and writing of XML-based documents in the format used by the National Library of Medicine for archiving scientific articles.

The RIOJA project has released Repository Interface for Overlaid Journal Archives: Results from an Online Questionnaire Survey.

Here's an excerpt from the "Introduction":

The Repository Interface for Overlaid Journal Archives (RIOJA) project (http://www.ucl.ac.uk/ls/rioja) is an international partnership of members of academic staff, librarians and technologists from UCL (University College London), the University of Cambridge, the University of Glasgow, Imperial College London and Cornell University. It aims to address some of the issues around the development and implementation of a new publishing model, that of the overlay journal - defined, for the purposes of the project, as a quality-assured journal whose content is deposited to and resides in one or more open access repositories. The project is funded by the Joint Information Systems Committee (JISC, http://www.jisc.ac.uk/) and runs from April 2007 to June 2008.

The RIOJA project will create an interoperability toolkit to enable the overlay of certification onto papers housed in subject repositories. The intention is that the tool will be generic, helping any repository to realise its potential to act as a more complete scholarly resource. The project will also create a demonstrator overlay journal, using the arXiv repository and OJS software, with interaction between the two facilitated by the RIOJA toolkit.

To inform and shape the project, a survey of Astrophysics and Cosmology researchers has been conducted. The findings from that survey form the basis of this report.

The project team will also undertake formal and informal discussion with publishers and with academic and managing members of editorial boards. The survey and supplementary discussions will help to ensure that the RIOJA outputs address the needs and expectations of the research community. Finally, the overall long-term sustainability of a repository-overlay journal will be assessed. The project will examine the costs of adding peer review to arXiv deposits, of implementing and maintaining the functionality which the survey shows to be most valued by researchers, and of providing long-term preservation of content, and will aim to identify and appraise possible cost-recovery business models.

The Association of College and Research Libraries' journal, College & Research Libraries, is now offering access to preprints on its site; however, access is restricted to ACRL members.

According to the C&RL Manuscript Preparation page, the typical post-review publication delay for papers is about one year.

This preprint strategy does not appear to preclude authors from depositing preprints elsewhere after publication. Below is an excerpt from the C&RL Manuscript Preparation page (emphasis added):

The agreement between ACRL and the author is license to publish. The author retains copyright and thus is free to post the article on an institutional or personal web page subsequent to publication in C&RL. All material in the journal may be photocopied for the noncommercial purpose of scientific or educational advancement.

The American Librarian Library Association's author agreement that C&RL uses states (emphasis added):

1. In consideration of the Publisher’s agreement to publish the Work, Author hereby grants and assigns to Publisher the right to print, publish, reproduce, or distribute the Work throughout the world in all means of expression by any method now known or hereafter developed, including electronic format, and to market or sell the Work or any part of it as it sees fit. Author further grants Publisher the right to use Author’s name in association with the Work in published form and in advertising and promotional materials. Copyright of the Work remains in Author’s name.
2. Author agrees not to publish the Work in print form prior to publication of the Work by the Publisher. [ALA requests that should you publish the Work elsewhere, you cite the publication in ALA’s Publication, by author, title, and publisher, through a tagline, author bibliography, or similar means.]

The author agreement says nothing about restricting the author's right to distribute digital preprints, yet the Manuscript Preparation page implies that the author is not free to do so prior to publication. Which is it?

If authors are free to distribute their own digital preprints, what good does it do to restrict access to preprints at the ACRL Website? This policy appears to make no sense unless ACRL believes that authors' motivation to distribute their own preprints will be undermined by ACRL making them available or unless ACRL believes that its authors simply have little or no interest in distributing their own preprints.

Perhaps the C&RL Manuscript Preparation page is just poorly worded. If so, it would be helpful if it were corrected.

But even if this is the case, it begs the question: "What is ACRL, which is actively promoting open access on many fronts, doing making C&RL's preprint service restricted?" While ACRL directly providing access to preprints at the C&RL Website is a welcome step forward, restricting access to those preprints is taking two steps back, and, although well intended, it sends the wrong message for an organization that is trying to move the open access agenda forward.

Read more about it at "C&RL Launches Preprints!"

Microsoft is developing an Article Authoring Add-in for Microsoft Office Word 2007, which will support the NLM DTD. A Technology Preview of the Add-in is available.

Here's an excerpt from the Technical Computing @ Microsoft—Scholarly Publishing page:

In support of the increased emphasis on electronic publishing and archiving of scholarly articles, Microsoft has developed the Article Authoring Add-in for Microsoft Office Word 2007. This add-in will support the XML format from the National Library of Medicine (NLM), which is commonly used in the scientific, technical, and medical (STM) publishing market as part of the publishing workflow and as the format used for the archiving of articles. Pre-release versions of this add-in will target the staff at STM journals and publishers, at information repositories, and in-house and commercial software developers supporting the STM market.

The Article Authoring Add-in for Word 2007 will enable or simplify a number of activities that are part of the authoring and scholarly publishing process, such as:

• gathering information about the authors and article content at the time the article is written;
• enabling journals to provide authors with templates containing the structure for articles, and information for self-classification of the articles by the authors;
• enabling access to the authors and article metadata contained in the Word file through the use of the NLM format and OpenXML document structure;
• enabling the editorial staff to have access to the article and journal metadata directly within Word; and
• enabling two-way conversion between Office OpenXML and the NLM format.

Greg Tananbaum consulted with Microsoft on the development of the tool.

The VERSIONS (Versions of Eprints—A User Requirements Study and Investigation Of the Need for Standards) project has released the VERSIONS Toolkit.

Here's an excerpt from the "Introduction":

If you are an experienced researcher you are likely to be disseminating your work on a personal website, in a subject archive, or in an institutional repository already. This toolkit aims to:

• provide peer-to-peer advice about managing personal versions and revisions in order to keep your options open for future use of your work
• clarify areas of uncertainty among researchers about agreements with publishers and how these relate to different versions of research outputs
• suggest ways to identify your work clearly when placing it on the web in order to guide your readers to the latest and best versions of your work
• direct you to further resources about making versions of your work openly accessible

The toolkit draws on the results of a survey of researchers’ attitudes and current practice when creating, storing and disseminating different versions of their research. As such the guidance in the toolkit represents the views of active researchers. Survey respondents were predominantly from economics and related disciplines.

The Association of Research Libraries has published "The NIH Public Access Policy: Guide for Research Universities."

Here's an excerpt from the press release:

The new NIH Public Access Policy, which becomes effective April 7, 2008, calls for mandatory deposit in PubMed Central of peer-reviewed electronic manuscripts stemming from NIH funding. The change from a voluntary to mandatory policy creates new expectations, not just of funded investigators, but also of the grantee institutions that support those investigators.

The ARL guide, "The NIH Public Access Policy: Guide for Research Universities," includes the following sections:

• Policy Overview
• Institutional Responses
• Retaining Rights
• How to Deposit
• Resources

The guide focuses on the implications of the NIH policy for institutions as grantees, although some information for individual investigators is included and links to further details are provided. The guide is helpful to a range of campus constituencies that may be involved in implementing the new policy, including research administrators, legal counsel, and librarians.

In addition to compliance concerns, the guide also considers the benefits of the new policy and institutions' opportunities to build on the policy requirements by seeking additional rights for using funded research to address local needs.

Reflecting the dynamic nature of campus implementation activities, the guide will be updated as more campuses release plans, resources, and tools that can serve as models for their peers.