Workflow
What's the buffer?
This is a region in the archive where the newly-created records may be held for editors inspection to implement the institutional quality assurance policy. The aim of this is to improve the quality of the metadata (for example, ensuring names have been entered correctly, that no important data is missing, etc.) at the cost of some delay before the eprint record can be seen.
What are buffer e-mail alerts?
The editors will receive email notification that a new eprint is ready to be deposited. Who is responsible for making the final decision, the acceptable delay for checking, and the reasons for which records will be returned for correction is down to the policy of the E-LIS: every editor is allowed to approve the e-prints deposited by authors from their country. After review, the editors can deposit the eprint into the live archive, or return it to the authors' work area.
How can an editor know which e-prints to approve?
An editor is allowed to approve the e-prints deposited by authors from his/her country. Where the author is from is in the author's record.
How to approve an e-print?
The editor has to go to the buffer to check the metadata and full text. The editor can then use 'Move e-print in to Main Archive' to approve the e-print.
How to modify the e-print metadata?
Editing an eprint follows the exact same process as adding a new e-print.
The editor should go to 'Staff EPrint Search' and 'Staff Search of EPrints in the Live Archive'. Then search for the e-print, for example, by ID. Change what needs to be changed.
An editor changing the type of e-print could lead to problems. For example, an author has introduced a conference paper as a journal article. Accordingly, the field Publication (journal article's field) is filled. If the editor doesn't delete the content of this field when changing to the correct type of document (a conference paper in this case), the field Publication will remain filled.
How to modify the e-print metadata without changing the date of deposit?
- First, the editor should identify the e-print with the mistake (for example, by using the ID)
- Next, go to 'Staff EPrint Search' in his/her workspace and choose 'Staff Search of EPrints in the Live Archive'
- Search for the e-print
- The editor will see the metadata of the e-print as when it was approved. Go to 'edit e-print'
- First screen 'Deposit type', modify the metadata (if necessary). Click 'Next'
- Second screen 'Succession/Commentary', modify the metadata (if necessary). Click 'Next'
- Third screen 'Bibliographic Information', modify the metadata (if necessary). Click 'Next'
- Fourth screen 'Documents Attached to Item', modify the metadata (if necessary). After that just click 'Save for later'
- The e-print should come back to the screen with all the metadata ready to be approved. Then the editor should click 'Go to the E-LIS User Area Homepage'
- If the editor searches the e-print in the home page or by simple search, he/she will see the modifications with the date of deposit, not the date of when changes were made.
How to know the authors' country?
By using the 'User search', the editor can search by country using the 'Address/Country' option.
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