Dear EEMCS researcher,
The EEMCS management team has decided
to introduce an EEMCS wide publication database called “eprints”.
The idea it is that the author of a scientific publication enters the
meta-data and uploads the full text of the publication as soon as the
publication is ready. You will find the eprints database on http://eprints.eemcs.utwente.nl already stocked with about 1,000 papers and
does the eprints policy have?
- Making publications available
as soon as possible increases the impact of our scientific work. In
fact as of March 2006 this is official UT policy.
- The eprints database provides
lists of publications selected by various criteria, and which can be
shown on the websites of groups, projects, SROs and researchers. The
output is available in HTML, XML and BibTex format.
- An editorial board consisting
of researchers and information specialists looks after the quality of
the data entered into eprints.
- The eprints database is always
up to date because this is in the interest of the authors.
- The eprints information is
transferred to the institutional repository on a regular basis by the
editorial board. Therefore, authors and especially group secretaries
will have less work than before, when we used only Metis.
Which information belongs in
- Everything that is bibliographically
traceable belongs in eprints, which means all research output that has
an ISBN, ISSN or patent (application) number.
- Lectures and slides do not
belong in eprints. From 2006 these will no longer be included in the
Metis annual reports either.
What do we ask the group
leaders to do?
- Group leaders make sure that
group members provide complete information to the eprints database in
a timely fashion.
- The head of group is responsible for
input into Metis and therefore also for input into eprints.
we ask the authors of papers and patents to do?
- Information which is out
of date has little value. It is also inefficient to try to enter information
at the last moment. Therefore we ask all EEMCS staff to provide meta-data
and full text of every publication (by way of a technical report) as
soon as the publication has been submitted to a conference or journal.
For an example of a well defined sequence of steps which achieves this
- As soon as a publication
has appeared the author is kindly requested to supply the relevant bibliographic
data and the full text to the eprints database. This should include
the link to the official online version of the publisher.
Which are the tasks of the editorial
- We expect that errors will
be made while entering publication data into eprints. For example the
names of authors and journals are often supplied in an inconsistent
fashion. Sometimes a conference paper is classified as a journal paper.
The eprints editorial board identifies such problems, and requests authors
to rectify the problems. Authors receive suggestions and help via E-mail.
- The eprints technician and
the Metis specialist make sure that the eprints information is uploaded
into Metis at regular intervals. Any problems will be corrected by the
editorial board, when necessary in consultation with the authors.
- The full text of every publication
is uploaded by the author. In the first instance the information will
only be available within the UT network. The library will check whether
the full text can be made available to the world and in this case the library revises
- The editorial board will
normally provide fast feedback on publication data submitted to be prints.
What is the task of the group secretaries?
- The publications which are
eventually transferred into Metis via eprints will have been checked
by the editorial board and the Metis specialist of the faculty. The
probability that there are still errors in the data should have been
reduced substantially. Nevertheless it is important that the group secretary
verifies that the Metis information is correct.
- Neither the editorial board
nor the specialist can know whether all publications of the group
have been entered. It is therefore an important task of the group secretary
to check that no publications are missing.
Why is using eprints going to save
the faculty time and effort?
- Data is provided once to
eprints, and not several times, to Metis, and other institutional repositories.
- Providing publications data
by the authors will hopefully give rise to fewer data entry errors.
- Eventually the success of
the system depends on the willingness of authors to provide complete
publication data in a timely fashion. If an author receives a reward
for his/her efforts (when the authors web site and BibTex file is up-to-date),
the probability of success is highest.
Why can’t we wait for National developments?
- It is possible that the UT
repository and Metis will eventually converge, such that an integrated
system emerges that is easy to use. However discussions at national
level progress slowly. Furthermore, a nationally accepted system will
never have the look and feel which is required by the faculty, research
groups, project leaders and authors.
- It is difficult to predict
the course of developments around institutional the repositories; it
might be possible that the current Metis/DARE/ARNO system is eventually
replaced by another system. Eprints is one of the candidates. However
we are not going to wait for developments elsewhere, but we assume our
responsibility has the “information” faculty.
does the eprints policy start?
- All EEMCS publications as
of January 1, 2006 should be entered into the eprints database.
- The editorial board can provide
assistance to research groups if they wish to enter legacy publication
lists into eprints. In any case the group will have to provide all the
relevant information. Our experience with student assistants to help
with the conversion effort and to collect missing data has been good.
Whom can I ask for help?
- See the Contacts page.
Where can I find the
eprints and further information?
- Every EEMCS researcher can
log in with his own EEMCS user name and password on http://eprints.eemcs.utwente.nl .
I would like to ask you to supply your
publication data and full texts to eprints with effective date of January
1, 2006. If you require assistance when uploading publication lists
from 2005 and earlier, please contact the discipline specialists of
the eprints team.
With kind regards
22 may 2006