Marlene Englander Open Forum - MLA 2011


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Library Solutions to Tracking Scholarly Publications Open Forum, MLA 2011. This presentation is by Marlene Englander and is uploaded with permission

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  • Initially, Cleveland Clinic’s administration wanted to more formally track publications as part of the medical staff’s annual review process. In 1994, the Library was contacted to create and maintain a database, centralize the process, and provide customized reports. At that time it was decided to collect information on articles, book chapters and books, only. We include publications from years the person was with the Clinic, or if the Clinic is listed as an institutional affiliation on the original, back to 1993.
  • In 1994 there weren’t many commercial products available to evaluate and we didn’t have the option of having a product custom designed for us. Ultimately, Reference Manager was selected. It was a DOS program and sharing and searching information on the internet was not yet a consideration.
  • What’s nice about Reference Manager is that it not only can quickly output a list, with choices of different styles, but it also can export in tab or comma-delimited format for uses in other ways. The thesaurus-controlled fields (authors, periodical name, and keywords) can be easily analyzed and sorted. All fields can be searched free-style.
  • Since PubMed is freely accessible, we want to include PubMed IDs as often as possible, even if the citation wasn’t initially found on a PubMed Auto Alert. Over 90% of the journal publications in our 2010 database have PubMed numbers, but only 52% of them can be found doing a simple institutional affiliation search, which, for us, includes “Cleveland Clinic” or “44195” (our zipcode) or "". Since many people are now asking for their reports to include the PubMed ID we find it’s worth it to go back to PubMed to get this number and include it.
  • When it became possible to have publications information accessible on the internet, we wanted to offer that option for our employees as well as to the public. Although Reference Manager has had a few products that offer web access, these products didn’t provide the capabilities and options we needed. When RefWorks came out, followed by RefShare, and the Clinic purchased an institutional site license, we decided we would post a copy of the master database out to this platform, with some data elements deleted. Search processing time, searching capabilities, and mapping between Reference Manager and RefWorks isn’t optimal at this time. So our initial thoughts of possibly moving the master database to RefWorks hasn’t happened. But as new products are developed and Reference Manager and RefWorks continue to update to newer versions with enhanced capabilities, perhaps one of them will offer exactly what we need.
  • After performing a search, on the results page, one can see the “Find It” button which will help guide the user to how and where they can get the article or find the book.
  • As with Reference Manager, the results can be printed, imported, exported or saved.
  • The first 10 years we printed a book. In 2004 we started adding the physician’s employee number to the record which allows for a much more precise retrieval if a person has a common surname. The employee number is also what's used to link our data to the physician's dashboard.
  • Each Clinic Institute prepares an annual Outcomes book. Each book has a section of Selected publications for that year and a link to all publications. These lists are generated from the Author database and citations cannot be added or edited without approval.
  • The Physician Dashboard is our Institution’s newest use of the Author database. When a physician logs in to his dashboard he sees a page like this which includes information on his publications.
  • At the bottom of the screen is a tab for previous years publications.
  • Marlene Englander Open Forum - MLA 2011

    1. 1. Cleveland Clinic Author Database MLA, May 16, 2011 Marlene Saul Englander, MSLS, AHIP Medical Librarian Cleveland Clinic Alumni Library
    2. 2. The Presentation <ul><li>The Library’s Initial Charge </li></ul><ul><li>Data Included </li></ul><ul><li>Reference Manager </li></ul><ul><li>Sources </li></ul><ul><li>RefWorks/RefShare </li></ul><ul><li>Major Changes Since 1993 </li></ul><ul><li>Institutional Uses </li></ul><ul><li>Future Challenges </li></ul>
    3. 3. The Charge / Data <ul><ul><li>Included: </li></ul></ul><ul><ul><ul><li>Journal Publications </li></ul></ul></ul><ul><ul><ul><li>Books </li></ul></ul></ul><ul><ul><ul><li>Book Chapters </li></ul></ul></ul><ul><ul><li>NOT included: </li></ul></ul><ul><ul><ul><li>No Meeting Abstracts </li></ul></ul></ul><ul><ul><ul><li>No Presentations </li></ul></ul></ul><ul><ul><ul><li>No Posters </li></ul></ul></ul><ul><ul><ul><li>No Book Reviews </li></ul></ul></ul><ul><ul><ul><li>No In Press, Submitted, Epub Ahead of Print </li></ul></ul></ul>
    4. 4. Reference Manager
    5. 5. Sample Display from Reference Manager
    6. 6. Sources <ul><li>PubMed Preferred </li></ul><ul><li>Scopus, CINAHL, Web of Science, PsycINFO </li></ul><ul><li>Matthews Medical Books </li></ul><ul><li>New Book Acquisitions </li></ul><ul><li>TOC / Internet / Publishers / Authors </li></ul>
    7. 7. 2010 Numbers <ul><li>3913 Total Items </li></ul><ul><ul><li>3196 Journal Publications </li></ul></ul><ul><ul><li>676 Chapters; 41 Books </li></ul></ul><ul><li>“ Cleveland Clinic” or “44195” or “” Address/Affiliation Search </li></ul><ul><ul><li>PubMed – 1677 (52%) </li></ul></ul><ul><ul><li>Scopus – 2717 (85%) </li></ul></ul><ul><ul><li>Web of Science – 2747 (86%) </li></ul></ul>
    8. 8. RefShare
    9. 9. RefShare
    10. 10. RefShare Result
    11. 11. Major Changes Since 1993 <ul><li>No Print Book </li></ul><ul><li>Employee Numbers Added </li></ul><ul><ul><li>Easier to Search </li></ul></ul><ul><ul><li>Links to Physician Dashboard </li></ul></ul>
    12. 12. Institutional Uses <ul><li>Physician CVs </li></ul><ul><li>Department Listings </li></ul><ul><li>Marketing Materials </li></ul><ul><li>Institute Outcomes Books </li></ul><ul><li>Physician Dashboard </li></ul>
    13. 13. Outcomes Books
    14. 14. Physician Dashboard
    15. 15. Physician Dashboard
    16. 16. Future Challenges <ul><li>Journal Impact Factors </li></ul><ul><li>Peer-Reviewed </li></ul><ul><li>Print Date vs Online / DOI </li></ul><ul><li>Increased Use </li></ul><ul><li>One Program for Internal / External Use </li></ul>
    17. 17. Additional Information <ul><li>Publications </li></ul><ul><ul><li>Englander, MS. J Hosp Librarianship 2003;3(3):79-91. </li></ul></ul><ul><ul><li>The Medical Library Association Guide to Managing Health Care Libraries. 2 nd ed. New York, Neal-Schuman, 2011. Chapter 15. 364-365. </li></ul></ul><ul><li>Products </li></ul><ul><ul><li>Reference Manager </li></ul></ul><ul><ul><li>RefWorks/RefShare </li></ul></ul>
    18. 18. Contact Information <ul><li>Marlene Englander </li></ul><ul><ul><li> or (216) 445-7337 </li></ul></ul><ul><li>View the Author Database </li></ul><ul><ul><li>Go to Library Internet (1 st column) </li></ul></ul><ul><ul><li>Click CCF Author Database (2 nd column) </li></ul></ul>