Presentation about challenges and solutions for open access workflows, including a case study on OA at Imperial College London. Presented at the 11 May Digital Science Webinar on "Smarter Open Access Workflows".

1. Automate it – open access (compliance)
as by-product of better workflows
Digital 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

2. Imperial College London
• Faculties of Engineering,
Medicine, Natural Sciences
and the Business School
• Ranked 3rd in Europe / 8th in the
world (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

3. 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

4. Publications tracking at Imperial College
Symplectic
Elements
Scopus
Web of
Science
arXiv
PubMed
etc.
College
grants
College
HR
College
Repository
Staff web
pages
Individual
Academic

5. 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
 Requires academic action (linking data sources, claiming articles)
 Inefficient manual workflows (repeat data entry), disliked by academics

6. 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

7. ASK OA (cloud-based APC management system)

8. Progress made
0
1000
2000
3000
4000
5000
6000
2013 2014 2015
Open Access outputs
Deposits
APCs
0
200
400
600
800
1000
1200
1400
1600
1800
2000
2013 2014 2015 2016
ORCIDs in Symplectic
• College meets RCUK and Wellcome Trust targets
• 18x increase in deposits between 2012-2015

9. 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)

10. 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
 Make scholarly communications more efficient for all parties involved
 Automate OA, make compliance a by-product of good workflow
 Publisher can add value by providing useful metadata early