Submission Integration: Implementation

The steps required to set up, test, roll out, and manage submission integration are described on this page.

Initial planning
Journals initiating submission integration should [mailto:journalsetup@datadryad.org contact Dryad staff] to discuss the details of the process, and to fill out the Pre-Integration Questionnaire. Some of the issues to discuss include:


 * Summarize workflow options, confirm journal preferences (embargoes, data available during the review process, etc.)
 * How and when the journal will provide automated email notifications to Dryad of new manuscripts. Most journals opt to do this at the time of acceptance.
 * How the journal will invite authors to deposit data, and provide the Dryad submission system URL.
 * Where the journal will include the Dryad DOI in the published articles.
 * Whether/how the journal will monitor or enforce timeliness of deposition.
 * List of journal representatives that will receive reports from Dryad, including immediate notifications of Dryad submissions and weekly summary reports.
 * How Dryad will monitor the final publication of articles (so Dryad curators can complete the bibliographic details in the Dryad record).
 * The timeline for testing the process and for implementation with authors.

Overview of the basic workflow

 * 1) Journal sends notice to the Dryad system for each accepted manuscript; Dryad creates a provisional record for the anticipated data.
 * 2) Journal provides the author with a Dryad submission system link, and invites them to submit data. This custom link takes the author to their provisional entry in Dryad, incorporating the information supplied by the journal notice.
 * 3) *format for the submission link to Dryad:
 * 4) ** http://datadryad.org/submit?journalID=ABCD&manu=NNNN (where ABCD is replaced by the journal code and NNNN is replaced with a real manuscript number)
 * 5) *sample text for use with authors is available, describing the benefits of data deposit in Dryad, [[Media:Email_to_authors_INTEGRATED_JOURNALS.doc‎|here]].
 * 6) Author uses the custom link to access the provisional Dryad record, and uploads data.
 * 7) Dryad curators review the data, performing basic checks on each file, then approve the release of the data package.
 * 8) Dryad notifies the journal of each new data deposit associated with the journal, and its DOI.
 * 9) Journal includes the Dryad data reference with DOI in all print and online versions of published articles.
 * 10) * Dryad suggests, following CrossRef and BioMed Central recommendations, that the DOI be included as an in-text citation, and additionally that the full data citation be listed in the reference section of the article. This will ensure that the data is permanently accessible, and will make it easier to find data references within the journal and other scholarly literature.
 * 11) ** suggested format for citation in article text:
 * 12) ***Data available from the Dryad Digital Repository: http://doi.org/10.5061/dryad.j512f21p
 * 13) ** suggested format for citation in Reference list:
 * 14) *** Sadd BM (2011) Data from: Food-environment mediates the outcome of specific interactions between a bumblebee and its trypanosome parasite. Dryad Digital Repository. http://doi.org/10.5061/dryad.t903h
 * 15) Dryad makes the data public in accordance with journal preferences. Dryad will provide any information the journal may need to verify deposits, but enforcement of deposition policy is up to the journal.
 * 16) Journal receives reports (usually weekly) from Dryad with DOIs for any new data submissions associated with its articles

Overview of the review workflow
The review workflow allows a journal to have editorial oversight of data in Dryad associated with its articles while the manuscript is in review, and also enables peer reviewers access to the data. This workflow is the same as the basic workflow, except that data files are submitted to Dryad while the manuscript is in review. Journals using the review workflow receive a passcode enabling private access to the data. Authors can add new versions of files to respond to editorial or reviewers' concerns.

Journals using the review workflow send two notices to Dryad for each manuscript: the first at manuscript submission, and a second at manuscript acceptance or rejection. Dryad curators do not review the data until the journal sends the second notice relaying the acceptance of the manuscript. If the manuscript is rejected, Dryad retains the data in the authors' workspace for a year and it can be later associated with another journal.

Testing the format of journal notices
The journal sends one or more test notices to Dryad, to ensure that both systems are communicating without problems. These messages will handled automatically by the Dryad submission system, not read by a human, so they must conform to the format requirements or they will not be processed correctly.

For the format requirements for all notices to Dryad, see the Journal Metadata page.

This is the testing process:
 * 1) The journal sends several test article notifications, and Dryad creates new records in a testing environment.
 * 2) * Ideally, testing should include several test messages, at least with one multiple authors, and using different settings for Article Status, to ensure that these cases are processed correctly.
 * 3) Dryad staff and journal representatives test the notifications, specifically the integrity of the information transfer to Dryad.
 * 4) Any problems that are discovered are resolved, and testing is repeated until no more issues are found.

During the test phase, journals should use the Dryad staging server to test and see how data submissions are handled. Journal staff can use this server for any end-to-end tests they wish to conduct, can create accounts, and upload data files.

Implementation of integration and rollout to authors
When the testing phase is complete and all the desired customizations have been implemented, Dryad will inform the journal that integration is now turned on for the journal. At this time:
 * 1) The journal sends notices to Dryad regarding manuscripts, and invites authors to deposit their data in Dryad.
 * 2) The journal is added to the list of Currently Integrated Journals on the Dryad website to enable prospective authors to see its settings and submit data at the appropriate time.
 * 3) The journal and Dryad may coordinate publicity on blogs etc., to announce the integration.
 * 4) The journal may wish to update their Instructions to Authors (see examples collected here, and announce the new data archiving process to authors.

Ongoing integration
There are some related tasks that integrated journals should perform on an ongoing basis, once integration is implemented. These include:
 * Ensuring that authors follow the journal's data archiving policy (whether through deposit in Dryad or other repositories).
 * Ensuring that authors adequately cite data that is reused to produce results in an article.
 * Notifying Dryad when there are changes in the manuscript processing system that will affect metadata transfers.
 * Adding Dryad DOIs to online versions of articles in cases where authors have deposited data after article publication.

Documentation

 * Submission Integration: Overview
 * Submission Integration: Implementation (this page)
 * Submission Integration: Current Status

Further resources

 * To begin the integration process, please review and complete: the Pre-Integration Questionnaire
 * Format specifications for automated email notices to Dryad: Journal Metadata
 * Sample text for [[Media:Email_to_authors_INTEGRATED_JOURNALS.doc‎|email to authors]] inviting them to deposit data in Dryad
 * Submission process from a journal's perspective: [[Media:DryadIntegrationOverview.pdf|Integration Overview Slides (PDF)]].
 * Blog post describing one journal's workflow for maximizing data archiving: How to decide what data should be archived at publication

Please [mailto:journalsetup@datadryad.org contact Dryad] to let us know your questions about integration with Dryad and how we can work with you.