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1 Whitepaper Pure Research Information System Version This white paper contains short descriptions of the functionality and concepts of Pure. Central functionalities and concepts are covered to a certain level of detail in order to provide an overall view of the system. Some functionalities and concepts may not be described or may only be described briefly. Readers are invited to contact us for further details and completeness. Please write to pure@atira.dk or call at Pure White paper

2 Pure Research Information Management System 4 Quick-reference tables 5 Functionality 8 Researcher functionality 8 Research Manager functionality 30 Primary Investigator functionality 41 Library functionality 47 Press office functionality 75 Administration functionality 76 Bibliometric functionality 95 Assessment functionality 102 Portal functionality 103 Tech 112 Of particular relevance to local IT staff 112 Interfaces 118 Rights management and access delegation 121 Other 124 Implementation 126 Prior to implementation 126 Implementation 127 After implementation 128 Architecture 129 Datamodels 129 Flexibility for customers 131 Standardisation 134 Data security 136 For partners 136 Pure References 138 About Atira 141 Company profile 141 Research Information 141 Legal and financial profile 141 Research sector activities 142 Other activities 142 Pure White paper

3 General management and service functions 142 Staff 142 Other information 143 Member of ARMA 143 Pure White paper

4 Research Information Management System Pure is a flexible, user-driven enterprise-class CRIS based on CERIF. It covers Grant applications, Research Income, Projects, Research Outputs, Research staff, Organisational units, External collaborations, and more. It is achieved by integrating Pure with local systems while also capturing data by work processes that ensure quality and completeness. This makes Pure a single authoritative source of quality- assured information about an institution s research affairs. Information is available at the desired level of granularity in real-time. Owners can monitor research performance by a broad range of indicators, use Pure s dashboards reporting tools for overviews and drill-downs, make forecasts, and benchmark against world citation averages and other factors. Also a key feature is Pure s ability to collect, evaluate, and return data to national assessment exercises such as UK s Research Excellence Framework. This all makes Pure a tool for strategic managers and research support offices, but Pure is also a tool for researchers, PIs, and departmental managers - clear and recognised value is provided for these users, which furthers user-acceptance and -uptake; mission-critical factors in any CRIS project. SCR Who use Pure? First introduced in 2003, Pure is now licensed to 47,900 research staff at our 75 references in 8 countries. See who they are at our reference page. Pure White paper

5 REFERENCES Pure version 4 Universities University Colleges Hospitals GRIs Other institutions Pure version 3 Pharmaceutical industry 1 Sum 75 Owners of Pure in all countries Quick-reference tables The tables below offer a quick overview of all functionality in Pure: Functionality FUNCTIONAL AREA Researcher functionality Research manager functionality Primary Investigator functionality Library functionality Press Office functionality DESCRIPTION Personal overview Researcher profile Own applications and awards Add and edit own outputs, projects, and esteem Publication Import with author matching Scan for Publications Search, filter, list, and export Favourites CVs Trusted Users Confidential content Display content relations graphically Dashboards Reports Performance indicators Project funding Project budget Project spending Workflows Fulltext and Repository functionality Management of Publishers and Journals Duplication handling Classifications Open access awareness and support Scan for Publications - administration Library systems integration Student Theses Press Clippings Pure White paper

6 FUNCTIONAL AREA Administrator functionality Bibliometric functionality Assessment functionality Portal functionality DESCRIPTION User administration Organisational Units management Systems Integration Management Audit Log Sessions Text resources, messages, and help text Fulltext file indexing Caching Portal settings Google analytics Terms and conditions page Management of online publication sources Run special jobs Support user remotely New user access Re-indexing System settings Re-validation Thomson-Reuters Elsevier Run bibliometric analyses Fulltext download statistics Intro UK s Research Excellence Framework The Flemish Research Information Space The Danish Bibliometric Research Indicator PurePortal Standard PP and Advanced PP Tech TECHNICAL AREA Of particular importance to local IT staff Interfaces DESCRIPTION Short technical description Hosting requirements Systems integration Legacy import Documentation Browser support Web Services OAI services Pure s Integration Platform Repository interfaces Self-import interfaces Legacy Import interfaces Pure White paper

7 TECHNICAL AREA Rights management and access delegation Other DESCRIPTION Roles and Rights Access strategies Confidential content Field validation Languages Standardisation Implementation MAIN PHASE Prior to implementation Implementation After implementation DESCRIPTION Presentations Proposal Contracts The implementation project Roll-out Architecture ARCHITECTURAL AREA Datamodels Flexibility for customers Standardisation Data security For partners DESCRIPTION Datamodels Typical content Customisability Configurability Collaboration and cost-sharing Multi-tenancy Modules Release management Development policies Roles/Rights Access control Confidentiality Software development kit Pure White paper

8 Functionality Researcher functionality Personal overview The researcher s main screen offers an overview of all personal content including Publications, Activities, and Projects. Any piece of content is immediately clickable for full details. The main screen also provides overview of tasks, messages, favourites, CVs, recent actions, and it gives access to Pure s online help system. With the UK data-model, also Impact Cases and REF publication candidates can be monitored by researchers from here. SCR Pure White paper

9 SCR Researcher Profile The individual researcher can choose to make his or her profile publicly available in whole or in part. The profile itself holds information such as basic name- and contact-information, name variations, titles, job functions, profile photos, scientific areas (narrative and by controlled keywords; please also see Classifications), attached documents, and more. All the researcher s content is shown on the profile s relations-tab: Research outputs, grant awards, projects, esteem, organisational affiliations, funding bodies that awards have been won from, journals in which he or she has published, etc. The profile include user-definable fields for purposes such as Previous employer, Other work, Consultancy, or Teaching. Finally, besides Pure s own unique identifier, the profile can also be made to hold Thomson-Reuters ResearcherID and Scopus Author ID as well as an ORCID identifier. Pure White paper

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11 SCR Add and edit own projects, esteem, and outputs Researchers can add and edit their own outputs, projects and esteem. They can also have clerical staff do it; either by setting the workflows for that or by using the Trusted users functionality. Projects are usually created automatically in Pure by integration with one or more back-office systems, but researchers or clerical staff can edit and enrich them; adding postgraduate students, for example, relating publications to them, etc. Esteem can be added and edited by researchers or clerical staff over time as the portfolio builds up. Finally, outputs can be added manually or imported. When adding outputs manually, a template is available for each type of output, please see the screenshots below. Users can change templates midsubmission if necessary, which avoids any unnecessary loss of data. Templates for manual submissions are easy to use. One example is that in large parts they are populated by use of drop-downs fields, lookup dialogues, and similar measures, which also furthers data quality. All look-up dialogues are user-centric - they will show the user s own content in any given situation; own previous co-authors and PGRs, own projects, or own previous external collaborators, for example. This saves time and effort compared to searching or browsing the entire database. A switch makes it possible to search and browse the full database if that is desired. Another example of the editors ease of use is, that context sensitive help offers individual descriptions of each field in each template: Pure White paper

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13 SCR SCR NOTE: Higher-level users such as administrators can also add and edit content. Own applications and awards Researchers can overview own grant application activities: Pre-application cases, pending applications, awards, and rejections. Each data item can be clicked for full details. Importantly, other researchers and other staff without special rights will only see the awarded applications. Pure White paper

14 SCR SCR This functionality is possible by dynamic integration with award management systems such as Agresso Award Management from UNIT4 and other systems from other vendors. Pure White paper

15 Publication Import with Author Matching Researchers can import publications themselves if they want to. Clerical staff at department level can also do this, and so can specialised staff at the library, for example. Please see the full description of Pure's publication import and author matching facilities under "Library functionality". Automated publication import: Scan for Publications This feature offers to automatically scan a number of online publication sources for items that might belong to the researcher. The result is provided in an list under My personal tasks. Scans are based on variations of the researcher s name and his or her organisational unit s name. Researchers choose if they want to use Pure s Scan for Publications feature, the setting is made on their profile page, where they can also modify the variations of their name used per source. All sources that are support by the Self-Import module are available, the researcher can choose the relevant ones. Scans are performed by regular intervals set by administrators. The list with results allows researchers to import publications by a single click on Mine, import and to discard publications by clicking Not mine, remove. Pure remembers discarded publications and will not show them again to the same researcher. This log can be reset. NOTE: Please also see Scan for Publications - administration under Library functionality for the mangerside of this functionality. SCR Pure White paper

16 SCR SCR Claiming or disclaiming authorships When publications are brought into Pure, authors are notified. Author matches are usually eight, but if that is not the case, the academic user has the ability to disclaim authorship of a publications. Similarly, he or she can claim an authorship if he or she mistakenly is not on the list of authors. Pure White paper

17 An publication editor-role can overview all such claims and disclaims in a interface that was designed for the purpose. Such editors can be appointed to handle this task exclusively, but the task can also be given to exiting editors in Pure, both global editors and editors at specific departments. SCR SCR NOTE: Requires the Self-Import module. Pure White paper

18 Search, filter, list, and export Pure s Search-, filter-, list-, and export-options provide easy-to-use yet powerful content navigation for researchers and other users. Researchers can search among Research Output, Activities, Projects, Grant applications and awards, Impact, and Press clippings. Users with more rights can search more broadly. A filter limits users to own content by default, but this filter can be switched off by the researcher if he or she wish to search among all Output, Activities, and Projects in Pure; for the purpose of finding coapplicants, for example. Users can also filter on Time period, Output type, Organisational Units, and more, and filters can be combined: specific output types from a specific organisational unit, for example. Searches can be performed when a filter is active, and users can save filters for reuse in other situations. The result of any search- and/or filtering operation will be shown as a list, and users can immediately export any list in one of several formats: PDF, Word (.docx), Excel (.xlsx), HTML, RIS (Reference Manager), and BibTeX. SCR Pure White paper

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23 SCR SCR By default when searching in Pure, search results are sorted by rating with the most important result on top. NOTE: With the UK datamodel, also Impact Cases can be searched. Pure White paper

24 CVs Researchers can use Pure s CV functionality to create CVs for different purposes: One for different funding bodies, one for students, one for the web profile page, etc. CVs can hold content from Pure about the researcher: Publications, Projects, Grant performances, Activities and Esteems, Co-authors, etc. The user only needs to add a section, specify what content it should hold - e.g. publications - and choose certain setting for that section. In addition to such contentsections, researchers can also add free text sections and headlines in order to form a complete CV including narratives. Sections with content will automatically be updated whenever new content is added to Pure; a new publication, for example. This ensures that CVs are always up to date when they are printed. CVs can also be published online on PurePortal. Here, the content sections will also be updated automatically, when new content is added to Pure. The user is notified when a CV has been updated automatically (the yellow notification in screenshot 19 above, SCR ). Further, it is possible to make certain settings for sections with content. A section showing publications for example, can be set to only showing specific types such as peer-reviewed articles, for example. Sections can also be set to Static if the researcher want the section to show certain outputs, projects, or esteem regardless of new additions. Finally, CVs can be exported to Word in native.docx format, which makes it easy to further edit and layout the CV if desired. Exporting to PDF is also an option, of course. This ability to manage CVs and print and publish CVs online was requested by researchers, and it has become an important part of Pure s value-proposition to researchers. NOTE: Requires the CV module. NOTE: Publishing online requires PurePortal. SCR Pure White paper

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27 SCR SCR Trusted Users Researchers can let other users carry out tasks for them in Pure. This facility is used when researchers want clerical staff or other supporting staff to carry out tasks in Pure: Any task to the first user will automatically be redirected to the trusted user. It is also useful in cases of annual leaves, maternity leaves, sickness, or travel. Pure White paper

28 Together with the flexibility of the workflows in Pure, this feature ensures that working with Pure can follow the business processes that already exists at individual institutes and departments when that is desired, rather than introducing new ones. SCR SCR Pure White paper

29 Favourites Researchers can make any item a favourite - a Person, a Publication, a Project, etc. Anything can be marked as a favourite by a simple click on the always-available star icon. Once something has been marked this way, it will be added to the user s collection of such preferred content. Here, a short, graphical overview of all favourites offers single-click access to each item. Favourites can also be exported in true reference formats; APA, CBE, Vancouver, Harvard, etc. This small feature for creating temporary collections of data items was requested by researchers using Pure for everyday work, and it has been widely adopted since. Confidential content Researcher and other users with sufficient rights can mark content as confidential. This is possible with a researcher s Grant applications and awards, Publications, and Projects. A researcher can for example mark his or her publication as confidential, or a PI can mark a project as confidential. Users cannot mark content confidential which he or she does not have ownership in; one researcher cannot mark another researchers publication confidential, for example. Confidential content is only visible to the users that are associated with the content, relevant editors and highest level administrators. Please also see Rights management and access delegation under Tech. SCR Display content relations graphically Researchers can view all of their relations to other content graphically - relations to grants, projects, outputs, external collaborators, and so on. Please see the screenshot below. Pure White paper

30 SCR Research Manager functionality Dashboards The Dashboard is a white space where users can add widgets as they like from a wide selection. A widget is a small graph or text-based piece of information that shows a resume of specific data from Pure. There are widgets such as Top ten cited researchers, Top 10 most cited research outputs, Top 10 esteem types, Activity types by year, and so on. Widgets show their information in realtime, and they offer the option of drilling down into the underlying data. Users can set up their dashboard with those and as many widgets as they like. This way, the dashboard offers a personalised overview of whatever information about the organisation s research affairs is important to individual users from their organisational position; researchers, PIs, department managers, and research support offices, for example, have very different information needs. Data access rights are controlled per users in the same way as reporting. Users cannot use the dashboard to access data they do not have appropriate rights to. Finally, widgets, which hold limited resume-style information, offer the unique option of turning into a report at the click of a single button. The report can then be set to include fuller details about the specific area. Pure White paper

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33 SCR Reports Research managers can use Pure s Reporting facilities to report on content in Pure. This is true for all types of research managers; primary investigators, mangers of institutions and departments, top-level managers at faculty or institution level, and special-area managers such as REF-managers or staff at research support offices. Reports can be about any type of content in Pure: Publications, Projects, Activities, Organisational Units, Persons, Journals, Publishers, External Organisations, Users, Impact cases, and so on. Reports can represent content in four different forms: REPRESENTATION List Table Matrix Graph DESCRIPTION A list of content; grants, projects, publications, etc. Lists can be filtered, grouped and sorted, and a maximum number of items can be defined. Tables with a defined Y- and X-axis and numerical representations of content Mathematical operators representing the results as text or as matrixes in tables (see above) - e.g. the percentage of successful grant applications per department normalised by FTE Users can choose to represent numerical results as pie charts, bar charts, and progression charts Each report can contain multiple lists, tables, analysis and graphs - they will be represented as multiple sections in the finished report. An example would be that one report could include a) a list of Persons from a specific Organisation, b) then a table showing publication types by authors, c) then an analysis of Pure White paper

34 citations per author over time, and d) finally a graph showing peer-reviewed publications versus nonreviewed. Detailed filtering criteria can be defined for each list, table, analysis, or graph: Citations can be used as criteria when creating a list of publications, for example, the number of research students can be used when calculating a number of researchers, or publication types can be used when creating a graph about output from a specific organisation. Further, lists and analysis can be grouped differently. A publication list can for example be grouped by Year, by Authors, or by Organisation. To that, mathematical functions can be set for analyses. All options for filtering, grouping, and setting functions are presented to research managers, when they create the report. SCR Pure White paper

35 SCR SCR To that, Listing, Table, and Raw have new ordering that includes 'direction' (SCR below), and the user can set "top results" when creating analyses tables (SCR ). Pure White paper

36 SCR SCR Further, the reporting module has an easy-to-use "organisational unit" selector. It has a split-view with search to the left and selection to the right. The user can search or filter to select the wanted organisations, and a dynamically loaded hierarchy has been created to avoid long load times in case of many organisations. Pure White paper

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39 SCR Research managers can also set the formatting for certain content type. For Publication lists, for example, you can choose HARVARD, Vancouver, CBE, MLA, and others. Reports can be output in the following file formats: FORMAT PDF HTML DOCX XLS DESCRIPTION General output format used when distributing reports automatically to recipients For viewing on-screen, for pasting formatted content to other applications, etc. Native Word format, used for working with the reporting result in Word, OpenOffice, Pages, etc. Native Excel format, used for working with the reporting result in Excel, OpenOffice, Numbers, etc. Report output file formats A report can be scheduled to run at a specified date and time ()please see screenshots above). It can also be set to run with regular intervals; weekly, monthly, quarterly, etc. Further, a list of recipients can be set up for a report, which facilitates automatic distribution of the report when it runs. To that, reports can be shared: Users as one institution can save reports as files and send them to users at other Pure-using institutions. Finally about security, reporting is subject to Pure s Roles/Rights model and content access strategies. This means that users only will have access to run a report if they also have sufficient access to the content that the report would include. This is checked before the user even sees the report: Users will only see reports they can run. Pure White paper

40 Performance indicators Research managers can use Pure s reporting facilities to examine the institution s research affairs by different performance indicators: PERFORMANCE INDICATOR Grant application success rates Grant application and award volumes External collaborations Research outputs statistics Article citation numbers Journal impact factors Innovation activities, commercialisation Esteem indicators Doctoral completions Post-graduate students statistics DESCRIPTION Difference between applications and awards in percentage/number and percentage/volume for a selected period of time and per organisational unit, researcher, discipline code, funding body, etc. Volumes of applications and awards in numbers and currency for a selected period of time, per organisational unit, researcher, discipline code, and funding body. Volumes can be normalised by FTEs for internal comparisons between organisational units. Numbers of collaborations per organisational units for a selected period of time, types of collaborations, collaborations by discipline codes and nationality codes, numbers and types of outputs related to collaborations, percentage of grants related to collaborations, etc. Numbers and percentages of outputs by types, discipline codes, internal authors and author rankings, peer review status, relations to events, relations to projects, relations to grants and funding bodies, publishing status, etc. Journal articles by citations - many forms of querying are available, many forms of statistical expressions are available. Articles by the impact factors of their journals - many forms of querying are available, many forms of statistical expressions are available. Lists, numbers and statistics about spin-outs, patents, licenses, private sector collaborations, etc. National and international awards and prizes, presentations of keynotes at international events, editorial and refereeing work, elections for learned societies, juried selections of works for exhibition/ performance/ recording/screening, reviews of artworks, etc. Numbers of, by organisational unit, over specified time periods, normalised by FTE for internal comparisons PhDs and equivalent research doctorates and research master degrees are recorded and related to supervisors. This allows reporting on volumes and growth of such doctorates by department, as well as reporting on completion rates normalised by FTEs. Developments in the numbers of post-graduate student can be studied by organisational unit (normalised by FTEs), internal units can be compared, and reports can be on specific time periods. Pure White paper

41 PERFORMANCE INDICATOR Research active academics numbers Fulltext download numbers DESCRIPTION Basic numbers of research active academics are available from Pure in various ways, for example by association to units of assessment (UK) or by other local or national subject area taxonomies or other classifications. This allows reporting on the development of percentages between research active and non-active academics including crossdepartmental comparisons normalised by FTE or grant volumes, for example. By output type, discipline codes, etc. By organisational units or individuals, over specified time-periods, normalised by FTEs for internal comparisons NOTE: Citation and impact factor data from a subscription service such as Thomson-Reuters Web of Knowledge (including Web of Science) or Elsevier s Scopus or SciVal is necessary to work with citationbased bibliometric indicators. NOTE: PurePortal is needed for full-text download numbers. Primary Investigator functionality Funding Grants in Pure hold information like award amount, funding body, applicants, application date, award date, ownership percentages, owning organisational unit, and more. Grants in Pure are related to projects. When viewing a project, some of the grant information will be visible; award amount, dates, and funding body, for example. If more detail about a grant is wanted, the grant itself can be opened directly from the project, which will provide the full grant details described above. Grant information will typically come from integration with award management systems but can also come from finance systems, for example. Pure White paper

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45 SCR SCR The availability of correctly integrated funding information in Pure allows reporting about grants themselves and related data items such as Research Staff, Projects, Outputs, Organisational Units, External Collaborators, and others. Pure White paper

46 TYPE OF CONTENT Grants Grants + Projects Grants + Research Staff Grants + Outputs Grants + Organisational Units Grants + External Collaborators EXAMPLES List grants last 5 years (L5Y) by award volume grouped by organisational unit (org.unit) List grants L5Y by award volume grouped by funder Matrix funder (Y-axis) with years (X-axis) showing award numbers Bar-chart grant volumes L5Y by org.unit Pie-chart discipline codes by total sum of awards for current year Progression-chart award numbers L5Y per org.unit (normalised by FTE) List active projects grouped by org.unit sorted by grant volume List active project due to complete next 3 months grouped by org.unit sorted by date List top 10 awarded researchers with volumes per year for L5Y List all awarded researchers L5Y with award volumes grouped by org.unit sorted by award volumes List outputs L5Y grouped by funders sorted by total number of citations List 10 most cited outputs L5Y with funder information List all outputs to come from projects sponsored by a specific funder Matrix org.units (Y-axis) with funders (X-axis) showing total number of outputs Bar-chart most cited publications L5Y with funders Progression-chart number of outputs and number of citations L5Y for a specific funder Pie-chart percentage of all outputs L5Y funded at least 50% by a specific funder List all awards L5Y grouped by org.units sorted by award volume List top 10 org.units by award volumes L5Y Bar-chart org.units by award volumes L5Y Matrix org.units (Y-axis) with funders (X-axis) showing grant volumes/numbers List all projects that includes external collaborators grouped by funder Pie-chart percentage of funded projects that includes external collaborators Using award information in Pure These are only examples. Users can make the reports they want. Project budget Budget information is available on projects. Budget information will typically come from integration with finance- or costing systems, but can also come from other systems or even spreadsheets. Budgets can be represented on the project in Pure as it is in the source system, or only selected pieces of information can be retrieved. Data values can also be aggregated in Pure. Pure White paper

47 Budgets on projects can span over several years, and they can be grouped into spending categories. Spending categories can be defined on a customer basis - usually an institution will use the same ones that are used in the financial system or other source system; e.g. equipment, salaries, travel, etc. The availability of integrated project budgets allow reporting on budgets in combination with other data items: TYPE OF CONTENT Project + budget data EXAMPLES List active projects ahead of budget based on time/ spending ratio Table active projects showing budget vs. actual spending Project spending Financial information about the actual spending is also available on projects in Pure. Actual spending is usually retrieved via an integration with the financial system. The transactions are not commonly brought into Pure individually but are instead aggregated into the same spending categories that the budget information is represented in; equipment, salaries, travel, for example. This provides the ability for PIs to run budget-spending analyses directly in Pure without interfacing with the financial system. The availability correctly integrated spending data allow project spending reports to be run in Pure: TYPE OF CONTENT Project + Spending data EXAMPLES List projects more than 2 month active with no spending List projects more than 30% active with less than 30% spending List active projects sorted by budget/spending difference ratio grouped by org.unit Using projects spending information in Pure Library functionality Publication Import with Author Matching Researchers, clerical staff or librarians can import outputs from a growing number of online sources, please see the table below. Automatic author matching is part of this functionality: Pure's person-matching algorithm analyses certain variables to make the right match between the authors in the import-record and the corresponding personnel in Pure. It is possible to configure how organisations are treated during import. Three options are available for system administrators to choose from: Pure White paper

48 Ignore organisations: Matches are based only on person names Use search index: Matches are based on the search index for academic staff Define organisations' names and post codes: Name and postcode is part of matching The latter option allows system administrators to specify name variations and a range of postcodes for the main organisation. The specified names and postcodes will then be used in Pure's algorithms when matching authors to staff members. Matching of authors is performed in the background, which improves the user experience; a progress bar shows the matching process, which is relevant when importing publications with many authors. In addition to all this, external authors and institutions already in Pure will also be matched, and if they are not matched, they are created automatically. The same is true for Journals and Publishers. Valid relations are crated between external authors, external organisations, and the publication and its internal authors. Please note, that automatic author matches can be changed by a single click if they are not correct, please see the screenshots below. When matches are made between imported authors and Persons in Pure, proper author-person-organisation relations are created as prescribed in CERIF. SCR Pure White paper

49 SCR Publication Import with Author Matching supports the following sources, but sources are added continuously, please enquire: SOURCE DESCRIPTION STANDARDISED LICENSE PubMed Web of Science Scopus ArXiv CrossRef JournalTOCs WorldCat Bibliotek.dk BibTex RefMan RIS Arto CABabstract Online source Yes Not required Online source Yes Required Online source Yes Required Online source Yes Not required Online source Yes Key required (free) Online source Yes Not required Online source Yes Agreement (free) Online source Yes Required File source Yes Not required File source Yes Not required File source Yes Not required File source Yes Not required Online source Yes Not required Journal and publisher information is imported too; title, ISSN number, issue and serial number, publishing date, pages to and from, and more. Pure White paper

50 SCR Fulltext is imported automatically in the cases where it is available from the source - that is the case with ArXiv, for example. Where fulltext is not available from the source, the researcher, clerical staff or library staff can add it to the publication record in Pure. One or more fulltext items can be attached to the record and classified as appropriate. Fulltext attachments can be set for public availability, for availability within campus, or for no public availability. Availability is set independently of the bibliographic metadata, which allows metadata to be publicly available without the fulltext. Embargo dates can be set for attachments public availability, they will then be enforced by Pure as appropriate. Pure White paper

51 SCR All settings concerning public availability are enforced in Pure itself, in PurePortal, in Pure s exhibition interfaces (Web Services and OAI), and in whatever repository system is set up with Pure; DSpace, eprints, FEDORA, Equella, etc. The workflow for publications and other outputs can be set to include a step for librarians to handle or validate fulltext, but Pure s repository integration can also handle this automatically. This means that researchers, local clerical staff, or library staff can attach fulltext and validate as appropriate. Relations between imported authors and Persons in Pure exist thanks to the automatic author matching, but relations to more personnel can also be made if necessary. A relation can also be made to the project that the publication came out of, and to the grant it stems from. All new relations are made in look-up dialogues. Look-up dialogues are by default limited to the researcher s own co-authors and projects but he or she can set them to provide all Persons and Projects if desired. Pure White paper

52 SCR If the same publication exists in multiple sources, it can be imported from each such source and the resulting publications can be merged. It can be chosen which parts of which publication-instance to use; the abstract from WoS, the author-list from Scopus, etc. The result is one, unique publication in Pure that comprises the best parts from each source. To that, the researcher can decide if the imported publication should be publicly available, or if it should have limited availability. Configurable online import sources System administrators in Pure can configure which online import sources are available for users, and they can make all relevant settings for each source. The order in which sources appear on users screens can also be specified. This is a huge advantage to previous versions of Pure, where Atira staff had to configure each instance of Pure to owners' specifications and distribute these settings with scheduled releases. Pure White paper

53 SCR NOTE: Requires the Self-Import module. NOTE: Publications can be related directly to REF impact cases upon import or later, which requires the REF2014-module. This is only relevant within the UK. Scan for Publications - administration Pure s Self-Import module allow administrators - often librarians - to set Pure to perform scans of multiple online publication sources with regular intervals. Researchers can then subscribe to these scans individually, and if they do, all publications that match the researcher s name-variations and the organisation s name variations will automatically be presented to researchers after each scan. Please also see "Automated publication import: Scan for publications" under "Researcher functionality". Pure White paper

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55 SCR Found publications are presented in a list from which they can be approved or rejected. Rejected suggestions will not be presented to the same researcher again (this log can be reset). SCR Pure White paper

56 SCR The scanning service in Pure s Self-Import module works with the following online sources: SOURCE DESCRIPTION STANDARDISED LICENSE PubMed Web of Science Scopus ArXiv CrossRef JournalTOCs WorldCat Bibliotek.dk BibTex RefMan RIS Arto CABabstract Online source Yes Not required Online source Yes Required Online source Yes Required Online source Yes Not required Online source Yes Key required (free) Online source Yes Not required Online source Yes Agreement (free) Online source Yes Required File source Yes Not required File source Yes Not required File source Yes Not required File source Yes Not required Online source Yes Not required The scanning service can be set up with the following criteria: Pure White paper

57 CRITERIA Researchers name variations Organisational units name variations Scopus author ID Thomson-Reuters Researcher ID DESCRIPTION An unlimited number of variations of a researcher s name can be used as criteria: E.g. Robertson, Chris; Robertson, C.; Robertson C; Robertson, Christopher; and so on. Pure will create the most common variations automatically, but others can be added manually. Different name variations can be used for different sources; some for PubMed, others for Scopus, etc. Librarians or other qualified staff will set Pure s scanning service up with the relevant organisational names for each source to be scanned If researchers s profiles hold the Scopus author ID, it can be used as criteria when scanning Scopus If researchers profiles hold the Researcher ID from Thomson-Reuters, it will be used as criteria when scanning bases on the Web of Knowledge NOTE: Requires the Self-Import module. Using Scopus author ID and Thomson-Reuter Researcher ID as scanning criteria is subject to individual implementation. Workflows Pure s workflow engine allows content submitted by one user to be enriched or validated by another user. Workflows are an important part of the data quality assurance policy that an institution can employ with Pure. A workflow can be specified for each content type in Pure - a workflow for outputs, projects, esteem, external collaborators, etc. Pure comes with default workflows that are used by most institutions, but they can be customised to meet individual requirements. This allows the support of existing business processes rather than the introduction of new ones. Examples One workflow can include as many steps as desired. Pure s standard publication workflow comprises two steps: STEP ROLE DESCRIPTION 1: Submission 2: Validation Researcher and/or clerical staff Library staff Submitting publication metadata and full-text file/s Validating the publication metadata and full-text file/s A variation with three steps is the second most common publication workflow among owners of Pure: STEP ROLE DESCRIPTION 1: Submission Clerical staff at department level Submitting publication metadata and full-text file/s Pure White paper

58 STEP ROLE DESCRIPTION 2: Approval 3: Validation Researcher Library staff Checking authorship and approving academic info Validating the publication metadata and full-text file/s The first example requires academics or clerical staff at department level to add the publication; either by keying it in, by importing it, or by using Pure s Scan for Publications feature. It then requires the library to check that everything is right - e.g. checking that full-text rights has been set correctly or setting these rights. The second workflow requires clerical staff to add the publication. It then requires academic staff to check that it is right. Finally, it requires the library to validate the submission of metadata and full-text objects. NOTE: In the first example, researchers can have clerical staff do the submission using Pure s Trusted User feature. In the second example, step 1 and 2 can also function in reverse. This allows researchers to do the basic submission while clerical staff completes it - this is supported without changing the workflow at all. This suits some departments well, and it allows the same workflow to support different practises at different departments, which is very cost-effective. Communication in workflows Until the first step in a workflow is completed, the user will set the workflow status to Entry in progress. Nothing will happen yet. When the first step is completed, he or she will set it to For validation. This will make the publication appear as a task in the user interface of the user or users responsible for the next step in the workflow. They will be notified by this task, by a message in Pure, and via . s can be sent as a daily, weekly, or monthly digest. Once the next user has completed the task - a librarian setting the full-text rights, as in the first example above - he or she will set the workflow status to Validated. Once validated, content is locked and can no longer be edited (administrators can however turn on Pure s re-validation feature, which allows the originating user to update the publication even after it has been validated). The benefit of workflows is that different users - academics, clerical staff, librarians - can collaborate when producing data and when assuring data quality. Researchers can add the academic details of a publication, that only they would know, clerical staff can complete the submission, and librarians can handle full-text copyright issues that they are best qualified for handling, for example. Fulltext and Repository functionality Publication metadata and full-text in Pure can automatically be deposited in repository systems. Pure currently works with DSpace, eprints, FEDORA, and Equella, but please enquire. Integration with repositories is based on rules defined by repository managers. Rules will for example define which publication types from which organisational units are deposited in which collections in the repository. Pure White paper

59 FUNCTIONALITY Deposit Control deposition Support of license agreements Asynchronous deposition DESCRIPTION Deposit a publication to one or more repositories or to different collections within the same repository Control deposition by an extensible filter architecture (see table below) Support for acceptance of license agreements by end users through Pure: Licenses are presented for acceptance in Pure when a user deposits a file. Asynchronous deposition of files in repository systems: The user will not have to wait for a publication to be deposited in the repository after upload but can continue working while Pure silently deposits the publication. SCR Pure White paper

60 SCR Automatic depositing in repositories can be configured with these filters: FILTER Classifications Embargo date Limited visibility Type filter Organisation filter Workflow filter DESCRIPTION Publications classified as Science goes into one collection, while economic publications goes into another. Files/publications are only transferred to DSpace when an embargo date is passed. Publications uploaded to PURE can be marked as having limited visibility (there are several degrees of visibility available). Articles in one collection, books in another. Distribute publications to collections based on organisational ownership. Control the deposit of publications according to the current workflow stage in PURE. Finally about repositories, librarians or other users can have a dedicated role in Pure itself, by which they can control deposition of full-text and bibliographic metadata in the repository. Repository managers also have rich functionality available in Pure for running reports and statistics on outputs and related full-text. Most downloaded fulltext is a new metric derived from this area, for example. NOTE: Not all features are available with all repository systems, please inquire. NOTE: Pure s filtering model is easily extended to accommodate specific customer requirements. Pure White paper

61 Management of Publishers and Journals These two content types are commonly managed at the library. Pure is usually set up so that other users such as academic staff or clerical staff can create these objects as needed, but that will invoke a silent workflow (transparent to the academic), by which library staff is prompted to check and approve the newly added publisher or journal object. SCR SCR Pure White paper

62 SCR SCR Pure White paper

63 SCR SCR Duplication handling Pure handles this problem area by offering both preventive and corrective measures. They are equally important: Pure White paper

64 DUPLICATION PREVENTION Duplicate check upon manual entry Duplicate check upon publication import Show duplicates in user interface Also match and notify co-authors upon import Duplicate check of journals and publishers upon entry Pure checks fields in real-time upon entry. The user is warned and has one-click access to existing items. Pure checks titles, source ID (e.g. PMID from PubMed or UT-number from Web of Science) upon entry. The user is denied re-import but offered one-click access to the already-existing publications in Pure. Pure automatically shows duplicate data items on the main screen for relevant users All authors are matched during publication importing from Scopus, Web of science, and other sources. This avoids multiple import attempts, which helps reduce duplicate occurrences. Journals and publishers are matched upon import. Further, users are warned if trying to manually input duplicate names. DUPLICATE CORRECTION Find duplicate data items Delete duplicate data item Merge duplicate items Users can proactively search and identify duplicate items by different criteria User can delete duplicate items. Supported with Journals, Publishers, Publications, and Activities. User can merge duplicate items. Supported with Journals, Publishers, and Publications. When finding duplicates, users will search in a specialised user interface. Facilities are available to specify the search by certain fields, by content types, by time periods, and so on. Users can omit false duplicates, and these will not be shown again as duplicates (this log can be reset). When deleting duplicates, the users is shown the duplicate sets and can chose which one or ones of the set to delete. Relations to other content from the deleted ones will be moved to the remaining one. When merging duplicates, the user is shown the duplicate set in a special user interface where he or she can chose which parts of each duplicate will be retained - i.e. the author list from one duplicate, the abstract from another. Upon executing the merge, all relations to other content from all former duplicates are placed on the one unique publication that is the result of the merge. Pure White paper