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Configure Task for NIHMS–PubMed Central Deposit and NIHMS Embargo Period Rules

The National Institutes of Health Manuscript Submission System (NIHMS) facilitates the submission of full-text manuscripts to PubMed Central (PMC) for material published in non-PMC participating publications. The NIHMS system allows users (e.g., authors, principal investigators, publishers) to supply material for conversion to XML documents in a format that can be imported by PMC. The NIHMS creates a PDF for approval by the Author and deposits the PDF to PMC. The author approval and PMC deposit are done outside of the EM/PM system.

To send materials using this method a publication must be recognized by the National Library of Medicine (NLM) and have an account with the NIHMS. For information about establishing a publisher account, see this article on the NIH website.

Note: This method is not for use by PMC participants. PMC participants should deposit directly to PMC and not through NIHMS.

Transmittal materials

The configured milestone transmittal task will send submission files to the NIHMS using the publisher's existing NIHMS login credentials.

The publication must ensure that file descriptions are unique for all files selected as assignment files within a file type (i.e., all Submission Items in the Figure family must have different file descriptions, all Submission Items in the Table family must have different file descriptions, etc.).

The NIHMS requires a file from the Default or Document family to be sent to them, along with any relevant figures or tables. The system PDF should not be sent as an assignment file, as the NIHMS builds its own PDF.

The metadata file in XML format and manifest file in text format are combined along with all selected assignment files into a tar.gz file.

Embargo period

When a submission is sent to a repository (such as US PMC, Europe PMC, etc.), the repository needs to know at what point the submission will be available to the public. Sometimes funders mandate the time of an embargo period (e.g., research they fund must be available to the public no later than three months after publication).

An Editor or Publisher who is assigning an NIHMS-PubMed Central Deposit transmittal method task can select the appropriate embargo period rule from a drop-down list on the Assign Production Task page. A system administrator can also set the embargo period rule on Add/Edit Submission Production Task page.

TO CONFIGURE:

Configure a metadata field required by NIHMS. The value for this field is the NLM TA code for the publication provided by the NIHMS. Go to PolicyManager > Transmittal Policies > Add/Edit General Metadata Fields.

  1. Click the Add button to open the Add Journal Defined General Metadata Field page.
  2. Field Description: NLM TA.
  3. Field Type: Text.
  4. Default Value for Field: Select Single Value option and enter the code provided by NIHMS.
  5. When finished, click Submit.

Configure the transmittal task. Go to PolicyManager > ProduXion Manager > Configure Submission Workflows and Production Tasks. Configure a milestone task to perform the transmittal. For full details on task configuration, see Configure Submission Production Tasks or Editorial Tasks.

  1. On the Add/Edit Submission Production Task page, go to the FTP Options section and set the following:
    1. Submission Production Task Transmittal Method: Use the drop-down menu to select a method:
      • NIHMS-PubMed Central Deposit (manuscript-bulk): This is the newer method (recommended).
      • NIHMS PubMed Central Deposit
    2. Secure FTP Server address: Enter the URL provided by NIHMS.
    3. Username and Password: Enter publisher’s NIHMS credentials.
    4. Subdirectory: Enter upload in the text box as the subdirectory name.
    5. Email Address (for transmittal notification): Multiple email addresses may be entered, separated by semicolon.
    6. Submission Production Task Import Profile: Confirm that this option is set to None.
  2. In the Scheduling and Due Date Options section, select the radio button for the setting, Task is a Milestone Task (no due date required).

To define embargo rules, go to PolicyManager > ProduXion Manager > Configure NIHMS Embargo Period Rules.

  1. Click Add NIHMS Embargo Period Rule to create a new rule. This opens a pop-up window.
  2. Description: Enter a description for the rule in the text box.
  3. Value: Enter a value (defined by number of months) in the text box.
  4. Click the Save icon. This saves the rule and closes the pop-up window.

The list of embargo period descriptions shown on the Configure NIHMS Embargo Period Rules page can be reordered using the grip tools; this order determines the order displayed in the NIHMS Embargo Rule drop-down list displayed on the Assign Production Task page and the Add/Edit Submission Production Task page (in PolicyManager).

Rules may be edited or deleted by clicking the icons next to them.

Note: Open Access publications can define an embargo period rule with a value of zero (0) months.

 

 

 

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