ePublication Archive Help

The ePublications archive was a Library Committee sponsored project which aimed to collect information on the academic output of the Chilbolton, Daresbury, and Rutherford Appleton Laboratories, from both staff and facility users. On the 1st April 2007, CCLRC merged with PPARC to form the Science and Technology Facilities Council (STFC).

The ePublications archive content is organized around Chilbolton, Daresbury, and Rutherford Appleton Laboratories’ departments.

1.0 How to browse and search

There are two methods of locating information using the search facilities: by inputting key words in the search box or by browsing.

These are the browse indices:

Browse

Year



Entries organised by the year they were published, with the number of publications in brackets. Choosing a particular year will give all the entries organised by title order.

Author



This gives an index to the authors. Choosing a particular author will list their publications in date order. If the author has been disambiguated then their details will appear in italics under their preferred format (disambiguation is linking authors to ePubs and staff person identifiers).

Affiliation



This is who the author was working for at the time of publication. This is not a required or controlled field and may have more than one entry for a complex organisation. N.B. An institution may have changed its name since the author was working there, you may need to search for the previous name. N.B. Universities are entered in the format: place U. i.e. Bristol University would be entered as Bristol U.

Journal



This is an alphabetical list of journals. This is a controlled list and all journals will have been reconciled to a standard format.

Report series



These are the standard STFC and previous organisations report series. Previous organisations include; NIRNS, SRC, SERC, DRAL and CCLRC.

Department



This shows entries by department and any subdivisions set up within ePubs. Entries may belong to more than one department.

Collaboration



This is for a fixed set of collaborations, usually in the Particle Physics community.

Type



This is the material type of the publication.

Title - full text only



Alphabetical list of titles with full text loaded into ePubs.

Recent Additions



This shows the publications published in ePubs within the last 7, 14 or 30 days.
To subscribe to the RSS feed from Outlook: right click on the feed link that you want and ‘copy link location’ for firefox or ‘copy shortcut’ for IE7 and paste into the Outlook RSS feed configuration. The RSS URL is available at http://epubs.stfc.ac.uk/recent-additions

Search

The basic search is available on the home screen and at the top right hand side of every page. The system uses the Jakarta Lucene search engine which gives the ability to do free text searching. Here are some search hints:

What is and isn't searched
All parts of the information about the document is searched. If more than one word is used in a search string then the search engine will look for both words in either order within the record of the publication.
The search engine will ignore common English words which do not add informational content to the search, these are known as Stop words and include "a", "and" , "are" , "as" , "at" , "be" , "but" , "by" , "for" , "if" , "in" , "into", "is" ,"it" ,"no" , "not" , "of" , "on" , "or" , "such", "the" , "to" and "was"
Special search techniques
• Truncation (*): This will find words starting with your search term. For example: comput* will find computer, computing, computerisation etc
• Stemming: The search engine automatically expands words with common endings to include plurals, past tenses ...etc.
• Phrase Searching: To find more than one word search terms in a certain order put quotation marks (") around the words. For example "neutron spallation" finds fewer items than neutron spallation
• Combining search terms using Boolean operators: Please note that the operators should be in capitals.
• AND - to find publications with both words or phrases in the descriptive information. For example: Neutrino AND oscillation
• OR - to find publication with one or more of the words and phrases in the search term. This usually widens the result set. For example: Vulcan OR Laser
• NOT - to exclude publications with this search term. Use with care as it may exclude items that you might wish to retrieve. For example: Vulcan NOT Laser
• Parentheses can be used in the search term to form more complex queries. For example: (Vulcan OR Laser) AND (Smith J* OR Brown G*)

2.0 Advanced search

The advanced search page guides you through the possible search fields and allows you to build up complex queries. There are some free text fields and some which require you to choose from a pick list. In some cases, e.g. year(s), you might like to select more than one. To do this hold down the control key on your keyboard and select the years required.

Free text fields for:

Title
Abstract
Keywords
Reference
Language
Author/Editor/Principal author
Affiliation
Journal/Conference
Report number
Input by (STFC federal id)
Input date range

Pick lists for:

Science and Technology Facilities Council Department
Science and Technology Facilities Council Division/Group
Collaboration(s)
Year(s)
Journals(s)
Report Series(s)
Publication type(s)
List(s) i.e. which Science and Technology Facilities Council publication or bibliography the item may appear in

Hits per page:

The default for hits per page is 20, the alternatives are; 5, 15, 25, 30 or 50.

Results order:

The default for the results order is by year (descending), the alternatives are; by first author (ascending) or by title (ascending).

Staff needing to compile a results list for inclusion in annual reports or department reviews can use the’ input by’ facility. This is particularly useful where departments have an administrator with responsibility for adding publications to ePubs, where the federal id is known.

3.0 Displaying results

Summary lists

At most stages in retrieval, the first display stage is the summary list. This is in order by year and then author within a year. The default is to show 20 entries on one page. You can navigate through the results using Start/Previous/Next and End selections. The printable version will show the same results in a bibliographic layout. To select a particular entry, click on the title which is shown in bold.

Full entry records

Anything on the entry which is blue can be clicked on to form the basis of another search. Clicking on the DOI will take you to the publisher’s version of the entry (assuming that you have permission to view it). If there are local files then clicking on those will open up the file, if you have the appropriate viewer.

4.0 How to add new publications

To login into ePubs to add or edit records you will need an STFC federal userid; for Orgunit & Archive administration you will need to be set-up within ePubs as well, contact the ePubs team at epublications@rl.ac.uk

ePubs User authorisation levels

There are several levels of user with increasing privileges:

• Guest user: able to search for records but not change anything. This is the default.
• Internal STFC user: In addition to Guest user functionality, they can create & edit records once they have signed in using their STFC federal id.
• Orgunit Administrator: In addition to internal STFC users they can edit and publish entries assigned to the department(s) for which they have this permission. A department in STFC is an organisational unit in ePubs and each department has OrgUnit Administrators.
• Archive Administrator: In addition to Orgunit administrators they can publish any entry, regardless of department/OrgUnit.




STFC departments and data input policies

STFC departments have different policies concerning how works should be added to ePubs. Some departments request individuals to add their own works, while others provide a service by which a departmental administrator adds all entries for the department. If you are unclear about the policy of your department, please contact your departmental administration.

Step 1: Enter Basic Metadata

There are two input options; 'advanced' and 'fasttrack'.

Advanced: Data input is done in steps, each on a separate page. You move forward and backward between steps by clicking on buttons. Each page has examples of the form of text expected for a particular field. You can save the information as a draft or cancel the input at any step. If you interrupt your session you will automatically be signed out after a set time, so if you are likely to stop for a while save the entry as a draft. See Unsaved, draft, submitted and published entries for more details of entry states.

Fasttrack:Fasttrack is for entering journal articles only. Data is input on one screen. After saving and publishing, the work can be edited to add more data at a later date.

N.B. Before entering any data, ALWAYS check that the item hasn’t already been submitted by another author. To do this, search from the home screen.

4.1 Adding an advanced entry

Step 1 asks for title, abstract, scientific area and keywords.

Plain text Title



The title of the publication in plain text. Begin with a capital letter, then lower case except for proper nouns, and end with a full stop.

Title (HTML)



The distinctive title of the work with HTML for Greek, subscript and superscript.

Language



The default is English, for all other languages, select from the drop down list. If any publication is in Welsh, please state it, so that the Science and Technology Facilities Council can include it in its annual statement to government on conformance to the 1992 Welsh Language Act.

Plain text Abstract



The abstract of the paper in plain text. Use sentence case.

Abstract (HTML)



The HTML field enables the display of special symbols such as subscript, superscript, Greek characters etc.

Science area chosen from a list



These are general and may not be relevant to all publications.

Keywords: these are chosen by the user or taken from a recognised scheme.Click on the down arrow to see the selections.

Step 2: Enter Contributions

Contributors



(Authors, Principal Authors or Editors) and their affiliation. Names can be put in individually or as a comma separated list. The format is shown on the page. Use initials for first name/s. Enter first name/s in capitals with no spaces or commas between them. Enter surnames in mixed case. Principal Authors should be used when there are staff members or principal authors of large collaborations.

If the author's or editor's name has been disambiguated the 'find' button allows you to link the entry to that disambiguated name.

If the author is an staff member then the affiliation is STFC (if published after 1/4/2007, if published before 1/4/2007 the affiliation is CCLRC). For non- staff their university or establishment should be put in. The recommended format for universities is ‘name U.’ You can see which affiliations already exist by browsing by affiliation from the home page.

Organisation



Pick the organisation for the period when the item was published.

As a rough guide:
1957-1965 NIRNS
1966-1981 SRC
1981-1994 SERC
1993-1994 DRAL
1994-2007 CCLRC
2007- STFC



Departments



This links the entry to the organisational structure and is used in 'Browse by Department'.

To select more than one entry press the CTRL key before selecting the second department. Tick 'No specific department' if it is not linked to a particular department.

Divisions or Groups



This links the entry to the organisational structure .

To select more than one entry press the CTRL key before selecting the second area. Tick “No specific group” if it is not linked to a particular division/group. These are set-up as requested by the relevant department; please contact your department’s administrator if changes are required.

Collaboration



This is used in 'Browse by Collaboration'. These are mostly standard PPD collaborations. Please contact ePublications@rl.ac.uk to have new collaborations added.

Reports



This links the publication to a departmental bibliography which contained a reference to the work (chosen from a list). This is a requested by departments which produce annual reports.

Step 3: Enter Publication Details

Step 3 deals with the details about the publication of the work. Once you have chosen the publication type ePubs shows you the relevant fields for that type of publication.

Publication type

There is a set list of common material types and the table below outlines the differences.

Journal article: Published by a journal publisher (this is the most common entry in ePubs)


Additional fields: status, journal title, volume, issue, pages and article number. Wherever possible use the pick list for journal titles.
Paper in conference proceedings


Paper given at a conference and published in a special proceedings publication. Note some papers at conferences are published as journal articles in special issues of journals.
Additional fields: meeting name, acronym, thematic title, place, dates, description and report series. If the report series you require is not listed, please contact epublications@rl.ac.uk
Presentation: The slides of a talk or conference paper


Additional fields: meeting name, acronym, thematic title, place and dates.
Book chapter or sectionAuthor or editor of a part of a book.


For additional fields: Book title, authors, editors, series and volume number, ISBN, publisher and address and description.
Book: Author or editor of an entire book publication.


Additional fields: Series and volume number, ISBN, publisher and address and description
Thesis: Thesis - note that the copyright of the material belongs to the writer of the thesis


Additional fields: Thesis type, University, description and report series.
Technical report: STFC technical report


Additional fields: Report series type and number .
Manual: Technical manual


Additional fields: description and report series.
Booklet: Small one-off publication.


Additional fields: .description
eprint (unrefereed preprint): The author 's version of the journal article before referee 's comments.


Additional fields: report series and description.
eprint (refereed postprint): The author 's version of the journal article. Please check that they have retained the copyright before loading the full text into ePubs.


Additional fields: report series and description.
Conference Proceedings: Editor of the proceedings of a Conference


Additional fields: meeting name, acronym, thematic title, place, dates, description and report series.
Journal issue: Editor of an entire journal issue


Additional fields: journal title, volume and issue. Wherever possible use the pick list for journal titles.
Miscellaneous: If you are not sure what to use, then this is the last resort

Date:

Date is common to all types

UK Financial Year:

UK financial year is only required by some departments.

Related meetings:

Once you have chosen the Publication type you have the option of saying that the work has a related meeting. If you tick this more boxes appear for such information as the work’s relation to the meeting, meeting name, location, dates and description.

Upload full text

You also have the option of uploading the full text of a work. It is useful to put the full text in if copyright allows it.

You can type in the location and name of the file or use Browse to find the file on your machine. The ePubs system recognises common file types such as Word documents by the file extension and makes sense of the file.

URI/Handle/DOI/arXiv Reference

If the work has an electronic version on the web then you can put in one of the forms of reference here The DOI(Digital Object Identifier) is the preferred form of reference. This is imported automatically into ePubs when an entry is published so it is not necessary for a user to put in a DOI. HTTP URLs are likely to change and so are less useful; if the full text of a work is available and copyright allows it then it is better to upload that than give an HTTP URL.

The four steps of data input for a work allows you to create the entry for the work with one expression. If that work has been published in several forms, eg as a journal article as well as a paper in a conference proceedings, then you can put these expressions into ePubs under the entry for the work. You will need to create the basic entry and then edit it adding the new details in Step 3, after the original entry has been saved and published.

Step 4: Confirm

This shows all the information which has been input so far. After checking the entry you can choose to edit, save a draft or save and publish the entry.

4.2 Adding a fasttrack entry (journal articles only)

Use this method of entering journal article information to ePubs if a quick creation of the metadata record is required. This method combines the essential fields from the original entry screens in to one fasttrack entry method. The entry can be revisited to add more detailed metadata at a later date.

Plain text Title



The title of the publication in plain text. Begin with a capital letter, then lower case except for proper nouns, and end with a full stop.

Title (HTML)



Click on the HTML button to enter the distinctive title of the work with HTML for Greek, subscript and superscript.

Contributors



Enter as a comma separated list e.g. BJ Gabrys, W Zajac, J Mayers, MS Kalhoro. To indicate et al enter "et al" (without quotes) into the final "Last Name" field. Click on add authors to add the authors to the entry. Change the role to Editor, Principal Author or Editor as required.

Journal Article details:



• Status: Select the required status of the publication. The default is ‘Published, full details available’.
• Journal: Select from the drop-down list or enter the journal title in the box below.
• Journal details: Enter as many of the publication details that you know.
• Departments, groups and collaborations: The organisation automatically defaults to STFC. Select departments, groups and collaborations that have contributed to the creation of the Work. Hold down the [CTRL] key to select/deselect multiple entries.
• Tick the ‘No specific department’ and the ‘No specific group’ boxes if required.
• Files: It is useful to upload the full text of a work if copyright allows it. Type in the location and name of the file or use Browse to find the file on your machine. The ePubs system recognises common file types such as Word documents by the file extension and makes sense of the file.
• Cancel: to cancel the input of a work.
• Save: to save the work on to the ePubs database. This will take you to the confirmation screen.
• Confirm:

  This screen shows the data input on the previous screen. After checking the data click on Publish to save the data. To edit the data, click on Edit, this will take you back to the previous screen, where changes can be made.

5.0 UNSAVED, DRAFT, SUBMITTED AND PUBLISHED ENTRIES (LINK TO HELP CONTENTS)

An entry can be in one of 4 states:

Unsaved entries. If you put information into some of the input pages but the connection is broken before you have saved it then it becomes an unsaved entry. You can retrieve and edit your unsaved entries from the [view unsaved] function in the User Area.

Draft entries. Works can be saved in a draft form if you are not yet ready for them to be available for searching. When an entry has been saved as Draft you can retrieve and edit your entries from the [View draft] function under the User Area. A draft entry can also be copied into the data input area allowing a set of similar works to be input without retyping all the common info.

Submitted entries. When you have completed the information for a work you can submit it for publication in the ePubs system. The Confirm step has a button 'Save and publish Entry'. For an internal STFC user this will create a submitted entry for your local administrator to approve publication. You can see all your submitted entries from [view submitted].

There is a special case where an author or editor is putting in one of their own works. If their name has already been disambiguated and they link the entry for the new work to the name then the entry is published straight away.

Published entries. These are entries which have been made available for searching. A published entry can be edited later if it needs correction. Anyone who has signed in can submit edits, not just the author, but changes are not made live until they have been checked by an Administrator.

6.0 Bulk import of data

If you already have bibliographic data in another system or data base it should be possible to import these into ePubs without retyping the information.

N.B. If importing from Web of Knowledge, ensure that you are in the Web of Science database before importing.

The only format for which an interface is currently available is BibTeX. Any signed in user can do a bulk import. To do a bulk import first do [View Draft]., from the list on the right hand side of the ePubs interface. At the top you will then see [import BibTeX]; click on this. The information required is: the file which contains the data, the organisation, the department, Division/Group and the Annual Report that the publications should be attributed to.

N.B. If you choose department and group all the entries from the file will be associated with that department and group.

When you click the Import button the file is imported. All the entries go into Draft status, ready for review and publishing.

If you have the right permissions you can do this. If you are really sure that no review is necessary you can use the [publish all] function under View Draft.

Note that linking of author name strings to disambiguated names is not done automatically and will have to be done as a separate process.

7.0 Editing entries

Any internal STFC user can edit entries but these edits are usually reviewed by an administrator before they are published in the system.

You can edit an entry from any browse or search result page by clicking on [edit] beside the individual entry. This takes you into the same process as add new except for Step 3 which shows you the existing publication details and allows you to edit or delete these. You can move between steps to correct mistakes and cancel the edit or save as draft at any time. In Step 4 you can save and publish updates. The edited entry then goes through the same submission and publishing process as new entries do.

8.0 Adding additional publications to a submitted entry.

If you wish to add an additional publication to an existing entry, first search for the entry, click on the title to get into the edit screen, then click on edit, and next until you reach Step 3 (Enter Publications). Click on Add New, then continue to add the new publication to the existing entry, click on next and after confirming that the details are correct, click on save and publish. By repeating this procedure, many versions of the same publication can be added, thus avoiding duplicate entries in the database.