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Deciding on whether to manually add item or import metadata
Creating items
Items can be created by: (1) manually editing EPIC's submission form or by (2) using import solutions. Import solutions enable import direct from a resolvable DOI (using CrossRef services) or direct from a BibTex formatted reference and thus significantly simplify the the procedure of generating bibliographic metadata. Users who want to store in EPIC items which : this option is ideal for items which have not been published yet (e.g. an article in press) or do not have a DOI (e.g. talks, posters, field reports) will have to create items manually. These must be kept in the . In case you have entered an article which has not been published yet, this should be "User Workarea" until it has been accepted the article has a DOI and thus ready for revision by editors (use the "Save for later" option instead of "Deposit"; read below). The recommended workflow for articles is to wait until a resolvable DOI is available which will give users clearly the advantage of importing the bibliographic metadata directly from CrossRef. In this case users users will only have to complete the AWI-specific metadata fields (2) importing from resolvable DOIs : this option is ideal for articles for which an official DOI is available as it automatically imports all the exsiting CrossRef bibliographic metadata. In this case users will only have to additionally enter AWI-specific metadata (e.g. research platforms, grant ID, etc). The "Deposit" option can then be used immediately. The item will then be movied to the editor workspace who will be notified via email immediately. Editors are then responsible for placing the items in "live" archive where they will no longer be editable by regular users. Once in "live" archive, items can only be edited by the respective divison/section editors (see internal list) or librarians (request to pub-bib at awi.de). |
Importing items into EPIC
Items can be created by (1) manually editing EPIC's submission form or (2) using import solutions. Import solutions enable import direct from DOI (via CrossRef) or direct in BibTex,XXXX formats (see below)
Users who want to store in EPIC items which have not been published yet or do not have a DOI will have to create the items manually. These must be kept in the "User Workarea" until it has been accepted and thus ready for revision by assigned editors (use the "Save for later" option instead of "Deposit").
The recommended workflow for articles is to wait until a resolvable DOI is available which will give users clearly the advantage of importing the bibliographic metadata directly from CrossRef. In this case users users will only have to complete the AWI-specific metadata fields (e.g. research platforms, grant ID, etc).
The "Deposit" option can then be used immediately. The item will then be movied to the editor workspace who will be notified via email immediately. Editors are then responsible for placing the items in "live" archive where they will no longer be editable by regular users.
Once in "live" archive, items can only be edited by the respective divison/section editors (see internal list) or librarians (request to pub-bib at awi.de).
The recommended workflow for articles is to wait until a resolvable DOI is available which will give users clearly the advantage of importing the bibliographic metadata directly from CrossRef. In this case users users will only have to complete the AWI-specific metadata fields (e.g. research platforms, grant ID, etc).
The "Deposit" option can then be used immediately. The item will then be movied to the editor workspace who will be notified via email immediately. Editors are then responsible for placing the items in "live" archive where they will no longer be editable by regular users.
Once in "live" archive, items can only be edited by the respective divison/section editors (see internal list) or librarians (request to pub-bib at awi.de).
Understanding the generic workflow
The recommended workflow for articles is to wait until a resolvable DOI is available which will give users clearly the advantage of importing the bibliographic metadata directly from CrossRef. In this case users users will only have to complete the AWI-specific metadata fields (e.g. research platforms, grant ID, etc).
The "Deposit" option can then be used immediately. The item will then be movied to the editor workspace who will be notified via email immediately. Editors are then responsible for placing the items in "live" archive where they will no longer be editable by regular users.
Once in "live" archive, items can only be edited by the respective divison/section editors (see internal list) or librarians (request to pub-bib at awi.de).
(3) importing from BibTex formatted references: this option is ideal for items which are already in BibTex |
Submitting items for revision, understanding the workflow
Items created in EPIC are automatically stored in the "User Workareas" when the option "Save for later" is selected. In the context of Helmholtz revision process, it is particular important that the following metadata fields for all articles, theses, books and chapters in books, are correclty entered: (1) official DOI for articles: the DOI allow us to automatically tag your item to a PANGAEA dataset, if applied. The official DOIs are also used to find how often your item has been cited (as provided by Altmetrics/Dimensions) (2) authors: all AWI authors must be assigned the AWI email, username and ORCID (if available). Use the auto-completion functionality to avoid typos. Only items for which the username is available will be found in AWI personal homepages. (3) divisions/work packages: the organizational units of all AWI authors must be entered accordingly |
Assigning AWI authorship to items and organizational units
In order to be able to distinguish among AWI authors and non AWI authors, it is crucial that all metadata in the "Author" field is correctly filled out. For AWI authors users should additionally enter the AWI email, user ID and ORDID, if available. For the sake of minimizing typing errors, we offer an autocompletion of these fields using the user profiles for AWI staff. All items must be tagged to a division/section and a Helmholtz research topic/program. The selected organizational units shoudl reflect the affiliation of all AWI authors listed in the items. Items which do not allign with Helmholtz research must be tagged with "Helmholt Inependent research" option. Users who cannot find their division/section listed shoudl contact epic at awiepic at awi.de |
Assignment to research platforms and field expeditions
You will be requested to assign a short name for all items you want to create. Items are uniquely identified via a local URN identifier (URN means Uniform Resource Locator) using the item type and individual short name syntax .. Example: vessel:ms_hel:fb_740602 points to the ferrybox on MS Helgoland.
(4) platforms/campaigns: the platforms and campaigns in which the data used in the article has been acquired should be selected Once the metadata is complete, you may click on the "Deposit" option. This will automatically move the item you created (workflow status "User Workarea") and send editors an email notification (workflow status "Under Review"). Items are then reviewed by editors for metadata correctness and placed in "Live archive". Once in "live" archive, items can only be edited by the respective divison/section editors (see internal list) or librarians (request to pub-bib at awi.de). |
Archiving your data in PANGAEA
While creating a short name for your device, keep in mind that the short names cannot be modified once created because they are in-use within INGEST and STORAGE (for setting the path to data files for a particular item). Be also aware that you cannnot create items with the same short name under one parent item. In case you do need to change a sort name, please contact o2a-support@awi.de
Integrating your ORCID to EPIC
We recommend you to use the autocompletion functionality (simply type the first 3 characters of the station label as listed in PANGAEA's expedition catalogue) to confortably get the metadata fields under "Action" filled out for you and this way avoiding possible typos. The autocompletion functionality for station metaddata is supported for all large and middle-sized german vessels (Polarstern, Sonne, Metero, Alkor, Heincke, Poseidon).
It is also important to keep in mind that for actions in which a
Connecting EPIC articles to PANGAEA datasets
Following the guidelines for Good Scientific Practices, you are advised to archive all data related to your publications. All datasets and data products archived in PANGAEA will be automatically listed in the EPIC landing pages of individual articles in which an official DOI has been give provided as "Supplement" in PANGAEA. |
Cloning items
Linking your publication to a grant number
EPIC enables tagging to an EU grant number (FB7 and H2020). Make sure you exactly follow the syntax rules as displayed in the help text By tagging your items to the corresponding EU grant, you are ussporting openAIRE to create statistics of various funding agencies and projects |
Linking your publication to a grant number
EPIC enables tagging to a grant number |
Exporting your publications
| When inserting an action to an item, users may request the creation of an individual persistent identifier for the item which automatically allows user to cite the item accordingly (citation syntax included). The PID (along with the citation) can thus be used in PANGAEA as link to a device/platform used in a particular event. In the PANGAEA example https://doi.pangaea.de/10.1594/PANGAEA.857507 the PID of type handle generated by SENSOR hdl:10013/sensor.664525cf-45b9-4969-bb88-91a1c5e97a5b is used to descrobe the payload of an AUV during a specific event/station on board of RV Merian.EPIC supports the export of the metadata associated with an indicidual item as well the listing of items resulting in a given search criteria (e.g. all ISI articles from AWI Director A. Boetius). Items canbe exported in various formats |
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