Florida Online Journals (OJ): Recommended best practices for sharing records out

Use Journal Sections to separate out different types of content.

• Background:
  • Most harvesters will wish to harvest articles.  Most harvesters will not want to harvest tables of contents, front matter, and back matter.  Florida OJ allows harvesting one journal section at a time.  (This is using the OAI-PMH setSpec query.  In Florida OJ, each journal has it's own OAI-PMH repository - so journal content is automatically separated from other journals.  Then, within each journal, each journal section is an OAI-PMH set.  Sets can be harvested one-at-a-time.)
  • A recommended best practice is to set up journal sections, then separate out front matter, back matter, and full issues into separate sections.  Articles can be grouped together or can be divided among several sections.  In this way, all sections containing articles can be harvested while sections containing administrative material, front matter, etc. can be ignored.  The key point is to separate articles from other kinds of content - separate articles from not-articles.
  • Journal sections can also be used to separate peer reviewed from non-peer reviewed content, for example, for inclusion in indexers where peer review is required.
  • Additionally, most harvesters will not want repetitive records - ie. several issues with identical titles on the records.  OJS 3 has an area for uploading "Issue PDF".  If you are loading new content, it is recommended to load full issue PDFs to the "Issue PDF" area of Florida OJ.  If you have back issues uploaded as articles, then it is recommended to make a journal section for full issues, and sort the full issue PDFs to that journal section.
• Instructions:
  • To quickly see what journal sections exist, and to add new journal sections:  Log in to your journal, from the journal logged in view click to "Settings" "Journal" then the tab for "Sections".
  • To get a report of what section each article on the site is loaded to:  Log into your journal, from the logged in view click to "Tools" "Statistics" then pull the "Articles Report".
  • To change what section an article is in:  Log into your journal, from the logged in view click to "Issues" and locate the issue that the article is in.  Click the blue triangle next to the issue, and then click the "edit" button.  This will open a menu showing all articles in the issue.  Click the blue triangle next to the article you wish to edit, then click the "Submission" button.  In the top right corner, click to "Metadata".  Use the drop down menu for "Section" to select the section you want to move that article to, and click "Save" at the bottom of the form to apply the changes.

• Background:
  • Commonly, any indexing services which collect records will have a minimum set of information they need (ie. title, author, date, abstract, etc.).  Review guidelines or instructions from the indexing service, and then assess your journal's records to see whether you meet the guidelines.
• Instructions:
  • To assess metadata:  Log into your journal, from the logged in view click to "Tools" "Statistics" then pull the "Articles Report".  This will show:  title, abstract, author names, language of the article, and journal section.
  • To assess metadata:  To assess fields like keywords, run an OAI-PMH harvest with MARCEDIT, then use Open Refine to assess.  See Instruction sheet.  This will allow you to assess all fields.  You have to harvest in oai_dc , because Open Refine does not work well with Florida OJ.
  • For assessing metadata beyond what is available through the Articles Report, it is recommended to contact help@flvc.org with "Florida OJ" in the subject line and request assistance in getting started.
  • To edit metadata for an article:   Log into your journal, from the logged in view click to "Issues" and locate the issue that the article is in.  Click the blue triangle next to the issue, and then click the "edit" button.  This will open a menu showing all articles in the issue.  Click the blue triangle next to the article you wish to edit, then click the "Submission" button.  In the top right corner, click to "Metadata".  Make the necessary edits, and click "Save" at the bottom of the form to apply the changes. 
  • If you do not see a specific field while editing metadata, then check the following to ensure that the field is enabled for your journal and for the journal section containing the article:  Check in "Settings" "Workflow" then look for the field under the heading "Submission Metadata".  Some fields, like keywords, have to be enabled in order to edit or add them.