1. SHERPA Services and Publishers SHERPA Services and Publishers Meeting 22 May 2014 Bill Hubbard Director, Centre for Research Communications

2. Outline Welcome, introductions, agenda (13.10-13.25) Overview of RoMEO – structure and operation (13:25 – 13:55) Discussion and questions (13:55 – 14:30) Break (14:30 – 14:40) Discussion (14:40 – 16:00) –How can RoMEO help Publishers –What RoMEO needs from Publishers –Working together AOB

3. SHERPA Services RoMEO JULIET OpenDOAR FACT... and others in development...

4. SHERPA Services - relationships Journals DB RoMEO Publishers’ OA policies JULIET Funders’ OA mandates FACT Journals’ compliance with funders’ OA requirements

5. Overview of RoMEO Structure Operation -Information work flows -IN -MAINTAIN -OUT

6. Structure RoMEO User author researcher repository staff Publisher Policy Gather Analyse Standardise Simplify Clarify Allow comparison Raise ambiguity and inclarity

7. Structure Publisher P Journal A Journal B Journal C Journal D Policy X Publisher, Policy, Journal

8. Publisher P Journal A Journal B Journal C Journal D Policy X Publisher P Journal E Journal F Journal G Journal H Policy Y Publisher P Journal I Journal J Journal K Journal L Policy Z Structure

9. Operation Gather Analyse Standardise Simplify Clarify Allow comparison Raise ambiguity and inclarity

10. Information work flows - IN Extensive initial survey to get data in Now over 80% of policy additions community suggested Close links with Universities and academic community (UK and global) Online Community at the heart of our business model

11. Operation Simplified policy acquisition workflow Suggested additions/updates AuthorsLibrarians Publishers Buffer Find policy documents PolicyCTAGuideEtc. Clear and Complete? Contact the publisher RoMEO Yes No

12. RoMEO Policy Input Form http://www.sherpa.ac.uk/romeo/policyform.php

13. Information Workflow - MAINTAIN Constant review of data Pick 5 publishers at random; Download all journals in RoMEO for each publisher; check accuracy of journal against publisher policy; repeat until error rate is reduced to zero Top 20 Publishers - Policy watch User community alerts inaccuracies, policy change alerts Weekly meetings to review updates and review of additions Procedures in place for escalation and sign off

14. Top 20 Watch Springer - Elsevier - Wiley - Routledge - SAGE - Taylor & Francis - De Gruyter Open - Cambridge University Press - Inderscience - Emerald - Oxford University Press - Lippincott - Williams and Wilkins - BioMed Central - De Gruyter - MAIK Nauka/Interperiodica - MedKnow Publications - Informa Healthcare - Elsevier Masson - Rodopi - OMICS Publishing Group - IEEE - Maney Publishing - IGI Global - Dove Medical Press - MDPI - Elsevier Espana - IOS Press - SpringerOpen - Bentham - Nature

15. Information work flows - OUT Website –RoMEO gets over 25,000 + unique visits per week API –Our main users are via the API –Institutions have built our API’s into their CRIS systems and IR software –Over 250,000 requests per day for RoMEO API

16. Summary Plugged into the needs of the Open Access and Institutional Repository community Established links with Universities and the global Academic community Online Community at the heart of our service model Engaged with commercial users Getting Bigger – Growing

17. Summary One Database in a single location Available to all, free, without registration Worldwide coverage Established international partnerships Established global user base Recognised brand Trusted global voice

18. Complexity Each publisher may feel that their policy structure is clear, concise, readily available and only as complex as required for business Our volume of users and our feedback shows that users find bewildering complexity, ambiguity, lack of information and support How does this mismatch arise? Where is the difficulty for authors in using policy information?

19. Complexity of information Information missing from online policy pages Policy spread over multiple pages Multiple page policies unlinked Multiple policy pages with the same information in different words Multiple policies, with minor variations, for individual journals Policies that are not written in standard or necessarily clear to read language Ambiguity and undefined differentiation

20. Complexity of policy structures Overriding policies of clients and associates Special policies –Subject areas –Specific to stellar titles Funder-specific variations Availability of Paid OA or OA journal options Copyright and Creative Commons licences Fees and charges

21. Publisher (Policy) Journals All journals have the same policy

22. Publisher (Policy A) Journals Clients may have different policies Client 1 (Policy B) Client 2 (Policy C)

23. Publisher (Policy A) Journals Some journals are special cases Client 1 (Policy B) Client 2 (Policy C) Journal Specific (Policy D) Journal Specific (Policy E)

24. Publisher (Policy A) Journals Special policies by subject area Client 1 (Policy B) Client 2 (Policy C) Journal Specific (Policy E) STM Titles (Policy F) SSH Titles (Policy G) Journal Specific (Policy H) Journal Specific (Policy D) Client 3 (Policy D)

25. Publisher (Policy A) Journals Special policies according to funder mandates Client 1 (Policy B) Client 2 (Policy C) Journal Specific (Policy E) STM Titles (Policy F) SSH Titles (Policy G) Journal Specific (Policy H) Journal Specific (Policy D) Client 3 (Policy D) Funder A Mandate (Policy I) Funder B Mandate (Policy J) Funder A Mandate (Policy I) Funder B Mandate (Policy J)

26. Ideas to reduce complexity Reduce the number of policy documents and webpages A single page per open access policy The policies clearly written, ideally in plain language Drive to reduce multiple policies Clearly stated where minor changes are required Inform RoMEO –when policies change –of preferred contacts –respond to queries on interpretation

27. Discussion and questions

28. Break

29. Discussion How can RoMEO help Publishers? What RoMEO needs from Publishers Working together

30. How can RoMEO help Publishers? Embedded within OA community Used and trusted by authors worldwide Used and trusted by libraries worldwide Collaborative online community is at our heart Growing user base, with 25,000 plus visitors weekly, all consulting RoMEO for information and guidance on your policies

31. What we need from Publishers Information Publisher Details Journal Details Open Access Policies –Publishing –Archiving

32. Basic requirements Journals –Title and ISSN (print and/or online) –Applicable archiving policy –Applicable OA publication option

33. Basic requirements Archiving Policies –Archiving permitted? –Permitted repository types (if not all) –Embargo period (if any) –Copyright holder –Creative Commons licence(s) –Automatic archiving by the publisher? Where & when? For each of Publisher’s, Accepted and Submitted versions

34. Basic requirements Open Access Publication –OA journal, Paid OA (hybrid) option, or none –Creative Commons licence(s) –Charges & Fees –Automatic archiving by the publisher? Where & when?

35. Working together Visit your policy on RoMEO - let us know if it needs updating or correcting Inform us about policy changes Alert us to any inaccuracies in information Sign off entries Give us a named contact to use when confirming policy changes

36. Working together Discussion

37. Bill Hubbard bill.hubbard@nottingham.ac.uk Centre for Research Communications University of Nottingham