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Smithsonian Research Online - Guidelines





About Smithsonian Research Online
The Smithsonian Research Online (SRO) is a program to capture the scholarly and research publications of Smithsonian staff and affiliates. This will assist in measuring and communicating the magnitude, value and impact of Smithsonian research to those who have an interest including the Institution's administration, the Board of Regents; donors and other supporters; internal and external research community; and ultimately the general public. The SRO will provide a permanent record of the Institution's scholarly achievement for use by Smithsonian staff as well as the broader research community and the general public.



Publications to be included
The bibliography will initially include citations to scholarly articles, books, chapters, published conference papers and electronic publications. Contributions should be formally published in print or online before submission. No 'in-press' material, abstracts, presentations (unless subsequently published as text) or as yet unpublished papers, etc. should be entered. Publications to be included will most often be peer-reviewed. It will be up to individual Smithsonian directors to determine if other types of publications generated from their staff, such as those appearing in popular or general interest magazines, brochures, etc., should be included. The SIL will not not evaluate or filter the contributed content for appropriateness for inclusion or scholarly merit. Currently a number of publication types are listed on the data entry page; however additional forms can be added in response to the needs of Smithsonian scholars.



Eligible participants
All Smithsonian museums, research centers, and offices whose staff produce research publications are eligible to participate. The service will include data on publications authored by Smithsonian staff (federal and trust), staff from other agencies housed in the Smithsonian and working on Smithsonian collections, and affiliates, including research associates, graduate and post-doc students, and visiting scholars among others.



How to contribute

There are several methods available for submission of data. A complete list of required data elements is listed here. Acceptable publication types and complete instructions are listed at http://research.si.edu/author_instructions.cfm
  • Some units collect citations in local databases and may be able to continue to load them into the Research Bibliography database in a batch mode.
  • Staff currently using EndNote, Pro-Cite, Reference Manager, RefWorks or Zotero can export publication data in RIS format and email it to the information services librarian. Instruction and advice on using these packages or how to export/submit the data can be obtained by contacting hutchinsona@si.edu.
  • Users can also input data directly using the web form: http://prism.si.edu/sil/researchbib/input_forms.cfm


Viewing or using the bibliography
The bibliography will be available through a searchable website that is part of the Smithsonian Libraries' website. For SI directors, the service will generate quarterly reports that contribute to the broader picture of research output and activity of SI scholars. With this data collected, standardized, and maintained in one place, it can be re-used in Institution-wide, departmental and individual websites and in other custom reports and functions. To the extent possible--and taking into account copyright and intellectual property issues--the actual documents themselves may be captured and made accessible through the Smithsonian Digital Repository.


Participant responsibilities
The obligations of the SIL, publication authors and museum administration are listed below

Museum/Unit Directors or Designated Representatives:
  • Responsible for determining the names of appropriate divisions, departments, programs, or other administrative units that should be included in the database with specific citations for reporting purposes
  • Responsible for notifying SIL of any content that should be deleted and/or revised based on a review of regular reports

Authors/Contributors:
  • Responsible for timely, appropriate, accurate and complete submission of data
  • Responsible for submitting data using the file format or web form specified by the SIL
  • Responsible for review of data (via public website or reports from unit director) and notification of SIL if any errors are found or changes required

Smithsonian Institution Libraries:
  • Responsible for training authors/contributors and for providing flexible method(s) of submission
  • Responsible for aggregating the data from the various sources and standardizing Smithsonian author names, journal titles, and department names
  • Responsible for submitting regular reports to museum directors regarding publications received during the reporting period
  • Responsible for working with units to develop appropriate department, division, program, or other designations to track categories of content.
  • Responsible for creating a website for public use containing a searchable database of publications
  • Responsible for archiving the data for future use.


Bibliography management and coordination
The Smithsonian Institution Libraries will administer and manage the SRO program under its Digital Services Division. SI unit directors or their representatives and authors may send queries and comments to 202-633-1031 or hutchinsona@si.edu


The Research Bibliography and the Smithsonian Digital Repository
The Smithsonian Libraries also manages the Smithsonian Digital Repository to which authors may deposit digital copies of their work for long-term preservation and access. The Libraries encourages contributions, which can be made as part of the process of contributing citations to the bibliography.

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