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Avoid duplicates!

 

If you are listing a publication that is already in the catalog, a pop-up alerts you that you are creating a potential duplicate:

• If so, stop inserting by clicking on Delete inserting!
• If it is not a duplicate, click not a duplicate.
• Click Self-recognition to request recognition as the author of the existing publication.

Click create Duplicate ONLY IF, even IF it is a duplicate, unexpected needs still require its inclusion in the catalog. Since this is an option to be used only in exceptional cases, a justification must be included.

Each research product must be present in Iris only once, possibly deposited in its final version. If it is recorded in a non-definitive form (first-on-line, in the process of printing, etc.) the data controller or recognized in-house co-authors must complete the product fiche with all necessary data immediately after final publication.

Reprints of the same edition of a product already deposited in Iris do not normally have to be deposited, even if indicated by the term edition (2°ed., 3 ed.,° etc.). They are generally identical to the previous issue or have small differences in content (e.g. correction of typos) or appearance.
They shall instead be subject to a separate registration (new filing) if:

• contain significant variations in the content (e.g. additional contributions or corrections) indicated in the title page or in another part of the publication or evident from the examination of the publication itself (e.g. a foreword or preface to the reprint);
• they have variations in the main identification elements (e.g. different title) or in the extension (e.g. pagination).

Each entry starts with the choice of the type of document/product (Article in magazine, volume contribution, monograph, etc.), whether you opt for manual or automatic entry (by searching on databases). For the sake of proper indexing, it is very important to associate the appropriate type with the product according to its nature. For help in choosing, see the Product types Description.

Below you will find instructions on filling in some main fields, mainly found in macro-typologies 1.contribution in Magazine, 2. Volume contribution, 3. Book, 4. Contribution in Conference proceedings.

Click the arrows to expand the sections below. 

Screen 1 - describe

• Year of publication ▲
  
  
  Please enter the year of publication.
  If the product has been accepted but not yet published, please select the option "in print", but be aware, once published, you will need to enter the final publication year by reopening the tab (Unintegrate/reopen button).
  
  For periodical publications in which the year on the file/volume numbering does not coincide with the actual printing year, e.g. file 2/2021 and print year 2022, it indicates the actual printing year of the periodical.

• Date of first online publication▲
  
  
  Enter the date of first publication online sand the contribution was made available online by the publisher in Online first or early View mode, i.e. before it was included in a print or online magazine issue.
  Online signatts (or ahead of print, in press, early access, etc.) are texts in final editorial form, but have not yet been officially published in a magazine; they have a Doi, but do not have an assigned volume and dossier. 
  
  Remember not to create two cards of the same product even if it first came out in Online first and then published permanently. Please create one and fill in the two fields above correctly.   
  
  

Screen 2 - describe

• Magazine – Colonna/Serie▲
  
  
  The fields cannot be filled in manually, but the information must be retrieved from the National Directory of periodicals, ance , by launching a search by title or ISSN and selecting the desired magazine/series.
  
  If the title of the magazine or series is not in the catalog, you must propose its inclusion by clicking on Insert manually. ANCE will reply to the email address indicated within a few days; pending a reply, and if no, the publication cannot be successfully sent to the teaching website (LoginMIUR).

• ISI/WOS codes, Scopus▲
  
  
  Although not mandatory, it is strongly recommended to enter WOS and Scopus codes (if available).  If at least one of the codes is not present, the publication is not counted for evaluation purposes, for example in the case of simulating the indicators related to scientific production in relation to the thresholds of the National Scientific Enablement (NSA), nor is the citation data retrieved. It is strongly recommended that you also enter the ISBN and PubMed (if available).
  
  Where are they?
  SCOPUS: You find it within the URL of the document. For example in https://www.scopus.com/record/display.uri?eid= 2-s2.0-85122743749&origin=resultslist&sort=plf-f&src=s&..., the Scopus ID is: 2-s2.0-85122743749
  
  WEB of SCIENCE: You can find it in the document URL. For example, in https://www.webofscience.com/wos/woscc/full-record/ WOS:000343249300013, the ISI/WOS ID is WOS:000343249300013. Note
  
  : The prefix WOS: PUBMED must also be in Iris: You can find it in the PMID field.
  
  ISBN: Usually you can find it on the back cover of the book and it should be inserted in Iris without the prefix “ISBN”, with or without the hyphens.
  
  Click HERE to find out how to automatically retrieve the codes you have not entered.

• Volume, dossier, pagine▲
  
  
  The filling in of these fields is not mandatory but is strongly recommended for the correct creation of the bibliographic citation. Entering the start and end page automatically calculates the total number of pages.

• DOI▲
  
  
  If you have a Digital Object Identifier (Doi) , it is strongly recommended that you indicate it.
  N.B: The Doi must be unique to the publication to be inserted, do not use Doi that refer to entire sections (e.g. book of abstracts etc.); for example, if you are loading a volume chapter, if available, the specific Doi of that chapter must be entered. not the entire volume.

• Abstract▶
  
  
  The completion of this field is not mandatory but is strongly recommended also for the purposes of valuation campaigns. You can enter Abstract in multiple languages by filling in a different Abstract field for each language you choose. To add a field, click the + Add more button.
  Please note that English abstracts are retrieved more easily by search engines.

Screen 3 – describe – Author/Author Recognition

• Author(s)▲
  
  
  In the field “Author(s)”, all authors as they appear on the publication, including yourself, must be entered. If your publication is automatically imported using identifiers, the authors will already be present, but they should still be checked.
  
  In case of manual entry, the authors string must be composed in the format:
  
  Last name, first name; last name, first name; etc.
  
  No punctuation must be inserted after the last name.
  
  After entering the authors string, click the process Author String button for string entry and verification of internal, external and unambiguous authors/authors.
  
  IRIS will automatically recognize UNIVPM authors/authors (in green) and send an email to others for product recognition, preventing them from re-entering the publication. In the case of incorrect automatic recognitions (i.e. green names not UNIVPM), you can click on the appropriate icon to disown the author.
  In the case of authors/authors to be disambiguated (in yellow), i.e. when the system detects more than one person with the same surname, move the pointer over each name and choose the correct author (which will appear on a green background in the list of authors).
  When a questionable acknowledgment (indicated by the orange color) is not resolved, Iris nevertheless allows the insertion to proceed, but automatically considers the author/author as external to the University. 
  
  ATTENTION: if you enter a publication that you are the author of but did not identify as an internal author, that publication will appear on your product desktop,  but will not be “truly attributed” to you and will not be counted as yours for evaluation purposes.
  
  Collaboration Group
  The members of a "Collaboration Group" are listed in the authors field, which is at the top of the list of other authors. After clicking process Author String, for each author/author in the Type column, select Collaboration Group Member. If you want to edit an existing list of authors (for example, if you imported the publication through a quick catalog procedure), click the Edit Author String button, add members of the Collaboration Group , and then click process Author String.
  
  
  
  In the case of automatic import through identifiers, it may happen that, if the publication has a large number of authors/authors, uncertain UNIVPM attributions may be created. In a situation such as this,  it is advisable to disown all authors by clicking on the appropriate icon and, later, proceed with the recognition of each, hovering over each name and choosing in the pop-up the correct name (which, after the choice, will appear on a green background in the list of authors).