1. But were afraid to ask
Helena VonVille
Director, UTSPH Library
November 2010

2.  A little background
 What is a PMCID?
 Who (or what) does it apply to?
 Why do you need to worry about PMCIDs?
 How do I get a PMCID?
 How do I cite using PMCID?
 Set up RefWorks for PMCIDs and NIHMSIDs
 Other ways to manage your citations
 Links to Resources

3.  Signed into law in 2007, Federal law passed that
requires manuscripts published in journals that
resulted from NIH-funding be made publicly
available
◦ Manuscripts must be submitted to PubMed Central
◦ Public access must be within 12 months of publication

4. The NIH Public Access Policy implements Division G,
Title II, Section 218 of PL 110-161 (Consolidated
Appropriations Act, 2008) which states:
SEC. 218. The Director of the National Institutes of
Health shall require that all investigators funded by
the NIH submit or have submitted for them to the
National Library of Medicine’s PubMed Central an
electronic version of their final, peer-reviewed
manuscripts upon acceptance for publication, to be
made publicly available no later than 12 months
after the official date of publication: Provided, That
the NIH shall implement the public access policy in
a manner consistent with copyright law.

5.  PubMed Central Identification number
◦ AKA PubMed Central Reference number
◦ Unique ID number a manuscript receives once it has
been accepted into PubMed Central
 Sometimes before a PMCID grows up, it starts off
as an NIHMSID
◦ National Institutes of Health Manuscript System ID
 Then what is a PMID?
◦ PubMed Identifier
◦ Used only for PubMed records
◦ Can be used to help identify PMCID using converter

6.  Any manuscript accepted in a peer–reviewed journal
on or after April 7, 2008 AND that arises from:
◦ Direct funding from an NIH Grant or cooperative agreement
active in FY 2008 (October 1, 2007) or beyond; OR
◦ Direct funding from an NIH contract signed April 7, 2008 or
later; OR
◦ Direct funding from an NIH Intramural Program; OR
◦ An NIH employee
 Must be deposited into PMC and get a PMCID

7.  Peer-reviewed journal articles only
◦ Not books, dissertations, reports, book chapters, etc.
 Latin-script only
◦ Chinese, Russian, Hebrew, Arabic, etc. excluded
 Excludes grants that expired prior to FY 2008
 Excludes funded projects from CDC, Dept. of
Education, DOJ, etc.
◦ For now

8.  Is a grad student using your data?
◦ You are still responsible for meeting the terms and
conditions of the award
 This includes submission of final peer-reviewed manuscripts
that arise directly from their awards
 Even if you are not listed as an author
 You need to ensure that (potential) authors are aware of and
comply with the NIH Public Access Policy

9.  NIH Public Access Policy is the law!
◦ The PMCID and the NIHMSID are proof that you are
compliant
 NIH Public Access Policy is a term & condition
of your NIH funding

10.  In cases of noncompliance:
◦ NIH will try to work with you but
 You may still be placed on a “stop-list”, i.e. prevented from
receiving further awards;
 They may place special conditions on awards;
 To prevent future non-compliance, they may require closer
monitoring;
 They may take the award away;
 In some cases, they may notify other HHS components
PMCIDs not needed when citing others NIH-funded research

11.  It’s a little bit of a maze….
 4 ways to register your paper
◦ Method A
◦ Method B
◦ Method C
◦ Method D
 Regardless, there are 3 basic tasks
◦ Submission of paper
◦ Approval for processing
◦ Approval for display in PubMed Central (PMC)

12.  The publisher automatically deposits the final
manuscript
◦ Good! Just be sure you let the publisher know this is NIH
funded
 The publisher approves the paper for processing
 The publisher approves display (i.e. public
access) in PMC
◦ Journals that submit for you:
http://publicaccess.nih.gov/submit_process_journals.htm

13.  The publisher deposits manuscripts into PubMed
Central on a case-by-case basis
◦ You may have to pay an open-access fee with publisher
 The publisher approves the paper for processing
 The publisher approves display (i.e. public access)
in PMC
◦ Publishers that have this arrangement:
http://publicaccess.nih.gov/select_deposit_publishers.htm

14.  You deposit the manuscript via the NIH Manuscript Submission
System (NIHMS)
◦ Watch the video on submitting
 You or an assistant may deposit manuscript and link to NIH funding
 Manuscript receives an NIHMSID
 Author must authorize manuscript processing via NIHMS
 Author must approve PMC-formatted manuscript for public
display via NIHMS
◦ Have 3 months following publication to complete 3 tasks
◦ Will receive a PMCID when the 3 tasks are completed

15.  The publisher deposits manuscripts into PubMed Central
 It is then assigned the NIHMSID
 Author must authorize manuscript processing via
NIHMS
 Author must approve PMC-formatted manuscript for
public display via NIHMS
◦ Have 3 months following publication to complete 3 tasks
◦ Will receive a PMCID when the 3 tasks are completed
 Watch a video on author responsibilities

16.  If you use the last two methods:
◦ Check your publishing agreement!
 Will your publisher allow you to provide open
access?
◦ If not, one option is to consider publishing elsewhere
 If it’s not too late!
◦ Seek institutional counsel if you have already signed with
a publisher who doesn’t comply with the agreement

17.  Before you sign with a publisher, consider adding
the following statement in your contract with
publisher:
◦ “Journal acknowledges that Author retains the right to
provide a copy of the final peer-reviewed manuscript to
the NIH upon acceptance for Journal publication, for
public archiving in PubMed Central as soon as possible
but no later than 12 months after publication by Journal.”
http://publicaccess.nih.gov/FAQ.htm#778
◦ Be sure you check with institutional counsel!

18. Method A Method B Method
C
Method D
From
acceptance for
publication to 3
months post
publication
PMCID or
“PMC
Journal- In
Process”
PMCID or
“PMC
Journal- In
Process”
PMCID or
NIHMSID
PMCID or
NIHMSID
3 months post
publication and
beyond
PMCID PMCID PMCID PMCID

19.  Must use the most current information for your
articles you cite when submitting grants
◦ If you have the NIHMSID, check for the PMCID before
citing the article
 NOTE: The NIHMSID is valid for up to 3 months after
publication! You must have a PMCID after 3 months
◦ Use the PubMed Central converter
 http://www.ncbi.nlm.nih.gov/sites/pmctopmid
◦ If PMCID is assigned, be sure to add it to your citation
management system record
 Discard NIHMSID if it is in your citation management system
record

20.  Citation examples from NIH can be found at:
◦ http://publicaccess.nih.gov/citation_methods.htm#difference

21.  Awaiting final author approval
◦ Hardy DS, Hoelscher DM, Aragaki C, Stevens J, Steffen
LM, Pankow JS, Boerwinkle E. Association of glycemic
index and glycemic load with risk of incident coronary
heart disease among whites and African Americans with
and without type 2 diabetes: The atherosclerosis risk in
communities study. Ann Epidemiol. 2010 Aug; 20(8):
610-616. NIHMSID: NIHMS216575.
◦ How do I know?
 The PMID is 20609341
◦ Check the PubMed Central converter
 http://www.ncbi.nlm.nih.gov/sites/pmctopmid

22.  Fully processed
◦ Hasstedt SJ, Hanis CL, Elbein SC, American Diabetes
Association GENNID Study Group. Univariate and
bivariate linkage analysis identifies pleiotropic loci
underlying lipid levels and type 2 diabetes risk. Ann
Hum Genet. 2010 Jul; 74(4): 308-315. PMCID:
PMC2917829.
◦ How do I know?
 The PMCID was part of the official PubMed record

23.  In process at PubMed Central
◦ Rasmussen-Torvik LJ, Li M, Kao W, Couper D, Boerwinkle
E, Bielinski SJ, Folsom AR, Pankow JS. Association of a
fasting glucose genetic risk score with subclinical
atherosclerosis: The atherosclerosis risk in communities
(ARIC) study. Diabetes. 2010 Oct 29 PMCID: PMC
Journal- In Process.
◦ How do I know?
 The PMID is 21036910
 No NIHMSID was found when the PMC converter was checked
BUT
 The journal is in the list of those that deposit to PMC
 Proper citation: PMC Journal- In process

24.  Add NIH output style to your
list of favorites
◦ Go to Access Output Style
Manager
◦ Locate NIH – National
Institutes of Health
◦ Click on it, then click
on Add to
Favorites
◦ Click on Back to
Previous Page

25.  Under Tools, select
Customize
 Scroll down to the User
Field Options
◦ Change User 4 Field
Name to NIHMSID
◦ Click Save

26.  Edit the format to display the NIHMSID numbers
◦ PMCIDs will display automatically
 Go to Bibliography
 Select NIH format, then click Edit
 Give it a new name
◦ NIH – with NIHMSID to help you identify it later
 Click Save As

27.  Select Reference Type: Journal Article
[defined]
 Click on NIHMSID, then the > to move it to the
Output Field Order

28.  For the bibliography setting, put:
in the Precede with box
◦ Note: There is a blank space before & after NIHMISD:
 Click on Save
 Repeat for Journal, Electronic [defined]
NIHMISD:

29.  Manually add NIHMSIDs if no PMICD
◦ Use the PubMed Central converter
 http://www.ncbi.nlm.nih.gov/sites/pmctopmid
 Example: Hardy DS et al citation from above
slide shows it is still in process
◦ PMID is 20609341
 RefWorks has the PMID
 Use Edit to view record since you will need to add NIHMSID
 Remember– this is necessary for your NIH-funded
citations only

31.  Scroll down to the
NIHMSID field
 Add the number
from the PMID
converter
 Note: if you get a
PMCID number, use
the correct field to
input the data

32.  Easy tool available through My NCBI
◦ http://www.nlm.nih.gov/pubs/techbull/jf10/jf10_myncbi_redesig
◦ Need to be an eRA Commons user
◦ Link your My NCBI account with your eRA Commons
account
 From University of Wisconsin-Madison Library
◦ How to modify EndNotes
◦ http://www.library.wisc.edu/scp/nih/faq.html#endnote

33.  NIH Public Access Resources:
http://publicaccess.nih.gov/index.htm
◦ Method A publishers:
http://publicaccess.nih.gov/submit_process_journals.htm
◦ Method B publishers
◦ http://publicaccess.nih.gov/select_deposit_publishers.htm
◦ Method C video on submitting (12:01 min)
http://publicaccess.nih.gov/PAMRevised082608.wmv
◦ Method D video on NIHMS tasks (6:26 min)
http://publicaccess.nih.gov/CheckingMSRevised082608.wmv

34.  Method C or Method D compliance statement for
publishing agreement
http://publicaccess.nih.gov/FAQ.htm#778
 Determine if PMCID is available using PMID or
NIHMSID
http://www.ncbi.nlm.nih.gov/sites/pmctopmid
 PubMed Central

35.  From the UTSPH Library Journal Information web page:
http://tinyurl.com/journal-info
◦ Jane (Journal Author/Name Estimator)
http://biosemantics.org/jane/index.php
 Enter an abstract and click “Find Journals”
 Jane returns list of appropriate journals along with open access
policies and “Article Influence” indicator (eigenfactor.org)
◦ Instructions to Authors in the Health Sciences
http://mulford.meduohio.edu/instr/
◦ SHERPA:
 RoMEO (Publisher's copyright & archiving policies)
 JULIET (Research funders archiving mandates and guidelines)
http://www.sherpa.ac.uk/index.html

36. Helena.M.VonVille@uth.tmc.edu
713-500-9131