Overview: Working with RIS files

Introduction

A RIS file is a text file which uses standard tags to capture citation information. A RIS file may be uploaded to the Research Portal providing the facility to upload multiple scholarly output records simultaneously.

About RIS files, potential duplicates and exact matches or duplicates

These links can be expanded as required for further information:

• Creating a RIS file

  A RIS file can be created by any reference manager software application capable of exporting a RIS file such as:

  • EndNote

  • Mendeley

  • RefWorks

  See also:

  • Exporting a RIS file from EndNote

  • Exporting a RIS file from Mendeley

  • Exporting a RIS file from RefWorks

• Uploading a RIS file

  A RIS file can easily be uploaded into the Research Portal by clicking Upload on the Scholarly Outputs - Home page.

  See also: Uploading a RIS file

   

• Scholarly Output categories

  Scholarly Output in any of the categories may be uploaded by means of a RIS file, including:

  • Books and eBooks

  • Journal Articles

  • Conference Outputs

  • Teaching Outputs

  • Creative Outputs

  • Reports

  • Viewpoints

  • Collections

  • Other Outputs

  See also: Uploading a RIS file

   

• Scholarly Output with multiple authors/editors/contributors

  It is possible for a single Scholarly Output record to have multiple authors/editors/contributors. When uploading such a record, by means of a RIS file, it will be saved in the relevant Scholarly Output category of each of the authors/editors/contributors who have a Research Profile. Because of this, there is a possibility of duplication of Scholarly Output records occurring. In order to manage these possible duplications, all uploaded Scholarly Output is checked against existing (previously uploaded) Scholarly Output in your profile and indicated as a Potential Duplicate if necessary.

  

  Uploaded Scholarly Output is not checked for potential duplicates against Scholarly Output which has previously been captured manually.

  See also: Managing Potential Duplicate Scholarly Outputs

   

• Potential Duplicates

  Potential Duplicates are uploaded Scholarly Output records which have one or more of the following fields in common with an existing (previously uploaded) Scholarly Output record in your profile:

  • Title

  • Year

  • Author

  

  Uploaded Scholarly Output is not checked for potential duplicates against Scholarly Output which has previously been captured manually.

  See also: Managing Potential Duplicate Scholarly Outputs

   

• Managing Potential Duplicates

  Once a potential duplicate has been found, a warning message to this effect will be displayed. One can manage the potential duplicate by:

  • Cancelling the uploaded file immediately after upload once the potential duplicate has been indicated by means of a warning message.

  • Reviewing the potential duplicates and resolving the existing scholarly output by transferring information, in the relevant fields, from the newer record to the existing record.

  • Reviewing the potential duplicates and deleting the newly uploaded scholarly output record completely and keeping the existing record.

  • Reviewing the potential duplicates and keeping both records.

  See also: Managing Potential Duplicate Scholarly Outputs

   

• Reasons for Omission

  In certain circumstances, Scholarly Output records contained in an uploaded RIS file may be omitted. In these instances, the reason for omission will be noted on the Scholarly Output - Upload Results page. Reasons for omission may include:

  • Exact Duplicates - If the uploaded RIS file contains a Scholarly Output record which is an exact match (duplicate) with an existing, previously uploaded, Scholarly Output record.

  • Incomplete Record  - If the uploaded RIS file contains a Scholarly Output record which does not have either the Title or Author / Contributor field completed.

  • Unknown Scholarly Output Type - If the uploaded RIS file contains a Scholarly Output record type which is not a Book or eBook, Journal Article, Conference Output, Creative Output or Report.

   

• Omission of Exact Matches or Exact Duplicates

  If an uploaded Scholarly Output record is an exact match with an existing (previously uploaded) Scholarly Output record, then:

  • the record will not be imported.

  • a warning message to this effect will be displayed on the Scholarly Output - Upload Results page.

  • a link to the Exact Duplicates page will be provided where one can view the Exact Duplicate Scholarly Output records.

  See also: Viewing Exact Duplicate Scholarly Outputs

• Omission of Incomplete Records

  If an uploaded Scholarly Output record does not have either the Title or Author / Contributor field completed, then:

  • the record will not be imported.

  • a warning message to this effect will be displayed on the Scholarly Output - Upload Results page.

  • a link to the Incomplete Records page will be provided where one can view the Incomplete Records.

  See also: Viewing Incomplete Records

   

• Omission of Unknown Scholarly Output Types

  If an uploaded Scholarly Output record type which is not a Book or eBook, Journal Article, Conference Output, Creative Output or Report, then:

  • the record will not be imported.

  • a warning message to this effect will be displayed on the Scholarly Output - Upload Results page.

  • a link to the Unknown Scholarly Output Types page will be provided where one can view the Unknown Scholarly Output Type records.

  See also: Viewing Unknown Scholarly Output Types

   

• Moderating Scholarly Output records

  All Scholarly Output, uploaded by means of a RIS file,  is initially checked for potential duplicates against existing Scholarly Output. Once any potential duplicates have been resolved, all uploaded Scholarly Output records will need to be moderated before the record can be displayed in the relevant Scholarly Output category. Uploaded Scholarly Output records awaiting moderation are listed on the Scholarly Output - Moderate Scholarly Outputs page. This page can be accessed by clicking Moderate on the Scholarly Outputs - Home page.

  See also: Moderating Scholarly Output

   

Related topics

• Uploading a RIS file

• Resolving Potential Duplicate Scholarly Outputs

• Deleting Potential Duplicate Scholarly Outputs

• Viewing Exact Duplicate Scholarly Outputs

• Viewing Incomplete Records

• Viewing Unknown scholarly output types

• Moderating Scholarly Output