The article describes a WEB-system developed by the authors that implements services related to the formation and provision of multifaceted information about the results of scientific activities (publications, copyright certificates and reports at scientific events) of employees of an organization or a group of organizations. The system is focused both on the end user interested in obtaining specific data, and on the administrative staff, who generates reporting materials for the parent organization. The information base of the system contains metadata on the following classes of objects: persons (authors), organizations and their subdivisions; publications at analytical, monographic and summary levels; copyright certificates; scientific events (conferences, symposia, seminars); reports. The system includes two modules - an administrative one (intended for entering and editing data) and a user one, which is a special search engine that searches for information, visualizes it, provides navigation among related resources and exports data. A distinctive feature of the system is the introduced concept of “equivalent” objects. Objects are considered equivalent if they are represented in the system by different metadata, but referring to the same physical entity. Such objects are “persons” corresponding to one author with different spellings of the surname in the bibliographic descriptions of publications; organizations with different variants of names; articles published unchanged in various languages. In accordance with modern requirements for reporting on publications, the system reflects the sources of research funding, as well as the affiliations indicated in the articles for each author.
The effectiveness of fundamental scientific research is based on assessments of the results of the intellectual activity of their employees, reflected, first of all, in scientific publications and reports at scientific conferences. Recent organizational decisions in this area are aimed not only at quantitative, but also at qualitative assessment of publications and reports. In this regard, for each organization, the issues of creating a toolkit are becoming more and more urgent, allowing in an automated mode to register the results of the intellectual activity of employees and to promptly generate the necessary reporting data.
Considerable attention was paid to the accounting of publications of scientific organizations
employees, starting from the thirties of the last century – all libraries of academic institutes were obliged
to keep card indexes of employees' works. But this was an activity primarily aimed at helping readers
who periodically needed to provide lists of their works for certification, obtaining a new scientific
degree etc. With the advent of computer technology in libraries, the filing cabinets of employees' works
began to be replaced by databases with which library employees worked. The development of the
Internet made it possible to switch to network technologies for creating and maintaining databases of
employees' publications and to significantly expand the area of their application [
However, most of the supported systems reflect publications in a “traditional” form – based on a standard bibliographic description. One of the problems arising in this case is the different spelling of the names of the authors of publications, primarily transliterated from Cyrillic to Latin. To obtain a complete set of publications of a particular author, it is required to formulate requests containing all possible spellings of surnames. This problem is typical not only for local publication accounting systems, but also for the largest world-class systems. So, the surname “Королёв” in the Russian version is sometimes written as “Королёв”, and sometimes as “Королев”, which is permissible by the Russian rules for writing such surnames (see Fig. 1).
In publications reflected in foreign databases, the surname “Королёв” is transliterated in most cases as “Korolev”, sometimes as “Korolyov”, sometimes as “Koroljov”. For example, the WEB of Science Core Collection (WoS CC) database contains 1128 publications by “Korolev A.”, 107 publications by “Korolyov A.”, 5 publications by “Koroljov A.” (Fig. 2).
It should be noted that the possibility of “integration” of different spellings of the surnames of one
author is implemented in the ORCID system (Open Researcher and Contributor ID) [
Another problem associated with the analysis of the publication activity of employees of a particular
organization is renaming the organization or changing its status, in particular, when merging with other
organizations, which is typical for the current moment of reorganization of the Russian scientific
infrastructure. Internationally, they are trying to solve this problem within the framework of the Research
Organization Registry Community [
One of the functions of an automated system that registers the results of the intellectual activity of research workers across the organization should be the formation of reporting data that meet the requirements of the Russian Ministry of Science and Higher Education. According to the latest regulatory documents, the data on the publication activity of the organization should take into account the affiliation of each author indicated in the publication, and the source of research funding to which article is devoted. The report should also include speeches at scientific events, indicating the authors, status of the event and status of the speech. To assess the personal contribution of an employee to scientific activity in many organizations, when forming internal reports, it is required to indicate which of the coauthors presented the speech.
Analysis of modern publications and accounting systems for the work of scientific workers,
presented on the Internet [
Below is a description of the system for recording the results of intellectual activity, developed by
the authors, in which the above functions are implemented. The presented system is the result of the
development of works previously carried out by the authors in this direction [
This year, the system received its further development in connection with the new requirements for reporting data on the results of the intellectual activity of scientific workers.
The new version of the system provides registration of information about the publications of employees, received copyright certificates, reports made by them at scientific conferences, symposia, seminars. The system provides for the reflection of the data necessary for the formation of various internal and external reports of the organization, and also allows you to solve the above problems associated with the ambiguity of the presentation of the names of the authors of publications and the names of organizations.
The system provides the creation and support of the following interconnected objects: publications at analytical and monographic levels; sources (journals and collections in which articles are published); conference reports; scientific events which reports were presented; persons (authors of publications and reports); organizations and their divisions.
In the new version of the system, in comparison with the previous one [
Class “Person” – added person identifiers in ORCID, RSCI, Scopus, WoS systems. Class “Source” – added ISSN, ISBN numbers.
Class “Publication” – added fields: number of the state assignment; information on grants that supported the research provided in the publication.
Class “Event” – added a field for the status of the event (Russian, international, regional, local).
Class “Report” – added fields: language (Russian, English); link to presentation of the report; link to the video of the speech.
In the new version of the system, instead of the connection between the objects “Person – organization”, “Publication – person”, “Report – person”, the following links are implemented: Publication – person – organization (indication of the author's affiliation); Report – person – organizational unit; Report – person – speaker; Report – person – co-speaker.
Changes in the structure of metadata and object relationships have made it necessary to redesign the user interface of the registration process for publications and reports. Let's consider these processes in detail.
The first step of publication data input is entering its authors in the order presented in the publication. First, the required author is searched for in the system database by entering the initial fragment of the surname into the search line. The system will display a list of found persons (surnames are active links), as well as a link “New person”. If the person you need is in this list, then you have to activate the corresponding link. The system will show the name of the person and related organizations that were registered earlier (Fig. 5). In the process of entering persons and organizations, you can point to equivalent records.
After all the authors of a new publication have been entered, the system will provide a form for entering its metadata (Fig. 6). Depending on the type of publication (article, monograph, copyright certificate), the obligatory input of certain data fields is automatically checked. Mandatory to fill in when entering any type of publication are the title and year of publication. When entering an article, it is mandatory to indicate the source (journal, collection). The source input interface is the same as the author-related organization input interface described above. After all the necessary metadata has been entered, the publication will be registered in the system.
New report registration, as well as the introduction of a new publication, begins with input of its authors. The search for authors, the choice of organizations for them and their linking to the report are similar to entering the authors of the publication. For each author of the report, the status is indicated: speaker or co-speaker. Then the system provides a form for entering the metadata of the report: the title of the report; presentation type (plenary, sectional, poster, invited); language (Russian, English); address of the report presentation; address of the speech video recording. Figure 7 shows an example of entering the report metadata (the speaker's name is in bold).
After the report input information about linked with it conference (event) is entered (Fig. 8).
The user block of the system (http://dirsmsc.ru/bd/) is a search engine that processes requests of
varying complexity. Queries can include elements of all attributes of object metadata profiles, combined
by logic operators “AND”, “OR”, “AND NOT”. The logic of composing and executing queries by the
system for various search fields is described in detail in a previously published work [
The system provides the user with the opportunity to indicate the information about what classes of objects he wants to receive in response to his request directly in the resulting output. This can be data about publications, sources (magazines, collections), reports, events, persons or organizations.
The search interface allows you to process requests such as “find journals and collections in which in the period 2020–2021 articles by Joint Supercomputer Centre (JSCC)2 staff were published, supported by Russian Foundation for Basic Research (RFBR)3 grants”.
Authors, publication titles and names of the journal (collection) are active links leading, respectively, to information about these objects. Example of page with author information is shown in the Fig. 11. You can see there all the equivalent records for this person, as well as its ORCID and identifiers in the systems RSCI, Scopus, WoS, the names of all organizations associated with the person, its publications and reports, are given out. Further, the system indicates the total number of person's publications registered in the system, and shows their descriptions. If the person is connected with several organizations, their names are active links. Clicking on the link of the selected organization will result in the display of publications of this person, in which this organization is indicated as the author's affiliation.
Having received a list of publications at his request, the user can mark the records of interest to him and unload them in one of three formats (bibliographic descriptions in text form, full information about the publication (in text form or in CSV format).
Descriptions of the conference reports found as a result of the search query contain: the authors of the report, the title of the report, a description of the corresponding event (Fig. 12).
The surname of the speaker is highlighted in bold in the description of the report. By clicking on the name of the event, you will be taken to its website. The names of the authors are active links, the transition to which will ensure the issuance of all of this author reports. If the addresses of the presentation and video recording of the speech are entered in the system, then the corresponding links will be located under the description of the report. As in the case of publications, the system allows you to unload the selected records of reports in various formats.
The presented automated system is currently operating in a technological mode at the JSCC of RAS. As of 01.12.2021 342 persons from 51 organizations, 818 articles published in 358 editions; 59 reports made at 35 events in 2018–2021 are registered in the system.
The system can be used in any scientific organization and provide invaluable assistance in the work of both researchers and the administration of the organization. A researcher in the search module of the system will be able to find his publications and conference reports for a given period of time and use this data for reports or compiling an article bibliography. Administration of the organization can receive comprehensive information about publications and speeches of employees for a given period of time, or data on articles carried out within the framework of a specific state assignment or grant.
The work was carried out at the JSCC RAS – Branch of Scientific Research Institute for System Analysis of RAS, within the framework of state assignment No. 0580-2021-0014. [1] E. V. Beskaravajnaja, E. V. Dovbnja, S. S. Zaharova, Problemnoorientirovannye kollekcii. Formirovanie i analiz na primere bazy dannyh trudov sotrudnikov Instituta biofiziki kletki. Bibliografija 4 (2008) 30 –36 (in Russian).