Limited Corporation for Information Management and Documentation

GIMD demand management

Project examples


For clients from the pharmaceutical industry, we continuously maintain literature data bases by cataloging scientific papers according to specified keywords, using our Database software ARTIS as “computer-based follow-up.”

Project duration: ongoing

For many years, we have been maintaining client-specific databases with ARTIS , for customers from the pharmaceutical industry, among others. These databases contain scientific papers, whose contents are to be cataloged by specified keywords.
The relevant articles come as full-text PDF files from an external service provider able to procure scientific journals from all over the world at short notice.

This co-operation works well, but sometimes we have to complain about illegible or incomplete files. Complaints are then processed, and we receive replacement files, which we first check before they are integrated into standard operational procedures: print out, index, send to client. Our Database system ARTIS is a vital support in this: It creates a monitoring mask for each paper, including status (e.g. complaint), name of editor, date of complaint, and other important document features. In the event of a complaint, the document is removed from normal processes and “parked” on a clipboard. Security mechanisms in ARTIS make sure that defective documents cannot be processed for the time being.

When a replacement arrives, a first test checks whether the wording of the replacement article’s title is identical with the title of the defective text. If this is not the case, the system raises an alert and reports the discrepancy to the appropriate staff member.

Similar procedures are in place for so-called online-prepublications, which usually precede a printed paper. Yet our system also supports processing on a content level, e.g. when we write to the corresponding author to request additional information. It uses standardized texts that already include all bibliographical information and can be amended manually. The author’s response is automatically allocated to the respective document; should a reminder become necessary after a certain time, our system will also propose this automatically.

A systematic query at the beginning of each month shows “suspect” documents and their status – for instance, document that have not been finished after three weeks. This serves to identify “strays“, which, despite all diligence, have still slipped into the wrong depository.

Essentially, the ARTIS demand management system is a “computer-based follow-up“. Its functions may also be flexibly combined, adapted, and expanded for other projects, in the way of a building block system: ARTIS keeps growing with every task.

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