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The Ministry of Education and Culture has assigned CSC the task of drafting a report on the introduction of the international ORCID researcher identifier system. This report assesses alternative means of implementing ORCID in Finland and promoting it.

  Introduction of ORCID in Finland (report in English)

The Ministry called for statements for the report from Finnish research organisations and other related bodies until May 15th 2015.  The organisations were also asked if they are interested in ORCID membership. The summary of the 26  given statements will be published later.

Summary

Background

Researchers benefit from the introduction of ORCID in many ways. For instance, ORCID

  • improves the visibility of researchers and their work, as researchers who share the same name can be distinguished from each other, and can more effectively ensure that they receive credit for their own publications;
  • ORCID automates the transfer of data between systems. This saves time for researchers, as the same information does not have to be entered into several systems. It also improves the correctness of data.

Opportunities to use ORCID will improve as awareness of it increases in the research community and its coverage expands.

Any researcher can create an ORCID identifier for him- or herself free of charge and maintain a researcher profile in the ORCID database. Public information in the ORCID database can be downloaded for free through its public interface. In addition, ORCID offers paid memberships to research organisations. Member organisations can update information and read non-public data on their own researchers in the database with their permission or create identifiers for them. However, the latter alternative is problematic, as it requires the organisation to disclose information on its employees to the ORCID organisation, which is registered in the United States.

The personal identifier created by a researcher can be sent to his/her home organisation through, for instance, the organisation's own research information system or the national connect service. Setting up a single national service for all organisations would make it unnecessary for each organisation to implement the service separately.

Individual organisations or groups of several organisations in the same country can join as ORCID members. Group membership is always the more affordable alternative if the group includes at least five organisations. In this case, one of the organisations must be designated to head up the group. Its tasks include coordinating the group and providing it with local technical support.

General recommendations

1.       The use of ORCID will be promoted by integrating it into a variety of services and processes

Use of ORCID identifiers will be promoted at the national level by integrating ORCID into different kinds of services (academic publishers, publication and research data repositories, CRIS systems, the national JUULI publication data portal, research funder systems, etc.) such that it promotes automated data transfer and reduces the need to enter the same information into numerous systems. Awareness of the benefits of identifiers will also be promoted among researchers by means of communications and marketing.

2.       Researchers create their own ORCID identifiers

A researcher creates his or her own personal identifier and can choose to grant his or her home organisation permission to read and update his or her information in ORCID. It is not recommended that organisations create identifiers on behalf of their researchers or make the use of identifiers compulsory.

3.       A national ORCID coordinator promotes and supports ORCID introduction

The report suggests that Ministry of Education and Culture will appoint and allocate resources to a national ORCID coordinator, which will provide support and training for research organisations and service providers on ORCID implementation as well as participate in international ORCID development.

4.       A national connect service will be set up to transfer ORCID identifiers to research organisations

The report suggests that Ministry of Education and Culture will allocate resources to a national connect service enabling researchers to link their own ORCID identifier to a research organisation. When linking identifiers, each organisation can select the alternative that is most suitable for its own system architecture, for instance the connect service or its own CRIS system.

5.       National ORCID group membership will be acquired if necessary

It will be evaluated whether research organisations and service providers have a need for ORCID membership. The benefits provided by membership will be piloted in a few organisations. If a sufficient number of participating organisations require membership, the Ministry of Education and Culture will acquire group membership and appoint a national ORCID coordinator for the group.

 

Proposed measures

The report proposes following measures in order to promote implementation of ORCID in Finland:

 The Ministry of Education and Culture

  1. Circulates this report for comments and assesses whether Finnish organisations require ORCID membership and a national connect service
  2. Appoints and allocates resources to a national ORCID coordinator to promote the introduction of ORCID in Finland
  3. Allocates resources for the implementation and maintenance of a national connect service
  4. Introduces the ORCID identifier as a voluntary field on forms when collecting publication and personnel data from research organizations, and promotes its utilisation opportunities through the VIRTA publication data service
  5. Acquires group membership if a sufficient number of organisations require it and appoints an ORCID coordinator to head up the group

 ORCID coordinator

  1. Provides support and training to research organisations
  2. Participates in international ORCID cooperation
  3. Promotes implementation, supports piloting and provides technical support to service providers (e.g. financers, publishers) in the integration of ORCID into systems
  4. Maintains a Finnish-language orcid.fi site and other information and communications channels
  5. Compiles presentation and training materials for the use of research organisations and service providers as well as organises joint events
  6. Coordinates national ORCID group membership (if it is acquired)
  7. Implements and maintains the national connect service and supports organisations with its deployment         

Institutions of higher education and other research organisations

  1. Inform and provide guidelines to their researchers on the introduction of ORCID and the opportunities it provides
  2. Deploy a connect service or other process that enables researchers to link their ORCID identifiers to their home organisation
  3. Implement a process for administering and maintaining researchers' ORCID identifiers in the organisation's different systems (e.g. user administration, personnel and CRIS systems, library systems, Internet sites, intranet)
  4. Introduce the use of ORCID identifiers in the collection of publication and personnel data

Other service providers

Research funders

Integrate ORCID into research funding application and reporting systems such that they enable the automated transfer of researcher publication and other data from different systems.

Academic publishers

Integrate ORCID logins into their publication process, such that ORCID is already linked to the publication when the manuscript is submitted. The identifier is thus synched with the references of the publication.

Libraries

Enable storing the ORCID identifiers of the authors in reference data in domestic publication reference databases (e.g. ARTO, Melinda).

Publication archives, research data services, etc.

Integrate the opportunity for ORCID logins into their systems and enable storing ORCID identifiers in the reference data of publications, research materials, etc.