Can I migrate articles from my existing website / publisher?

Overview

Yes. We're happy to work with you to migrate your existing articles to your new website on Scholastica. In most cases, we can help migrate your back issues at no cost as part of the journal setup process. To learn more / get started with the import, please email us at support@scholasticahq.com.

From initial request to publication, the entire import process is five steps:

Process workflow: request> Assess > Import > QA > Cleanup and Launch

PDF or full text?

First, it's important to consider whether you'd like to import your back issues / articles as PDFs or full-text. Most journals import as PDFs since this method is easier and much more likely to be supported by your existing website / publisher. That said, full-text is certainly superior, if you have the structured data at your finger tips.

In either case, our team is happy to help export and transform your journal data to suit our schema. We understand you're probably not a expert, so we expect you may need some help. As long as you're able to provide data in a reasonably structured format, we can help make any tweaks necessary for ingestion into our system.

Options for full-text import

It’s always best to publish articles as full-text when possible. However, as you may imagine, full-text can be quite difficult depending on the type and quality of your article data.

We will first do a technical assessment of your existing data. In order to import full-text journal articles and issue, you must provide your articles in JATS, an industry-standard XML format for describing academic articles. Currently, JATS is the only option for full-text import (e.g. HTML, PDF, and other XML-based will not suffice).

Once we assess and confirm that we can import your full text, we will send you a quote based on the number of total published articles and the number of tables, figures, and references within the articles. Quotes are typically between $3,000 - $10,000.

To request a full- text import please email support@scholasticahq.com

Options for PDF import

While full-text is superior, publishing back issues as PDFs is technically much easier. Therefore, we have a variety of strategies to automate the process as much as possible.

1. Do you have structured data?

If you already have structured data for your existing articles (e.g. an export from your current system, CSV, etc.), we can review the files for you. We can often import directly from those files, though it depends on the exact data structure. You can send the file for review to your Scholastica contact, or if you haven't spoken to anyone at Scholastica yet you can contact us.

2. Does your website include Google Scholar metatags?

If your current journal website includes Google Scholar meta tags (as most publishing platforms do), then we may be able to import your articles by pulling data directly from your website.

3. Importing PDF articles via spreadsheet

Unfortunately, some journals are migrating from odd, small, or bespoke platforms – which make automatic importing difficult. For these cases, we can import your historical articles using a spreadsheet. 

In order to import back issues / articles via a spreadsheet, the data you provide must be structured in the following way:

  1. Data should be provided in a spreadsheet (e.g. XLS) or a comma separated version (CSV). To request a template for your upload, please contact us at support@scholasticahq.com.
  2. The spreadsheet / CSV should include exactly one row for each article to be imported.
  3. Each row should include the following columns. Please note that some columns are optional and thus may be omitted.
Name Type Required Description
primary_pdf URL Required Direct, publicly-accessible (i.e. not behind a login or paywall) URL to download the article PDF.
cover_url URL Optional Publicly-accessible URL to a high-resolution image, which will appear on your website alongside the article. If omitted, we will provide a stylish default which you can change at any time.
issue_cover_url URL Optional Publicly-accessible URL to a high-resolution image, which will appear on your website alongside the issue. If omitted, we will provide a stylish default which you can change at any time.
authors JSON Required All the article's authors – including any additional author data such as institution, ORCID iD, etc. – encoded as JSON. This should be an array of objects where each object, representing a single author, may have the following keys: first_name, last_name, institution, and orcid_id.

Here is an example:
[{"first_name": "Jacky", "last_name": "Parks", "institution": "Manager, Education Program, American University of Scholarship"}, {"first_name": "Jordan","last_name": "Landon","institution": "Director for Medical Affairs, Academic College of Surgeons"}]

Authors will appear in the order provided in the JSON, so please keep this in mind when filling out the spreadsheet.
title String Required The article's full title.
abstract String Optional The article's full abstract.
short_description String Optional A short description of the article which will appear on your website alongside the article (e.g. in search results). Must be 30 words or fewer.
keywords Comma separated list Required A comma separated list of keywords.
section_name String Required The name of the section where the article should listed (e.g. a computer science journal may have sections for Machine Learning, Data Structures, etc).
journal_name String Required Your journal's exact name, as it appears on Scholastica.
issue_short_description String Optional A short description of the issue which will appear on your website alongside the issue (e.g. on your "Issues" page). Must be 30 words or fewer.
issue_description String Optional A description or preface for your issue. This may used, for example, to discuss the theme of a special issue, provide editorial notes, etc.
issue_volume Number Required The volume of the article's issue.
issue_number Number Required The number of the article's issue.
issue_year Year Required The year of the article's issue was published. Should be in the following format: YYYY (e.g. 1999).
published_at Date Required The date the article was first published. Should be in the following format: YYYY-MM-DD (e.g. 2018-06-12).
first_page Number Optional The article's first page
last_page Number Optional The article's last page
doi_number Number Optional The DOI number assigned to the article. If there is no DOI assigned to the article, simply enter N/A.
copyright_license String Required The copyright license set for the article. If there is no copyright license set for the article, simply select "No copyright license selected".

A Note about JSON

JSON may appear tricky, but once you get the hang of it, it's quite simple. In general, all of the authors should be between two square brackets [ ] and each individual author, and all information about that author (i.e. institution, position etc), should be between two curly brackets { } . 

When you enter the author names into your spreadsheet, they will end up looking something like this :

[{"first_name": "Christian", "last_name": "Pinches", "institution": "Scholastica", "orcid_id": "0000-0001-1725-0087"}, {"first_name": "David Lee", "last_name": "Roth", "institution": "Scholastica"}, {"first_name": "Ross", "last_name": "Stern", "institution": "Scholastica"}]

Authors will appear in the order provided in the JSON, so please keep this in mind when filling out the spreadsheet. 

4. Manual uploading

Finally, you can always upload back articles yourself – read more at Manually uploading and publishing back issues.

Note: Scholastica contains additional custom fields which other systems may not include (e.g. images for articles/issues), which may require you to give additional input as part of the import process.

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