We're committed to providing our audience with accurate and relevant information. That's why all content in our publication database is given a 5-year expiration date.
But what happens when your publication is nearing its expiration?
1. Notification Process:
If you're the primary contact for a publication, you'll receive a weekly automated email reminder beginning when it is 90 days from expiration.
2. Next Steps:
For Factsheets:
Factsheets, which are not peer-reviewed, allow you to make changes directly. Here's what you can do:
- Access the factsheet editor and make necessary changes.
- Check the "reset expiry" box to renew the publication.
- To archive, change the Document Status to "not current practice."
- If preferred, email us a Word File with updates and we'll handle revisions.
For Peer-Reviewed Publications (EP3):
Renewing peer-reviewed publications involves a slightly different process:
- Review the publication for any necessary updates.
- If no changes or very minor changes are needed, notify the Web Resources Specialist for renewal.
- For more significant revisions, you'll need to submit a new EP3 form. You can attach your revised document as well as any images. You will need to list the names of reviewers and note the EP3 number that you are replacing.
- For more information about peer-reviewed publications, check out CALS Communication's author guidelines.
Tips for Revising and Renewing Publications:
Here are some key areas to focus on during the renewal process:
- Broken Links: Replace or remove outdated links.
- Pictures: Update low-quality images or consider adding images if previous versions did not include them.
- Alt-Text: Ensure descriptive alt-text for images.
- PDFs vs. HTML: Consider HTML for better accessibility. We can take care of the conversion for you.
- Tables: Simplify complex tables for improved accessibility.
- Prices: If you include material costs or other timely data, make updates to reflect current market conditions.
By following these steps and tips, we can ensure that our publications remain valuable resources. Got questions or need assistance? Don't hesitate to reach out!
