Best practices for publishing organizations

Make the most of ORCID! Join other publishing organizations in a community of practice. Learn how publishers are using ORCID and how to engage with your authors and reviewers, follow our best practice Collect & Connect guidelines, and use our documentation to build ORCID into your publishing workflows - for journals, books, datasets, and other publications. You may also show your support for ORCID by signing the publishers open letter, committing your organization to following our best practices and requiring your authors to use an iD during the publication process.

  1. Authenticate*. Authors, co-authors, and reviewers should authenticate their iD by connecting it to your system using the ORCID API, rather than being asked to type in or search for their ORCID iD. You should request and store permissions to read and update their ORCID record at the same time.
     
  2. Display*. Author, co-author, and reviewer ORCID iDs are embedded in article and, if applicable, review metadata, and are displayed per ORCID guidelines in, at a minimum, the online version of the publication, and ideally also in the print version.
     
  3. Connect*. Add publication information to authors’ and reviewers’ ORCID records using your system or a third party. Recognize your authors’ and reviewers’ work by adding their published works and reviews to their ORCID records. You must first request their permission to update their records, and each work or review must have a unique identifier. You should also include ORCID iDs in Crossref DOI metadata or DataCite DOI metadata , so that Crossref and DataCite can, with your authors and reviewers permission, automatically update their ORCID records. The ORCID iD DOI metadata includes the attribute indicating whether the iD was collected using the API (authenticated).
     
  4. Collect. Read data from authors’ and reviewers’ ORCID records to pre-populate forms related to them or their work. You can collect information about their affiliations , funding , research resource use , and datasets in your system, and ask them to confirm whether that information relates to the current submission.
     
  5. Synchronize your system with ORCID. Meet researchers’ expectations that you will update their ORCID record with the latest information you have -- and that any updates made by them or others on their ORCID record will, in turn, be made to your system(s).

*Signatories of the ORCID publishers open letter are committing their organizations to require iDs for, at a minimum, corresponding authors of accepted articles, AND to Authenticating, Displaying, and Connecting iDs following the best practices described below.

Guidelines

We strongly encourage you to make it possible for your authors, co-authors, and/or reviewers to use their ORCID iD in the publication process -- at submission, on acceptance, or during production. An increasing number of publishing organizations now require corresponding authors, at a minimum, to provide their iD, and an increasing number are collecting iDs for all authors. Many publishers have signed the ORCID open letter, committing their organization to follow the best practices highlighted below when they require iDs.

1. Authenticating ORCID iDs using the ORCID API (Open letter requirement)

Why? Using the API to authenticate ORCID iDs ensures that the ORCID iD holder is in control, that their iD is correct (e.g., no data entry typographical errors), and that they give you permission to use it. In addition, the API enables verification, which can then be stored along with other information in the publication metadata.

How? Authenticating ORCID iDs and requesting permission to read from/write to ORCID records involves (i) prompting authors to sign into ORCID from within your system and (ii) retrieving data from the ORCID Registry using the ORCID API. It is important to ensure that the API is used to enable information flow, and that you are not allowing authors or reviewers to manually copy and paste an iD into a free text field or to search for their name in the ORCID Registry.

Several commercial submission systems already support ORCID API workflows.

2. Displaying ORCID iDs in publications (Open letter requirement), profiles, and open reviews

Why? Researchers want to know that connecting their iD to a publishing system has had an effect. Since most researchers do not look at metadata, the best way to signal that the collected iD is actually put to use is to display it in the published work. This also builds trust in scholarly communications by flagging to readers that the author has used their iD.

How? ORCID welcomes and encourages community use of ORCID iDs (see guidelines for how to use the ORCID brand and trademarks and the guidelines on the display of ORCID iDs in publications, produced by our 2017 working group). Aim to make the ORCID iDs readable and useful. They should be easy to find and logically placed. Ensure that each ORCID identifier is easily correlated with the appropriate author, to enable source XML generating the output PDF.

See the guidelines on the display of ORCID iDs in publications for examples of optimal display of ORCID iDs in common journal styles.

3. Connecting publication information to ORCID records (open letter requirement)

Why? Researchers want to share their works and review activity with funders, research institutions, resource providers, and other publishers. You can help them do this by connecting their works and reviews to their ORCID records, either directly or via a third party service provider.

How? Request permission to update researchers’ ORCID records when they connect their ORCID iD to your system. When their work is published or review accepted, use those permissions to CONNECT it to their ORCID record, including a unique persistent identifier for the work when you do. Include iDs in the metadata you deposit with Crossref, DataCite, and other service providers, and your authors can authorize them to automatically update their record.

4. Collecting data from ORCID records to pre-populate forms related to the author or the work.

Why? Researchers expect that the data that they share on their ORCID records will be used in other systems as well. Save your authors and reviewers time and effort, by reading data from their ORCID records to pre-populate forms related to them or their work.

How? Collect data from authors’ and reviewers’ ORCID records to pre-populate forms, in particular, about their affiliation, funding, research resource use, and datasets. Ask authors to verify what information relates to the current submission.

5. Synchronizing data between ORCID and your system(s)

Why? Researchers get frustrated by having to enter the same information time and again. They expect the systems they use to continuously read their ORCID record for the latest updates -- and to update their record with any new information or corrections.

How? Each time a researcher accesses your system, check their ORCID record for new information. If there is new information, such as a new affiliation, ask the researcher to confirm whether they want to update their data in your system.

Each time a work or review is updated in your system, update the metadata in the researcher’s ORCID record. Each time they publish or review with you, update their ORCID record. You should also provide a mechanism to allow researchers to submit correction requests, for example to correct typos or display errors.

And researchers who have enabled ORCID auto-update with Crossref and DataCite can continue to have works added to their ORCID record.

Taking your integration further

Transferring iDs between systems: You may need to transfer researcher data to another system, such as when changing to a new submission platform or exporting author data to a secondary system. Save researchers the trouble of granting a new system to read their iD by exporting their authenticated iD and a flag that it has been authenticated along with their other details. If the new system will continue to use the same ORCID API credentials, you can also export the access token, validity period, and scope so the system can continue to have access to read and update the ORCID record.

Connecting use of research resources to publications : An author’s ORCID record often includes more than just their name, iD -- it includes affiliations, funding, and, soon, the use of research resources such as user facilities, all connected by persistent identifiers and asserted by trusted organizations. Publishers that already collect ORCID iDs are exploring how to import resource use information from ORCID records during submission -- join our pilot project or learn more.

Recognizing service to the publisher or society: Many researchers volunteer their time to serve on editorial boards. You can recognize their contributions on their ORCID records using our new Service affiliation type and your organization’s unique identifier. Ask your volunteer editors and other board members to connect their iD and grant your system permission to update their ORCID records, so that you can add a service affiliation to their ORCID records. Our new affiliations are launching in the user interface and ORCID API (3.0 release candidate 1) soon -- join our pilot project and be the first to try it out!

Collecting iDs from book authors : ORCID iDs aren’t just for use by authors of articles and datasets -- they can also be used in books, reports, and other publication workflows. Ask your authors to connect their ORCID iD during manuscript or proposal submission, then display it in the book, in metadata about the book, and on the author information page. On publication, you can also add it to their ORCID record. See the recommendations from our working group on ORCID in book workflows for advice on the best points of entry.