Western Libraries

Western’s Research Information Management System (RIMS) Resource Hub

Manage Your Publications and other Scholarly Outputs

Claiming and Adding Publications

RIMS scans trusted databases (Scopus, PubMed, Crossref, etc.) for your work

  • Visit “Claim your publications” to view your Pending list
  • Click Claim for your publications
  • Click Reject for those that aren’t yours

 

Have a look at our step-by-step instructions on how to add or claim publications.

Improve Your Publication Matches

If you have not already done so, add Name Variants
  • On the homepage, under “Claim your publications"
  • Add all published versions of your name (e.g., J. Paterson, Joanne M. Paterson, JM Paterson) and past affiliations.

Next verify your Author/Researcher Identifiers

  • Add your research identifiers
  • Link any IDs that belong to you:
    • Scopus Author ID
    • Web of Science ResearcherID
    • ORCID iD
    • Dimensions

This helps RIMS claim or reject publications automatically—saving you time and reducing errors.

How RIMS handles duplicate papers

1. Automatic Detection

  • The system scans key metadata fields like title, DOI, publication date, author list, and external identifiers
  • If two records appear to refer to the same publication, Elements flags them as potential duplicates.

2. Merging Duplicates

  • In most cases, Elements automatically merges duplicate records into a single entry.
  • It selects the most complete metadata from the available records (e.g., it may retain a DOI from one source and an abstract from another).
  • You’ll only see one metadata record for the publication in your profile, not multiple versions.

3. Manual Review (Occasionally)

  • If the system isn’t sure whether two records are duplicates, they may both appear in your Pending Publications list. 
  • You can claim the correct one and reject the duplicate—or flag the issue for admin support.

4. Editing and De-duplication Support 

  • If you spot duplicates after claiming, your RIMS administrator can assist with merging or deleting as needed.

Best Practices to Avoid Duplicates 

  • Link your ORCID iD and other identifiers (Scopus, Web of Science) to help the system match records more accurately.
  •  Add  name variants and affiliations under search settings.

You can also add publications manually

 by using:

  • BibTeX 
  • manual field entry