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Instructions for Replacement Files
Last Updated: March 17, 2006
Replacement Files can be used for two purposes: updating an Ahead of Print (AOP) citation or correcting a citation currently in [PubMed - as supplied by publisher] status.
Ahead of Print Replacement File
AOP citations eventually become "print" citations by way of the publisher sending a new XML file with completed bibliographic information. These replacement records must use the "ppublish" attribute in the <PubDate> tag in order to replace the AOP citation.
Take the following steps to update an AOP citation:
- Update the AOP citation file, adding new bibliographic information.
- Add the print publication date (cover date) to the <PubDate> tag, along with the PubStatus="ppublish" attribute. The print publication date must be exactly as it appears on the printed journal. See "How should the Publication Date be submitted?"
- "Move" the electronic PubDate with "aheadofprint" attribute to the <History> tag. This will enable the citation to retain the electronic publishing date in PubMed. For more information, see our page entitled Properly Coding Print, Electronic and Ahead of Print Articles.
- Add a single <Replaces> tag to each citation to be updated. The <Replaces> tags should be placed after the <Journal> tags and before the <ArticleTitle> tags, and should contain the PubMed Identifier (PMID) OR pii OR doi of the citation to be updated. The PMID can be located in the Loader Report or by searching for the article in PubMed. Remember the IdType attribute should be used with pii OR doi values.
- Be sure the ArticleId (pii or doi) in the Replacement File matches the ArticleId in the AOP citation. If these numbers do not match, the citation will not be updated.
- Check the file for errors and preview the PubMed display using our XML File Validator.
- FTP the Replacement File to your private ftp account, placing it at the top of the directory.
- Await a Loader Report confirming the loading of the Replacement File. Following the batch of articles is a "Total processed" message indicating the number of articles processed from the uploaded file and the number created, replaced, and/or rejected.
For additional reference, see our Ahead of Print File Example and the Replacement File that updates it.
Please contact publisher@ncbi.nlm.nih.gov if you have any questions about the steps outlined above.
Error Correction Replacement File
Citations with the Publication Status Tag [PubMed - as supplied by publisher] can be corrected by uploading a revised file with <Replaces> tags.
Please note that the following steps are not effective if the citation with error has a Publication Status Tag other than [PubMed - as supplied by publisher]. See our page Correcting Errors in PubMed for more details.
These steps are also not appropriate if the error also appeared in the original version of the article (whether print or online). Errors that were published in the original version must be corrected with the issuance of an Erratum; please see NLM's Errata, Retraction, Duplicate Publication, and Comment Policy Fact Sheet for more information.
Suppose an error existed in the following PubMed citation as a result of an error in the original XML file:
King K, Rubin G.
A history of diabetes: from antiquity to discovering insulin.
Br J Nurs. 2003 Oct 22; 12(18):1091-1095.
PMID: 14581842 [PubMed
- as supplied by publisher]
Take the following steps to correct the PubMed citation:
- Correct the citation in the original file, leaving the rest of the file as is.
- Add <Replaces> tags to the citation in which the error occurred. The <Replaces> tags should be placed after the <Journal> tags and before the <ArticleTitle> tags, and should contain the PubMed Identifer (PMID) of the citation to be corrected. In the example above, the additional tag would look like this: <Replaces>14581842</Replaces>
- Upload the Replacement File to your private ftp account.
- Send an email to publisher@ncbi.nlm.nih.gov to notify us of the uploading of a Replacement File for error correction.
- Await a new Loader Report confirming the loading of the Replacement File. If the file loaded successfully, the original PMID numbers should appear on the new citation batch.
- View revised citations in PubMed 1-2 days after receiving the Loader Report. If error does not appear to be corrected, contact publisher@ncbi.nlm.nih.gov