--- type: Documentation title: Setting up a review process description: A structured review process makes sure your colleagues quickly find the publications that matter to them. resource: https://www.librario.de/en/docs/bibliothekswesen/best-practices/review-prozess language: en revision: e114aa541d24c57e452957a2313c85d2014b716b tags: - docs - bibliothekswesen - best-practices --- # Setting up a review process A structured review process makes sure your colleagues quickly find the publications that matter to them. This guide shows you how to set up an effective review routine. ## How reviews improve literature search A good review process makes literature easier to find in three ways: - **Find current literature**: With the original title and edition filled in, users go straight to the newest edition and, for standards, to the successor - **Filter search results**: Consistent categories and subject areas let users narrow the results down to what they need - **Get precise search results**: Consistent technical terms and keywords help users find exactly the publications they are looking for ## Control the review status with the quality review > **Plan option:** > > Available in plans with **advanced task management**. [Compare plans→](/en/preise) On every publication and contributor page (contributors are, for example, authors or editors), Librario shows a **Quality assurance** card where you record the review status of each entry. This is how it works: 1. After an import, the entry is set to **Not reviewed**, and Librario creates a quality-review task automatically. 2. You open the publication and click **Mark as reviewed**. If someone else is better placed to check it, click **Request review**. 3. Quality-review tasks from imports and requested reviews appear on the [Kanban board](/en/docs/bibliothekswesen/aufgabenverwaltung/kanban-board), where you can assign, work on and close them. For a detailed description of the card's actions and its two statuses, see [Task types: quality review](/en/docs/bibliothekswesen/aufgabenverwaltung/aufgabentypen#qualitätsprüfung). ## Quality criteria for good findability ### Maintain the metadata - Make sure titles and names are spelled consistently - Add missing bibliographic details - Check identifiers (DOI, ISBN) for correctness - Check that PDF files contain searchable text ### Describe the content - Assign [suitable categories](/en/docs/bibliothekswesen/best-practices/kategorien) for subject searches - Add relevant and consistent keywords - Maintain the important links: - Assign publications to their series - Enter the same original title and the edition number for every edition of a work. Librario then points to the newest edition - For standards, maintain the predecessors and successors ## Organise reviews in your team 1. **Define responsibilities** - Decide who is responsible for which subject area - Agree on the process for quality control - Use [recurring tasks](/en/docs/bibliothekswesen/aufgabenverwaltung/wiederkehrende-aufgaben) for regular routines (part of advanced task management) - Assign the review tasks from imports to one responsible person: in the [account settings](/en/docs/administration/kontoeinstellungen#aufgabenverwaltung), choose **Assign to specific user** under **Auto-assignment → Data quality** (also part of advanced task management) 2. **Set up regular review cycles** - Schedule fixed times for reviews, for example a weekly slot for checking entries - Document who stands in for whom 3. **Keep improving** - Talk to each other in the team regularly - Document agreed conventions and common mistakes - Adjust the processes when needed > **If you run the library on your own:** > > When you review, start with the publications people ask for. You can delegate adding publications to student assistants or an office assistant with the [librarian](/en/docs/administration/rollen#bibliothekarin) role. The subject-matter responsibility stays with you. ## Find quality problems with Librario's reports On the **Our account** page (user icon at the top right, then **Our account**), Librario gives you a systematic overview of possible quality problems: - [Review recommendations](#review-recommendations) - [Carry out routine tasks](#carry-out-routine-tasks) ![Screenshot of the Our account page in Librario. Recommendations on quality problems appear at the top, followed by administrative tasks such as managing contributors and categories.](/de/docs/bibliothekswesen/best-practices/review-prozess/administrationsbereich.webp) _Recommendations and actions on the Our account page Screenshot of the German interface._ ### Review recommendations Librario analyses your holdings continuously and shows recommendations for different areas. For example: - **Incomplete metadata**: - Publications without authors - Publications without a publication year - Publications without a language - **Possible duplicates**: - Duplicate files - ISBNs recorded more than once - DOIs recorded more than once For each recommendation, you can view and edit the affected publications directly. ### Carry out routine tasks The **Actions** section of the same page takes you straight to important administrative tasks, for example: - Manage contributors: clean up inconsistent spellings of names - Manage categories: maintain the taxonomy and merge categories when needed - Manage the locations of hard copies: keep hard copies organised at the right locations ## Common challenges ### Challenge: too many publications to review **Solution:** - Prioritise by importance - Spread the workload across several people, or delegate adding publications if you work alone (see the [tip above](#organise-reviews-in-your-team)) - Schedule dedicated review times ### Challenge: inconsistent categorisation **Solution:** - [Write a categorisation guide](/en/docs/bibliothekswesen/best-practices/kategorien#dokumentieren-sie-ihr-system) and share it with your team - Use the **Manage categories** tile on the **Our account** page to merge or rename categories ### Challenge: missing subject expertise **Solution:** - Identify experts in your organisation and involve them in the review process - Document special requirements