Frequently Asked Questions

Below are the most frequently asked questions we encounter at Reprint Nexus. If you don't find your question below, please feel free to contact us.

Frequently asked questions

What are reprints? What are eprints?

In the context of copyrighted content, the term ‘reprint’ is defined as a publication reproduction. The term reprint is also universally inclusive of both printed copies and digital copies (eprints), unless specifically implied. Reprints provide an excellent means of sharing and informing various audiences of key findings related to specific products, procedures, treatment options or a variety of other important outcomes.

When do I need permissions to use reprints/eprints?

You are required to obtain permissions for the reproduction, re-use, and distribution of any published content from the publisher or copyright holder, unless it is specifically designated as open access material for commercial re-use (often designated under the Creative Commons standard as Attribution 4.0 International or CC BY 4.0). Even with open access material, there are important attribution requirements that must be adhered to.

How long do permissions last once procured?

In the case of printed content, permissions are generally indefinite as per the number of copies agreed to during the permissions process. In very specific cases, permissions become void once relevant, updated information is available. In the case of digital eprints, there are generally well-defined terms outlining the terms of permission, usually based on a unit of time and/or number of purchased views (whether actively monitored or otherwise agreed upon).

How much do reprints/eprints cost?

Reprint costs vary from publisher to publisher. There are two pricing elements to the cost of reprints – the royalty (or licensing) fee and the cost for production of the content. In the case of reprints, or printed copies, the production costs include the cost of printing, setup fees and other production-related services. In the case of eprints, the production costs are associated with the overhead related to document preparation, hosting, encryption, and administrative fees.

How long does it take to get quotes?

We aim to provide estimates same day or next day. Exceptions can occur especially when dealing with unique use cases, obscure publications, old or non-archived content, or when dealing with publishers with smaller or limited reprint/permissions departments.

Can we request a proof prior to confirming an order?

Of course – proofing is a standard protocol for reprint and eprint purchasing after Purchase Order receipt so you can review the content for accuracy or for medical/legal/regulatory approval. We will only advance your order to production once we receive your proof approval. In most cases, we can even provide your proof ahead of order confirmation.

How do we confirm an order?

We accept corporate Purchase Orders, pre-payment, and in some cases signed order forms from an authorized signatory as order confirmations, so long as they adhere to your organization’s procurement protocols.

How quickly can we receive our reprints/eprints?

Standard turnaround times for reprint orders (printed copies) are within 3 weeks, and sometimes much quicker depending on our level of production management. Rush production and delivery options can deliver reprints in a little as 5 business days; however, this option incurs premium charges. Post-production services and international delivery can sometimes incur delays. Eprints are usually available within 2 business days from proof approval and often sooner. Newer eprint solutions are promising immediate link availability with control of link activation and accessibility.

Are eprint links automatically activated?

Currently and by default, most eprint links are delivered and activated same day. Certain publishers allow us to dictate the activation timeframe based on the need of our customers. In yet other cases, links will be set to activate upon initial access. Newer eprint solutions are promising full control with respect to activation.

Can we customize our reprints/eprints?

The availability of customization depends on the respective publisher. Common options include the ability to add custom codes and disclaimers, prescribing information, supplemental data, QR codes, logos and more. In addition, we are happy to offer custom reprint carrier solutions and other post-production bindery and bundling services.

Can we translate a reprint?

Yes, the option to translate is almost always available. In most instances either we or the publisher can source a professional, ISO certified, industry-specific translation for nearly any language and dialect. The project management workflow includes strict quality assurances and scheduled revision opportunities prior to final approval. In some instances, customers will have the flexibility to source local translators so long as the publisher is included in the final review process.

Can we combine different reprint articles?

If the articles you wish to adjoin are from the same publication, then this option is generally available. When this option is unavailable, we can offer the design and production of reprint carriers for holding various educational and/or promotional material so long as its presentation adheres to publisher compliance.

What sorts of digital eprint options are available?

The most commonly available eprint solution is URL-based. This option is prevalent as links can be encrypted to expire after certain terms are met. Internet connectivity is required for access to URL-based solutions unless offline accessibility is enabled (there are good reasons why this often is not). Less commonly PDFs are made available and are subject to similar terms or are limited to specific use cases.

Can I track the usage of my digital eprint?

Most eprint solutions do collect base-level metrics around consumption, which we share in the form of monthly reports with our customers. Newer eprint solutions are providing customers with access to a platform with real-time metrics and analytics highlighting the performance of their eprint link and the ability to generate new links for tracking specific marketing efforts and campaigns.

What advantages does Reprint Nexus offer versus publisher direct purchasing?

We strive to maintain great working relations with our publishing suppliers. We therefore provide a simple gateway for accessing all publishers and learned societies, and thus their entire content portfolios. We will work on your behalf to customize and negotiate the best and most affordable solution for you with trusted compliance assurance. As your single point of contact, we will act as an extension to your marketing and promotional teams to meet the timelines and budget of your reprint deployment strategy.

Can we obtain the rights to copyrighted content and print ourselves?

This option is not widely available, but whenever possible we will request this flexibility. We maintain an effective network of trusted and highly qualified printers and capable hosting companies, allowing us to exercise the management of production, hosting and fulfillment whenever possible, while meeting the high standards and expectations of the respective publishers.

Can we ship reprints to multiple destinations?

Absolutely. We can deliver and split reprint shipments around the globe with direct shipping available to on- and off-site venues and events. Furthermore, we will relay and inbound receiving procedures from your warehouse to ensure proper receipt. Our international shipping experience and expertise, along with that of the various printers supplying your content, assure you will receive your content as quickly as possible, navigating the many country-specific regulations and paperwork.

How does Group Purchasing work?

Group purchasing, or aggregation, is one of the cornerstones of our intelligent purchasing practices. Please reference our dedicated ECO Platform page for more details around our enterprise solution. This option is the absolute best way for organizations with global buyers across various markets to reduce unit pricing and achieve significant savings. We can help you coordinate group purchasing on a case-by-case basis or we can provide you with a branded ECO Platform at no additional charge.

How can we save money through Group Purchasing?

Quite simply. Publisher list pricing is volume-based, meaning the more you buy, the less you pay per unit. When we can combine orders from your affiliate buyers or based on your global or regional demand, we can increase the total volume and reduce your unit rate significantly, saving money for each participant. Our branded ECO Platform allows you to facilitate and streamline the group buying process through a simple and collaborative experience. Please visit our dedicated ECO Platform page for more details around our enterprise solution and to request a free demo.

How do I access my company’s login on the ECO Platform?

If your organization is already set up on our ECO Platform, there are two ways to access your account or register - either directly through the URL assigned to your company or through our generic login URL (http://app.reprintnexus.com/login). If you’re not sure whether or not your company has an enterprise account, or if you want access your organization’s direct login URL, email us at support@reprintnexus.com.

Does my company need an ECO Platform account for me to register my account?

Yes, all user accounts must be associated with an enterprise account. The great news is that any verified enterprise user can initiate that process. Please email us directly at support@reprintnexus.com to get started!

Can you bill to multiple locations in a given group order?

Yes, we can invoice every participant or buyer within a group order, separately.

How does The Physician Payment Sunshine Act impact our journal reprint strategy in the US?

The Physician Payment Sunshine Act requires manufacturers in the US to submit information regarding transfers of value to physicians and teaching hospitals. This data collection began on August 1, 2013 for applicable manufacturers and GPOs. As stated under 'Nature of Payment Categories: Exclusions', items "such as medical textbooks and journal reprints... do not... fall within the statutory exclusion of Educational Materials that Directly Benefit Patients or are Intended For Patient Use." Here is an informative article regarding the treatment of journal reprints with respect to the Sunshine Act: Physician Payment Sunshine Act: Open Payment - Questions and Answers by Topic Category. CMS has developed a uniform reporting system for journal reprints which is the cost of the acquisition of the reprints from the publisher by the manufacturer or GPO divided amongst the individual recipients. Companies can submit their method of calculation of the value of reprints to CMS for review. This may help CMS further understand the reprint process. As such, US manufacturers will be required to report reprint purchases to the CMS under the Physician Payment Sunshine Act - which provides an additional incentive for using a single-source reprint provider, or GPO, for payment records. Reprint Nexus is happy to provide an itemized report of transactions to our US clients upon request and at no charge. Furthermore, Sunshine Act reporting is available on most digital eprint solutions.

Is reporting required for all journal reprint/eprint distribution in the US under the Physician Payment Sunshine Act?

Journal reprints (and medical textbooks) physically distributed within a promotional context must be reported to the CMS under the new Physician Payment Sunshine Act, part of the Patient Protection and Affordable Care Act, as they represent a transfer of value from manufacturer to physician. This is inclusive of printed reprints, and extends to downloadable and printable eprints, as the act of downloading and/or printing is the digital equivalent of a physical handout. Although only transactions valued at over $10 must be reported, all transactions must be recorded for any single recipient that receives a cumulative value exceeding $100. Thus, if a doctor receives 20 journal reprints valued at $5 each over the course of the year, perhaps (or presumably) along with additional items of value, the manufacturer must report all items. There are exceptions to this rule, however. Journal reprints distributed at conferences and large-scale events that are valued at under $10 are exempt from CMS reporting, and even exempt from aggregate reporting, as these conferences/events represent an educational setting for physicians, and the CMS acknowledges that incidental transfers are difficult to track in these situations. We encourage companies to consult their legal department to review the veracity of any strategy that aims to exempt CMS reporting.