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Electronic Submission and Reviewing Methodology Hooman Momen Editor Bulletin of the World Health Organization Electronic Submission and Reviewing Methodology Hooman Momen Editor Bulletin of the World Health Organization

Electronic Management of Journals l On line Submission l On Line Tracking l On Electronic Management of Journals l On line Submission l On Line Tracking l On line Peer review l On line Editing l On line Layout l On line Publication

Choosing a system l Reliability of the vendor – size, Internet redundancy, mirrored data Choosing a system l Reliability of the vendor – size, Internet redundancy, mirrored data storage, data archiving l User friendliness l Support service – 24 hours – time zones l Degree of customization allowed

Primary features l Browser-based – accessible from all places and at all times l Primary features l Browser-based – accessible from all places and at all times l Automated notification – email to editors, reviewers, authors notifying articles to be reviewed, reviews or edited l Tracking/ logging events l Reviewing l Reminders l Reporting and Statistics

Submission of manuscripts l Automated submission – provides templates/instructions for submission, converts and uploads Submission of manuscripts l Automated submission – provides templates/instructions for submission, converts and uploads content from authors l Which formats accepted? · Manuscript (with any embedded tables and figures): Word, Word. Perfect, PDF · Figures: GIF, TIF, EPS, JPEG l Can authors suggest and exclude reviewers ? l Can authors review and proof output

Peer-Review l Is it possible for reviewers to accept/decline online ? l Is complete Peer-Review l Is it possible for reviewers to accept/decline online ? l Is complete confidentiality of review process preserved ? l Can partial reviews be saved for completion later ? l Keyword- assisted reviewer selection

Other features l l l Ability to sort articles in queues Ability to search Other features l l l Ability to sort articles in queues Ability to search for articles Ability to track manuscripts in postacceptance stages Ability to bill authors for services and features External bibliographic and sequence database links l Publish ahead of print capabilities l Automatic virus scan of author submissions

Pricing l Is software sold as stand alone application? l If rented – Is Pricing l Is software sold as stand alone application? l If rented – Is there a per manuscript charge? – What are the licencing conditions? – What are the hardware requirements? l How much customization is included? l How much training is included?

Principal Systems l Manuscript Central l Editorial Manager l Bench>Press l e. Journal Press Principal Systems l Manuscript Central l Editorial Manager l Bench>Press l e. Journal Press

Manuscript Central l Developed by Scholar. One, VA, USA l Used by over 500 Manuscript Central l Developed by Scholar. One, VA, USA l Used by over 500 journals l Major customers – Blackwell – Springer – Taylor and Francis – Wiley l http: //www. scholarone. com/products_manuscriptcentral. html

Editorial Manager l Developed by Aries Systems Corporation, MA, USA l Used by about Editorial Manager l Developed by Aries Systems Corporation, MA, USA l Used by about 225 journals l Major customers – Elsevier – Kluwer Academic l http: //www. editorialmanager. com/

Bench>Press l Developed by Stanford University Libraries' High. Wire Press l Used by about Bench>Press l Developed by Stanford University Libraries' High. Wire Press l Used by about 50 Journals l Major customer BMJ group of journals l http: //benchpress. highwire. org/

e. Journal Press l Developed by ejournal Press l Major customers – Allen Press e. Journal Press l Developed by ejournal Press l Major customers – Allen Press – PNAS l Number of Journals? l http: //www. ejournalpress. com/

Other systems l Espere – http: //www. espere. org/ l Edikit – http: //www. Other systems l Espere – http: //www. espere. org/ l Edikit – http: //www. bepress. com/services. html l Open Journal Systems – http: //www. pkp. ubc. ca/ojs/faq. html l Epress – http: //www. epress. ac. uk/

Preparing for change l Need to examine your whole editorial process – Rationalize – Preparing for change l Need to examine your whole editorial process – Rationalize – Streamline l Then transfer paper to online l Take time to prepare but implement change rapidly

Preparing for change (Staff) l Prepare staff – New roles, functions, workloads – Training Preparing for change (Staff) l Prepare staff – New roles, functions, workloads – Training l Editorial Board, reviewers, advisers – Handholding

Expected benefits l Reduce time to publication – improve peer review turn-around time – Expected benefits l Reduce time to publication – improve peer review turn-around time – Time to decision reduced by 50% l Increase in number of submissions – authors find it easier to submit articles – 25% increase in first year l Reduction in editorial office mailing and communication costs – less postage, fax, telephone, packaging