Paperless Publishing Peer-review, production, publication, and promoting information technology Council of Science Editors 45 th Annual Meeting, Short Course on Electronic Publishing Solutions Sat, 4 May 2002, 8: 30 -4: 30 1
Agenda n Paperless Publishing Overview • Definition • Components • Examples n Implementing Information Technology • • Deciding to change Initial planning Evaluating options Vetting the vendor Contract considerations System deployment External promotion 2
Paperless Publishing: A Definition n Old Electronic distribution of journals with no corresponding paper version. n Series of separate electronic services. n n New n Fully integrated and entirely digital process for taking manuscript from submission through production all the way to distribution. 3
Paperless Publishing: Components Electronic copyediting and coding n Electronic manuscript submission n Online peer review n Digital art n Seamless production tracking n Electronic content n 4
Electronic editing n Evolution n n Electronic pre-edits n n n Diskette Email attachment Web-based submission Style References Vendor examples • • Cadmus Journal Services Carden Jennings / Scholar One The Sheridan Press Xtyles 5
Manuscript submission and peer-review n Evolution n n Home-grown—small shop database Separate submission and peer-review Integrated Web-based systems Systems • • • n e. Journal. Press (e. Journal. Press. com) Bench. Press (High. Wire) Editorial Assistant (Aries Systems) Manuscript Central (Scholar One) Rapid Review (Cadmus) Peer Review Assistant (MSS) Digital art (www. cadmus. com/digitalart) 6
Production systems n Tracking systems Bundled with compositors, printers n Databases, not fully integrated n Electronic proofs (PDFs) n Direct to plate n No film n Text n Ads n 7
Electronic content n Online-only text pages n n n Additional articles published Short/long versions Skip editorial production steps? n Graphics n n n Illustrations Tables Color Video Formats n n n CD-ROM Online Handheld (PDAs) 8
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Electronic Content n Virtual journals n n n continued Content extracted from publication, family of publications Subspecialty areas Co-publishing n Cross-product linking • High. Wire toll-free links • Cross. Ref n n n Cross-product searching Subspecialty portals Super sites 10
Implementing Information Technology n Disruptive change n n Lack of leadership, follow through Training shortfall n n n Changes workflow, process Changes individual responsibilities Internal External Lack of system integration Unforeseen costs Vendor inexperience, instability 11
Deciding to change What’s the competition doing? n Publish or perish n Technological sophistication of authors n Reader demand n Speeding up the publication cycle n Introduce process efficiencies n Economic forces (cost-savings) n 12
Implementing Information Technology: White Paper written by the Kaufman-Wills Group for The Sheridan Press. Initial planning n n n High level backing Broad participation Skilled project leadership n Manage expectations • • n Instant Easy Free “Technology stardust” Clear goals 13
Evaluating options n Classic make or buy decision n n Testing n n n Build your own Buy the software Buy the service Demos Workflow Total cost of ownership n n n Virtue of simplicity Costs of customization Flexibility is key 14
Vetting the vendor n n n n Vendor selection: mission critical Consequences of potential problems Company stability Technology Staff and support Client satisfaction Intangibles • • Attitude Understanding publishing Understanding process improvement Future vision 15
Technical due diligence checklist n n n The company Staff System overview System architecture Redundancy and backup n n n Security Support Training Warranty Privacy policy References 16
Contract considerations Basic system costs n Unexpected costs n Ownership of system n Ownership of data n Contract termination n Training n 17
System deployment Focus on deliverables n Maintain communication n Expect resistance n Plan user support n Roll out slowly n 18
External promotion n n E-mail communications Announcement pages; boxed ads in journal Editorials in journals; articles in society newsletters, tabloids Instructions for Authors Web sites n n n Online FAQs Editor Web pages (APS) Print and online co-promotion 19
Cara S Kaufman / Alma J Wills / Partners Kaufman-Wills Group, LLC 24 Aintree Road / Baltimore MD 21286 410 821 8035 ph / 410 821 1654 fax ckaufman@bellatlantic. net / http: //www. kaufmanwills. com Full-service consultants serving scientific and medical publishers in the areas of business development, online strategy, workflow efficiency, marketing and market research, and employee recruitment. 20
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