Paperless Publishing Peer-review, production, publication, and promoting information technology Council of Science Editors 45th Annual Meeting, Short Course on Electronic Publishing Solutions Sat, 4 May 2002, 8:30-4:30

Agenda Paperless Publishing Overview Definition Components Examples Implementing Information Technology Deciding to change Initial planning Evaluating options Vetting the vendor Contract considerations System deployment External promotion

Paperless Publishing: A Definition Old Electronic distribution of journals with no corresponding paper version. Series of separate electronic services. New Fully integrated and entirely digital process for taking manuscript from submission through production all the way to distribution.

Paperless Publishing: Components Electronic copyediting and coding Electronic manuscript submission Online peer review Digital art Seamless production tracking Electronic content

Electronic editing Evolution Electronic pre-edits Vendor examples Diskette Email attachment Web-based submission Electronic pre-edits Style References Vendor examples Cadmus Journal Services Carden Jennings / Scholar One The Sheridan Press Xtyles

Manuscript submission and peer-review Evolution Home-grown—small shop database Separate submission and peer-review Integrated Web-based systems Systems eJournalPress (eJournalPress.com) BenchPress (HighWire) Editorial Assistant (Aries Systems) Manuscript Central (Scholar One) Rapid Review (Cadmus) Peer Review Assistant (MSS) Digital art (www.cadmus.com/digitalart)

Production systems Tracking systems Electronic proofs (PDFs) Bundled with compositors, printers Databases, not fully integrated Electronic proofs (PDFs) Direct to plate No film Text Ads

Electronic content Online-only text pages Graphics Formats Additional articles published Short/long versions Skip editorial production steps? Graphics Illustrations Tables Color Video Formats CD-ROM Online Handheld (PDAs)

Electronic Content continued Virtual journals Content extracted from publication, family of publications Subspecialty areas Co-publishing Cross-product linking HighWire toll-free links CrossRef Cross-product searching Subspecialty portals Super sites

Implementing Information Technology Disruptive change Changes workflow, process Changes individual responsibilities Lack of leadership, follow through Training shortfall Internal External Lack of system integration Unforeseen costs Vendor inexperience, instability

Deciding to change What’s the competition doing? Publish or perish Technological sophistication of authors Reader demand Speeding up the publication cycle Introduce process efficiencies Economic forces (cost-savings)

Initial planning High level backing Broad participation Implementing Information Technology: White Paper written by the Kaufman-Wills Group for The Sheridan Press. Initial planning High level backing Broad participation Skilled project leadership Manage expectations Instant Easy Free “Technology stardust” Clear goals

Evaluating options Classic make or buy decision Testing Build your own Buy the software Buy the service Testing Demos Workflow Total cost of ownership Virtue of simplicity Costs of customization Flexibility is key

Vetting the vendor 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

Technical due diligence checklist The company Staff System overview System architecture Redundancy and backup Security Support Training Warranty Privacy policy References

Contract considerations Basic system costs Unexpected costs Ownership of system Ownership of data Contract termination Training

System deployment Focus on deliverables Maintain communication Expect resistance Plan user support Roll out slowly

External promotion E-mail communications Announcement pages; boxed ads in journal Editorials in journals; articles in society newsletters, tabloids Instructions for Authors Web sites Online FAQs Editor Web pages (APS) Print and online co-promotion

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.