INE´s editorial policy and handbook Maria-Luz SEOANE (mseoane@ine.es)

Long tradition of INE as an editor 1858: 1st statistical yearbook published (evolution: statistical production expanded) 1990: over 100 titles/ year + other published material 1993: INE´s first editorial handbook, focused on - branding (logos) - standardisation of layout: books - letters - questionnaires covers, pages, tables, graphs, fonts - colour coding paper publication was king!!

From paper production towards internet: radical transformation!! 1996: INE website was born (marketing tool) 2004: almost all INE data available on the web, free of charge huge impact on INE dissemination!! 1995 2006 CD-Rom (+ book) 1.5% Book only 4.5% Internet (+ CD+ book) 94%

After the arrival of internet - certain changes are foreseen with regard the publications The dissemination basic instrument is under revision ( a “book of tables” is not the best product for most users) New technologies allow new alternatives - a new dissemination policy based on two rules: Electronic first & free of charge on the web (data + PDF) Paper format… products with some added - value

This needs internal cooperation (different departments) What do we offer today? INFORMATION available in MULTIPLE FORMATS! press releases & web (simultaneously, rapid dissemination) CD-Rom INEbase monthly (results produced in the previous month) Books & marketing products This needs internal cooperation (different departments) - Author services (responsible for the results) - Press Office (press releases) Dissemination Unit: 2 departments for electronic & paper formats

Summary of today situation - Reduction in both printed titles and books of tables Printed titles: ~ 150 in 1997 to ~ 50 in 2007 Books of tables: ~ 80 in the 90´s to 7 in 2007 - Moving towards our objective: - More focused on users’ interests & needs - Encourage a more user-friendly approach of statistics

This objective means: A new approach New roles (for both the author services and the dissemination unit) New production techniques Staff training Enhanced quality of processes Clear layout guidance for new products Some of these aspects are included in the editorial handbook 2005

The editorial handbook Compilation of: The existing information on products, procedures, INE´s image and branding, standardisation… The new editorial policy and main objectives Other practical recommendations Author: the Editorial Unit (2005) On the intranet

The editorial handbook Internal document for author services about procedures and content guidelines: Tells me: How can I disseminate the results? Who shall I contact? Different collections, Why? Which product for which user?

The editorial handbook Internal document for the dissemination unit with some style guidance for publications Gives me: Standard structure of each collection (compulsory chapters) General layout of pages, tables, graphs, maps… Special features & procedures (corrigendum...)

The editorial handbook Content ( index English version ) I. Editorial policy II. Books and magazines III. Leaflets IV. Press releases V. Internet publications VI. Some style notes for writers VII. Management of the paper publications ( browse it )

First results, are we satisfied? (+) Keeps the Know-how (share knowledge) (+) Helps to maintain standardisation (+) Cooperation among different working teams (+) Support to the editorial policy ( - ) Slow pace in implementation ( - ) It is not fully comprehensive ( - ) Updating

First results, are we satisfied? Support to the editorial policy objectives: More focused on users’ interests & needs Encourage a more user-friendly approach of statistics Let´s see some achievements on the editorial policy

Achievements 2007: Decision of the Board of Directors on printed books The result: INE´s editorial plan for 2008 Some examples

THE DIRECTORS´ SUPPORT IS ESSENTIAL !! 2007: Decision of the Board of Directors on printed books INE will not print books with only detailed tables (100% is on the web & free of charge) INE will promote 2 collections: synthesis books & overviews (paper & also PDF) THE DIRECTORS´ SUPPORT IS ESSENTIAL !!

The result: INE´s editorial plan for 2008 1- Remaining collections Institutional books (minutes + legal texts, …) Historical books Methodologies Manuals (Statistics, Demography, Sampling…) 2- New overviews & synthetis publications - Immigrants national survey - Panorama of the Environment - Urban indicators - Sustainable development indicators - Spain the EU- 27 - Panorama of the Industry

Some examples Let´s take a brief look at them... Synthesis books - Statistical Yearbook of Spain - Monthly Statistical Bulletin (under revision) - Spain in figures - Iberian Peninsula in figures (under revision) Leaflets - INE figures Let´s take a brief look at them...

Some examples (www.ine.es) publications free of charge (PDF)

Some examples Monthly publication Annual publications

The yearbook

The yearbook. Standard page layout Clear identification of: Source - title – year 2007 Easy to find: Chapter & subchapter Basic use of colour Standardised layout Use of graphs

The yearbook Target: the general public Sources: INE and others (national + international) Structure: 16 chapters & 766 pages Price: 35.7 euro (paper), PDF free of charge 800 copies (decreasing every year) Annual

Spain in figures 2007 Colour & cover layout !! Standardised contents

Spain in figures. Standard page layout Simple graphs & charts Clear, easy to understand texts: - Most recent data (t) - Comparison (t-1) - Rankings

Spain in figures Marketing purposes ! Target: the general public Objective: panorama of the most relevant demographic, social and economic aspects of our country and its surrounding environment. Sources: INE and others (national + international) Structure: 20 chapters; 56 pages Price: 2.30 euro (paper), PDF free of charge 54 000 copies in Spanish (previous versions: 31 000 – 70 000) 2 100 copies in English Annual: published for more than 35 years, modernized in 2004 Marketing purposes !

INE figures. Standard 1st & last page layout: the brand Main indicators summary Latest publications

INE figures. Standard page layout: 2 columns (+) Signposting (+) Content The industry in the economy as % of GDP Geographical comparisons: EU & national

INE figures Marketing purposes ! Monographic on a sector 6 issues * year Target: the general public Objective: gateway to statistics on a sector Leaflet: 8 pages, only in Spanish 10 000 copies on average (to 45 000 if interesting for the respondents) Price: free of charge both paper & PDF Sources: INE and others (national + international) Marketing purposes !

What do they have in common? Visual information: - colours, graphs & maps - “selected tables” and rankings Wider scope on content: - use of different sources: other ministries, Eurostat, … - incorporate some analysis (texts) - variation over a period of time - national + international comparisons Marketing purposes - gateway to other statistical information - INE´s image & visibility

Examples of products under revision: - Monthly Statistical Bulletin - Discontinued in paper format from January 2008 - Available in Pc-Axis and PDF formats - Iberian Peninsula in figures - Project developed in cooperation with INE-Portugal - 4th edition (Portuguese + Spanish)

Monthly Statistical Bulletin. Standard page layout - Easy to find chapter & subchapter - Standardised layout Recently improved (PDF): - Identification (INE- Title – Month-Year) -Basic use of colour (similar to the yearbook)

Learning from our own experience Size & layout : small or special formats  constrains in layout Visual tools & colour: rational use of them Signposting and branding: identification of the publication Explanatory symbols, units & abbreviations Publication on an annual basis? (sales decrease after 1st edition) Increasing importance of PDF format

Conclusions Paper products still play a role within the statistical dissemination Short publications – easy access to statistics (brochures, leaflets, bulletins, news letters) New role: reinforcing the image of the organisation (marketing approach)

Thanks for your attention Maria-Luz SEOANE (mseoane@ine.es)