Paperless workflow: steps and trouble spots Cadmus Educational Series June 14, 2005, 12-4 pm, FASEB Presented by Cara Kaufman

Kaufman-Wills Group2 Paperless publishing Overview 1. Definition 2. Key elements 3. Driving factors 4. Facilitating tools 5. Implementing change

Kaufman-Wills Group3 Paperless publishing What is paperless publishing? Digital end-to-end workflow  Reduces manual processes  Increases speed  Allows output to different distribution channels

Kaufman-Wills Group4 Paperless publishing Key elements Electronic Peer Review Submit Online Copyediting with Automated Tools Print Composition Content Management System Web delivery CD or PDA ? New Device

Kaufman-Wills Group5 Paperless publishing Driving factors Efficiency Service Flexibility

Kaufman-Wills Group6 Paperless publishing Efficiency Authors need for speed Immediate reader access Fewer manual processes Digital transmission: time and cost savings Earlier distribution of content online

Kaufman-Wills Group7 Paperless publishing Service Self service  Instant access to “editorial office” from anywhere  Online submission  peer review  track manuscript progress Effective communication More accurate scheduling Smoother manuscript flow

Kaufman-Wills Group8 Paperless publishing Flexibility Changing distribution channels  Web portals  Content aggregators  Online search engines New devices  Hand-held devices  Hospital kiosks Multiple outputs  Media-neutral format SGML XML  Media-neutral storage Content management systems

Kaufman-Wills Group9 Paperless publishing Facilitating tools 1. Content development 2. Digital art preparation 3. Author “preflight” for digital art 4. Submission and peer review 5. Automated copyediting 6. Markup and coding 7. Composition/typesetting 8. Production tracking 9. Content management 10. Distribution

Kaufman-Wills Group10 Paperless publishing Content development  Instructions to authors: structure and style  Publisher revisions v author templates ToolsFunction Word LaTeX Standard word processing software for manuscript preparation

Kaufman-Wills Group11 Paperless publishing Digital art preparation ToolsFunction Adobe Illustrator CorelDraw PhotoShop MS Word, PPT TIFF, EPS Digital illustration and imaging software  Sophisticated, precise manipulation  Basic functionality  Industry standard formats: EPS and TIFF

Kaufman-Wills Group12 Paperless publishing Dealing with digital art Insufficient resolution  Computer monitors (72 dpi)  Printed journals File format issues  TIFF or EPS  Converting native file formats GIF, JPEG, clip art, screen captures, MS applications Colorspace issues  RGB for computer monitors  CMYK for print display  Automatic RGB t CMYK conversion tools

Kaufman-Wills Group13 Paperless publishing Author preflight for digital art ToolsFunction Cadmus: Rapid Inspector Sheridan: Digital Expert Analyzes digital images prior to submission and checks for compliance with publisher specifications for file format, resolution, colorspace, etc. Allows problem files to be corrected earlier and leads to higher usability of digital art. Clear and detailed discussion of key specifications in instructions to authors. Additional online help on journal electronic manuscript submission site.

Kaufman-Wills Group14 Paperless publishing Submission and peer review ToolsFunction Cadmus: Rapid Review Aries: Editorial Manager HW: Bench>Press eJournal Press Scholar One: Ms Central AllenTrack Digitizes article submission and review procedures, automating or eliminating many manual steps  Speeds publication  Reduces errors  Improves reporting  Can reduce costs

Kaufman-Wills Group15 Paperless publishing Automated copyediting ToolsFunction Cadmus: RapidEdit Allen: Turnstyle Editorium: Editors Toolkit ScholarOne: 1stEdit Sheridan: PRISM Automates repetitive tasks such as reference formatting, standardizing abbreviations, eliminating extra spaces, etc. Validate reference links via CrossRef and PubMed Automatically export Word documents with XML tagging Differing capabilities for hiding tags for uncluttered editing

Kaufman-Wills Group16 Paperless publishing Markup and coding ToolsFunction SGML XML MathML Traditional markup alerts typesetters as to how different sections should be set for print Mark-up Language describes the structure and content, more easily repurposed Timing varies depending on objectives; tradeoffs, flow/disruption

Kaufman-Wills Group17 Paperless publishing Composition/typesetting ToolsFunction Quark Framemaker InDesign Xyvision Professional Publisher (XPP) Advent 3B2 Desktop software composes pages and prepares manuscripts visually for print production; reasonably priced Typesetting programs are industrial- strength, expensive solutions designed to process large volumes of manuscripts; publishers typically outsource

Kaufman-Wills Group18 Paperless publishing Production tracking ToolsFunction Cadmus: Rapid Production Manager/Rapid Tracking Scholar One: Production Central Houses article metadata as manuscript proceed through production and serves as achieve from which production elements can be accessed. Tracks steps throughout production, allowing authorized users to copyedit and typeset manuscripts, route proofs, allocates manuscripts, build issues, measure and track productivity, and generate reports.

Kaufman-Wills Group19 Paperless publishing Content management ToolsFunction Xyvision Serves SMGL or XML-coded content as it proceeds through production and is the archive from which complete journal text can be accessed for new distribution or repurposing opportunities. Typically only large organizations manage content management systems in- house due to size, complexity, and expense. Few tools are designed with scholarly publishers in mind.

Kaufman-Wills Group20 Paperless publishing Distribution ToolsFunction A&I Websites, portals Content aggregators Institutional repositories RSS Wireless devices Hospital kiosks Distributes content developed by the paperless workflow to end-users in print, online, and other formats. The more distribution channels used, the more publishers can leverage the improved production speed and repurposing flexibility offered by the paperless workflow.

Kaufman-Wills Group21 Paperless publishing Implementing change Decision-making Process Cultural adaptation

Kaufman-Wills Group22 Paperless publishing Deciding whether or not to change What do you want to accomplish? How is it done now? What are your options?

Kaufman-Wills Group23 Paperless publishing Pros and cons of change The argument for change  Customer demand  Competitive forces The argument against change  Complexity  Disruption The verdict  Depending on organization either can make operational and financial sense  Arguments for, can become arguments against

Kaufman-Wills Group24 Paperless publishing Implementing change Identify your needs  The more crucial the task, the more details need to be specified  Workflow and outputs Policies Steps Time increments Staff and system capabilities Classify your needs  Long-term, medium-term, immediate  Low, medium, and high priority

Kaufman-Wills Group25 Paperless publishing Set objectives What?  Improve quality  Reduce time  Cut costs Why?  Rationale  Importance When?  Timeframe

Kaufman-Wills Group26 Paperless publishing Review options Availability of options Competitor offerings Appropriateness Gains from technology Interface issues Core competencies Competing priorities Career path  Skills to task  Supervision Corporate culture

Culture “…the way we do things around here.”

Kaufman-Wills Group28 Paperless publishing When is change necessary? When the environment is undergoing fundamental change, and the organization has always been highly value driven  Advent of new technologies  Pressure on traditional business models  Globalization  Deal and Kennedy

Kaufman-Wills Group29 Paperless publishing What does change look like? Management  Risky  Critical  Time-consuming Employees  Threatening  Confusing  Insecurity Positive  Excitement  Opportunity  Motivation Negative  Resistance  Questioning trust  Glorification of past

Kaufman-Wills Group30 Paperless publishing Promote and manage change Managers  Articulate objectives clearly  Lay out step-by-step plan  Align employee incentives with objectives Employees  Participate directly in process  Coordinate and implement change  Communicate concerns constructively

Kaufman-Wills Group31 Paperless publishing Improving your workflow 1. Diagram your workflow first! 2. Solicit support at all levels 3. Set firm basic requirements 4. Prioritize project management 5. Increase communication

Q&A Thank you! Cara Kaufman