Paperless workflow: steps and trouble spots

Paperless workflow: steps and trouble spots

Cadmus Educational SeriesJune 14, 2005, 12-4 pm, FASEB

Presented by Cara Kaufmanwww.kaufmanwills.com

Kaufman-Wills Group 2Paperless publishing

Overview

1. Definition

2. Key elements

3. Driving factors

4. Facilitating tools

5. Implementing change


What is paperless publishing?

Digital end-to-end workflow Reduces manual processes Increases speedAllows output to different distribution channels


Key elements

Electronic Peer Review

Submit Online

Copyediting with Automated Tools

Copyediting with Automated Tools

Print Composition

Content Management System

Web delivery

CD or PDA

?

New Device


Driving factors

Efficiency Service Flexibility


Efficiency

Authors need for speed

Immediate reader access

Fewer manual processes

Digital transmission: time and cost savings

Earlier distribution of content online


Service

Self service Instant access to “editorial office” from

anywhereOnline submission peer review track

manuscript progress Effective communication More accurate scheduling Smoother manuscript flow


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


Facilitating tools

1. Content development2. Digital art preparation3. Author “preflight” for digital art4. Submission and peer review5. Automated copyediting6. Markup and coding7. Composition/typesetting8. Production tracking9. Content management10. Distribution


Content development

Instructions to authors: structure and style Publisher revisions v author templates

Tools FunctionWordLaTeX

Standard word processing software for manuscript preparation


Digital art preparation

Tools FunctionAdobe IllustratorCorelDrawPhotoShopMS Word, PPTTIFF, EPS

Digital illustration and imaging software

Sophisticated, precise manipulationBasic functionalityIndustry standard formats: EPS and TIFF


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


Author preflight for digital art

Tools Function

Cadmus: Rapid InspectorSheridan: 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.


Submission and peer review

Tools FunctionCadmus: Rapid ReviewAries: Editorial ManagerHW: Bench>PresseJournal PressScholar One: Ms CentralAllenTrack

Digitizes article submission and review procedures, automating or eliminating many manual steps

Speeds publication Reduces errors Improves reporting Can reduce costs


Automated copyediting

Tools FunctionCadmus: RapidEditAllen: TurnstyleEditorium: Editors ToolkitScholarOne: 1stEditSheridan: PRISM

Automates repetitive tasks such as reference formatting, standardizing abbreviations, eliminating extra spaces, etc.Validate reference links via CrossRef and PubMedAutomatically export Word documents with XML taggingDiffering capabilities for hiding tags for uncluttered editing


Markup and coding

Tools FunctionSGMLXMLMathML

Traditional markup alerts typesetters as to how different sections should be set for printMark-up Language describes the structure and content, more easily repurposedTiming varies depending on objectives; tradeoffs, flow/disruption


Composition/typesetting

Tools Function

QuarkFramemakerInDesign

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


Production tracking

Tools Function

Cadmus: Rapid Production Manager/Rapid TrackingScholar 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.


Content management

Tools FunctionXyvision Content@Documentum

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.


Distribution

Tools Function

A&IWebsites, portalsContent aggregatorsInstitutional repositoriesRSS

Wireless devicesHospital 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.


Implementing change

Decision-making Process Cultural adaptation


Deciding whether or notto change What do you want to accomplish? How is it done now? What are your options?


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


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


Set objectives

What? Improve quality Reduce time Cut costs

Why? Rationale Importance

When? Timeframe


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.”


When is change necessary? When the environment is undergoing

fundamental change, and the organization has always been highly value drivenAdvent of new technologiesPressure on traditional business modelsGlobalization

Deal and Kennedy


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


Promote and manage change

ManagersArticulate objectives clearlyLay out step-by-step planAlign employee incentives with objectives

EmployeesParticipate directly in process Coordinate and implement changeCommunicate concerns constructively


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 [email protected]

Paperless workflow: steps and trouble spots

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