1

Paperless Publishing

Peer-review, production, publication, and promoting information technology

Council of Science Editors45th Annual Meeting, Short Course on Electronic Publishing SolutionsSat, 4 May 2002, 8:30-4:30

2

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

3

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.

4

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

5

Electronic editing Evolution

Diskette Email attachment Web-based submission

Electronic pre-edits Style References

Vendor examples• Cadmus Journal Services• Carden Jennings / Scholar One• The Sheridan Press• Xtyles

6

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)

7

Production systems Tracking systems

Bundled with compositors, printers Databases, not fully integrated

Electronic proofs (PDFs) Direct to plate

No film Text Ads

8

Electronic content Online-only text

pages Additional articles

published Short/long versions Skip editorial

production steps?

Graphics Illustrations Tables Color Video

Formats CD-ROM Online Handheld (PDAs)

9

An integrated electronic publishing solution (IEPS)

The Cadmus Knowledge System

10

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

11

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

12

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)

13

Initial planning High level backing Broad participation Skilled project leadership

Manage expectations• Instant• Easy• Free• “Technology stardust”

Clear goals

Implementing Information Technology: White Paper written by the Kaufman-Wills Group for The Sheridan Press.

Implementing Information Technology: White Paper written by the Kaufman-Wills Group for The Sheridan Press.

14

Evaluating options Classic make or buy decision

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

15

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

16

Technical due diligence checklist The company Staff System overview System

architecture Redundancy and

backup

Security Support Training Warranty Privacy policy References

17

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

18

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

19

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

20

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.

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