Paperless workflow: steps and trouble spots

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Paperless workflow steps and trouble spots

• Cadmus Educational Series
• June 14, 2005, 12-4 pm, FASEB
• Presented by Cara Kaufman
• www.kaufmanwills.com

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Overview

1. Definition
2. Key elements
3. Driving factors
4. Facilitating tools
5. Implementing change

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What is paperless publishing?

• Digital end-to-end workflow
• Reduces manual processes
• Increases speed
• Allows output to different distribution channels

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Key elements
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Driving factors

• Efficiency
• Service
• Flexibility

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Efficiency

• Authors need for speed
• Immediate reader access

• Fewer manual processes
• Digital transmission time and cost savings
• Earlier distribution of content online

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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

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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

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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

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Content development
Tools Function
Word LaTeX Standard word processing software for manuscript preparation

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

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Digital art preparation
Tools Function
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
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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

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Author preflight for digital art
Tools Function
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.
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Submission and peer review
Tools Function
Cadmus Rapid Review Aries Editorial Manager HW BenchgtPress 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

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Automated copyediting
Tools Function
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
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Markup and coding
Tools Function
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
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Composition/typesetting
Tools Function
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
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Production tracking
Tools Function
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.
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Content management
Tools Function
Xyvision Content_at_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.
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Distribution
Tools Function
AI 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.
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Implementing change

• Decision-making
• Process
• Cultural adaptation

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Deciding whether or notto change

• What do you want to accomplish?
• How is it done now?
• What are your options?

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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

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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

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Set objectives

• What?
• Improve quality
• Reduce time
• Cut costs
• Why?
• Rationale
• Importance
• When?
• Timeframe

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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

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Culture

• the way we do things around here.

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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

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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

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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

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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

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QAThank you!

• Cara Kaufmanckaufman_at_verizon.net