Journals Manuscript Editing at the University of Chicago … · Journals Manuscript Editing at the University of Chicago Press ... SSP/AAUP Webinar: “Improving the Copyediting Workflow,”

SSP/AAUP Webinar: SSP/AAUP Webinar: ““Improving the Copyediting Workflow,Improving the Copyediting Workflow,”” May 7, 2009 May 7, 2009 1

Journals Manuscript Editing at theJournals Manuscript Editing at theUniversity of Chicago PressUniversity of Chicago Press

John MuenningJohn MuenningPublishing Technology ManagerPublishing Technology Manager

Journals DivisionJournals DivisionUniversity of Chicago PressUniversity of Chicago Press


University of Chicago PressUniversity of Chicago Press

Largest American university pressLargest American university press Small by commercial standardsSmall by commercial standards Not for profitNot for profit Publish 46 journals and ~250 books/yearPublish 46 journals and ~250 books/year

~46,000 journal pages/year~46,000 journal pages/year ~300,000 DOIs registered with CrossRef~300,000 DOIs registered with CrossRef ~80,000 full-text articles online~80,000 full-text articles online 43 electronic journals43 electronic journals

Annuals to biweekliesAnnuals to biweeklies Literary criticism to medicine and astronomyLiterary criticism to medicine and astronomy


Early electronic editing in JournalsEarly electronic editing in Journals

First electronic manuscripts in 1989First electronic manuscripts in 1989 Editing in WordPerfect 5.1 for DOSEditing in WordPerfect 5.1 for DOS

Macros for cleanup, footnote handling, querying,Macros for cleanup, footnote handling, querying,coding, etc.coding, etc.

Set up procedures and trained in-house staff of copySet up procedures and trained in-house staff of copyeditorseditors

Improved workflowImproved workflow Worked with typesetting vendors to makeWorked with typesetting vendors to make

downstream processes as efficient as possibledownstream processes as efficient as possible Goal was to save time and money in the productionGoal was to save time and money in the production

process without adding time in copyeditingprocess without adding time in copyediting


Single-source SGML processSingle-source SGML process

Early adopter of SGMLEarly adopter of SGML For the For the Astrophysical Journal Astrophysical Journal in 1994in 1994

–– Before journals were published on the WebBefore journals were published on the Web Learned the single-source model works bestLearned the single-source model works best

Benefits of SGML and XMLBenefits of SGML and XML SpeedSpeed

–– Editing time increased but downstream processesEditing time increased but downstream processesmuch more efficientmuch more efficient

ControlControl–– No back-end quality control necessaryNo back-end quality control necessary

Parallel publishing to multiple output streamsParallel publishing to multiple output streams ReuseReuse


Life of a manuscriptLife of a manuscript

Peer reviewPeer review Transmittal and conversionTransmittal and conversion CopyeditingCopyediting Typesetting and printTypesetting and print Web publishingWeb publishing ArchivingArchiving


Transmittal and conversionTransmittal and conversion

AriesAries’’ Editorial Manager transmits accepted Editorial Manager transmits acceptedmanuscripts and their metadata into ourmanuscripts and their metadata into ourproduction systemproduction system

Conversion to SGML or XML from unstructuredConversion to SGML or XML from unstructuredor quasi-structured author filesor quasi-structured author files

One house DTDOne house DTD Economies of scaleEconomies of scale Ease of maintenanceEase of maintenance

Copy editors begin their work on fully taggedCopy editors begin their work on fully taggedmanuscriptsmanuscripts


CopyeditingCopyediting

Editors are closest to the contentEditors are closest to the content Editing in SGML with Arbortext EditorEditing in SGML with Arbortext Editor Highly trained in-house copy editorsHighly trained in-house copy editors

Training in style from six months to more than a yearTraining in style from six months to more than a year Training to take advantage of Arbortext and SGMLTraining to take advantage of Arbortext and SGML

All changes to content or structure at any stageAll changes to content or structure at any stageare made in Arbortext, mostly by copy editorsare made in Arbortext, mostly by copy editors Every word and structure in the print or onlineEvery word and structure in the print or online

editions of our articles is accounted for in the SGMLeditions of our articles is accounted for in the SGML


UCPUCP’’s editing environments editing environment

Developed over the course of 14 yearsDeveloped over the course of 14 years Customized to reflect editorial requirements andCustomized to reflect editorial requirements and

practicepractice Suite of tools for facilitating content preparationSuite of tools for facilitating content preparation

Arbortext knows the structure of the edited documentArbortext knows the structure of the edited documentand lets you use itand lets you use it

–– Context-sensitive searching, etc.Context-sensitive searching, etc.–– Enables sophisticated automation of editing tasksEnables sophisticated automation of editing tasks

Goal is to let editors be editors, not geeksGoal is to let editors be editors, not geeks


What editors seeWhat editors see


Editing toolsEditing tools

Metadata maintenanceMetadata maintenance Updates metadata from edited manuscript at the endUpdates metadata from edited manuscript at the end

of each editing sessionof each editing session

MarkupMarkup CleanupCleanup Tag templatesTag templates Sections and subsectionsSections and subsections

Verification/error trappingVerification/error trapping Beyond validationBeyond validation

RedliningRedlining


Autoredaction: EditPrepAutoredaction: EditPrep

Pressure to increase productivity among copyPressure to increase productivity among copyeditors without diminishing qualityeditors without diminishing quality

Tools to automate the imposition of appropriateTools to automate the imposition of appropriateaspects of editorial styleaspects of editorial style Silent, flagged, and interactive changesSilent, flagged, and interactive changes Redlining and comments to indicate changes asRedlining and comments to indicate changes as

appropriateappropriate

Editorial staff defines and maintains the rulesEditorial staff defines and maintains the rules Can take advantage of SGML to create complex,Can take advantage of SGML to create complex,

context-specific rulescontext-specific rules Astronomy group defined more than 850 rulesAstronomy group defined more than 850 rules


Sample EditPrep rulesSample EditPrep rules


LinkingLinking

InternalInternal Tables, figures, sections, footnotes, appendixes,Tables, figures, sections, footnotes, appendixes,

display formulasdisplay formulas References: Author-date or numbered styleReferences: Author-date or numbered style

ExternalExternal E-mail addresses and Web linksE-mail addresses and Web links Bibliographic linkingBibliographic linking


Bibliographic linking toolsBibliographic linking tools


Complex contentComplex content

MathematicsMathematics Edited in SGML using WYSYWG editorEdited in SGML using WYSYWG editor Tools to facilitate copyediting mathTools to facilitate copyediting math

–– De-De-mathingmathing and re- and re-mathingmathing–– Math tag mode: enables search and replace acrossMath tag mode: enables search and replace across

documents and validates mathdocuments and validates math

TablesTables Edited in SGML using WYSYWG editorEdited in SGML using WYSYWG editor Tools to help with alignment, rules, ellipses, de-Tools to help with alignment, rules, ellipses, de-

doubling, joining and separating columns containingdoubling, joining and separating columns containingdata with common patterns, and cell shadingdata with common patterns, and cell shading


TypesettingTypesetting

Most pages typeset from copyedited SGMLMost pages typeset from copyedited SGML In house with Penta SGML PublisherIn house with Penta SGML Publisher

Integration with Arbortext editing environmentIntegration with Arbortext editing environment Typesetting and pagination tweaked with ArbortextTypesetting and pagination tweaked with Arbortext

menu itemsmenu items Some journals have staff dedicated to typesettingSome journals have staff dedicated to typesetting

By typesetting vendors from SGMLBy typesetting vendors from SGML Deliver print- and Web-optimized PDF and EPSDeliver print- and Web-optimized PDF and EPS

extracts for math and tablesextracts for math and tables


Web publishingWeb publishing

Atypon SystemsAtypon Systems’’ Literatum platform Literatum platform Imports UCP SGML or NLM XMLImports UCP SGML or NLM XML Serves PDF and HTML proof to authorsServes PDF and HTML proof to authors Staging before going liveStaging before going live Hosts our published electronic journalsHosts our published electronic journals


Lessons learnedLessons learned

Copy editors must be flexibleCopy editors must be flexible Use standards like SGML and XML as farUse standards like SGML and XML as far

upstream in your workflow as possibleupstream in your workflow as possible Even standards-based solutions will eventuallyEven standards-based solutions will eventually

become obsoletebecome obsolete We are currently retooling and updating ourWe are currently retooling and updating our

workflow to use NLM XMLworkflow to use NLM XML

Build or buy modular solutions to allow you toBuild or buy modular solutions to allow you toadapt gracefully to changing requirementsadapt gracefully to changing requirements Customization and integration are workCustomization and integration are work So is outsourcingSo is outsourcing


Thank you!Thank you!

John MuenningJohn Muenning [email protected]@press.uchicago.edu

Documents

Journals Manuscript Editing at the University of Chicago … · Journals Manuscript Editing at the University of Chicago Press ... SSP/AAUP Webinar: “Improving the Copyediting Workflow,”