tools and strategies for content management – publishers’ perspective jabin white, executive...

Tools and Strategies for Tools and Strategies for Content Management – Content Management –

Publishers’ PerspectivePublishers’ Perspective

Tools and Strategies for Tools and Strategies for Content Management – Content Management –

Publishers’ PerspectivePublishers’ Perspective

Jabin White, Executive Director, Jabin White, Executive Director,

Electronic Production-Health SciencesElectronic Production-Health Sciences

ElsevierElsevier

Jabin White, Executive Director, Jabin White, Executive Director,

Electronic Production-Health SciencesElectronic Production-Health Sciences

ElsevierElsevier

Presented by: Jabin White ([email protected])Title: Tools and Strategies for Content ManagementPresented at: SSP Annual Meeting; Baltimore, MDDate: April 30, 2003

Copyright 2003, Elsevier Jabin White, SSP 20032

AgendaAgendaAgendaAgenda

• Introductions• The Problem – simple Content

Management is no longer enough• Brief history of workflow, reasons

for improvement• Case Study• And now for the next trick…• Conclusions


Who is Elsevier?Who is Elsevier?Who is Elsevier?Who is Elsevier?

• Publish more than 1,800 journals, more than 2 million pages per year

• Publishing imprints include Mosby, Saunders, Churchill-Livingstone, BH, and more…


Who am I?Who am I?Who am I?Who am I?

• Started as Editorial Assistant, then Developmental Editor

• Learned SGML at Mosby• Moved to Williams & Wilkins in 1997, merged

with L-R in 1998 -- responsible for “front-end” SGML initiative

• Moved to Harcourt Health Sciences in October, 2000, acquisition by Elsevier completed in September, 2001


The ProblemThe ProblemThe ProblemThe Problem

• “Traditional” content management, by definition, is no longer enough

• More to the point, it is:– Managing content more efficiently ($$$)– Content enrichment– Setting up content for multiple delivery

streams– Preparing content to be searched/indexed

more intelligently• All of these have become part of the

definition of Content Management, hence the confusion


Traditional (Old) WorkflowTraditional (Old) WorkflowTraditional (Old) WorkflowTraditional (Old) Workflow

• Manuscript submitted on paper (sometimes with disk) to Editorial office

• Paper accepted for publication• Paper keyed and coded• Article laid out (paginated) in

proprietary typesetting system• Proofs sent to authors,

proofreaders, etc.


Traditional Workflow (cont’d)Traditional Workflow (cont’d)Traditional Workflow (cont’d)Traditional Workflow (cont’d)

• Changes made to pages, author queries answered

• Changes inserted into proprietary typesetting files

• Final pages approved• Print pages published• Typesetting files converted to

SGML• Electronic product produced


Traditional Publishing Process…Traditional Publishing Process…Traditional Publishing Process…Traditional Publishing Process…

Galleys PagesManuscript

Electronic Product (repurposed from print)

XML front ends rethinking content & markup


Problems inserted…Problems inserted…Problems inserted…Problems inserted…




Paper submissions

Changes made on paper

Changes made to proprietary typesetting

files

Changes lost in media-neutral format

(version management issues)


Traditional Publishing Process…Traditional Publishing Process…Traditional Publishing Process…Traditional Publishing Process…





Problem solved?Problem solved?Problem solved?Problem solved?

Galleys

Pages

Manuscript


Galleys

Electronic ProductX, Y and Z

Final, correctedarticles in DB


Problem solved…Problem solved…Problem solved…Problem solved…

Galleys

Pages

Manuscript


GalleysFinal, correctedarticles in DB

Publishers can add value and “squeeze” profits by making this part more efficient – enter CONTENT MANAGEMENT

And by diversifying the product suite it offers to the market

Electronic ProductX, Y and Z

13 Copyright 2003, Elsevier Jabin White, SSP 2003

Major activities of the E-workflow:Major activities of the E-workflow:Major activities of the E-workflow:Major activities of the E-workflow:

Websites for Electronic

submission

Science Direct,MD Consult, etc. Production Editorial

offices

Production suppliers

implement electronic submission

Digital workflow in Production

Network delivery

implement use oftracking systemsand electronic peerreview

Link editorial toProduction system


Content Management for Content Management for EfficiencyEfficiencyContent Management for Content Management for EfficiencyEfficiency

• “Extend” benefits of digital workflow back in the process to author submission

• Benefits:– Seamless movement of files in media

neutral format– Enforcement of standards begins early– No surprises– Speed, speed, and more speed

• Examples: ElSubmitElsevier Editorial System; Author Gateway


Efficiency at the FrontEfficiency at the FrontEfficiency at the FrontEfficiency at the Front

• Committed to a suite of web-based author services

• A-Team (author support team)• Goals:

– Better management of peer review process– Provide tools for authors to track status of their

manuscript throughout publication process– Decrease transfer time from:

• Author to Editor• Editor to Referee• Editor to Production

Case StudyCase StudyCase StudyCase StudySubmission and Peer Review ToolsSubmission and Peer Review ToolsSubmission and Peer Review ToolsSubmission and Peer Review Tools


Author GatewayAuthor GatewayAuthor GatewayAuthor Gateway

• “One-stop shop” for authors’ interactions with Elsevier

• Dissemination of information (author guidelines, paper tracking, marketing materials, etc.)

• Fantastic feedback from marketplace

22 Copyright 2003, Elsevier Jabin White, SSP 2003

Major activities of the E-workflow:Major activities of the E-workflow:Major activities of the E-workflow:Major activities of the E-workflow:

Websites for Electronic

submission

Science Direct,MD Consult, etc. Production Editorial

offices

Production suppliers

implement electronic submission

Digital workflow in Production

Network delivery

implement use oftracking systemsand electronic peerreview

Link editorial toProduction system


CAP Workflow (Computer-Aided CAP Workflow (Computer-Aided Production)Production)CAP Workflow (Computer-Aided CAP Workflow (Computer-Aided Production)Production)

• Began in 1997 with SGML DTD, related tools

• One common global workflow, many different local production offices

• All use same tools, tracking systems, etc.

• All copyediting is outsourced• Submission systems, peer-review

systems occur before CAP


PTSIII (Production Tracking PTSIII (Production Tracking System)System)PTSIII (Production Tracking PTSIII (Production Tracking System)System)

• Completely integrated between production offices and suppliers

• Provides “transparent” global workflow capabilities

• Oracle database with lots of XML managing workflow triggers


CAP WorkflowCAP Workflow

LOGIN

MEDIACONV.

COPYEDIT

ELECTRONIC WAREHOUSE

SCANNING

CORRECT. ISSUECOMP.

ISSUECOMP.

AUTHORCORRECT.

PRINT

ELECTRONICPRODUCTS

PRODUCTS:

S100 S200 S300

S100-unedited manuscript; S200 – edited manuscript, issue independent; S300 – edited, folioed manuscript


The EW (Electronic Warehouse)The EW (Electronic Warehouse)The EW (Electronic Warehouse)The EW (Electronic Warehouse)

• Massive storage facility in Amsterdam

• Oracle database with proprietary extensions

• Millions of articles• Today handles just journal articles,

in the future will handle books• Helps in production, assembly of

products


End-to-end process…simpleEnd-to-end process…simple

Productionprocesses

ElectronicWarehouse

Products

Editorial process


Ideal Content ManagementIdeal Content ManagementIdeal Content ManagementIdeal Content Management


And now for the next trick!And now for the next trick!And now for the next trick!And now for the next trick!

• Doing for book workflow what Elsevier has done for journals workflow

• CAP workflow for books?• Vast differences in content,

authoring environments• Same principles of consistency,

enforcement, etc., can be applied, but very carefully


Re-using what we’ve learnedRe-using what we’ve learnedRe-using what we’ve learnedRe-using what we’ve learned

• Common DTDs, enforced centrally• Content Management standards

enforced globally• Authoring/editing tools that help with

standardization and enforcement– Keeping in mind the different author

environment• Recognizing *when* workflows must

be flexible, and when they cannot


ConclusionsConclusionsConclusionsConclusions

• Digitization of “end” of workflow is assumed

• Business case has been made for having digital files at the end of the production cycle (this little thing called the web)

• How far “back” in the workflow you go depends on many factors in your organization (size, “change environment,” content types, etc)

• It’s a marathon, not a sprint!

Thank YouThank YouThank YouThank You

tools and strategies for content management – publishers’ perspective jabin white, executive...

Documents

content managementpresented

content markupgalleysfinal

content enrichmentsetting

author submissionbenefits

editorial officepaper

editorial assistant

author queries answeredchanges

dbelectronic productx