Global Science Journals Production Manual

Transcription

1 Global Science Journals Production Manual Documentation of workflows and tools for co-publishers Version

2 Contents Introduction... 3 Features in Detail... 4 External Production Workflow... 8 Set Up New Products... 8 How to Prepare PDF for GSJ Test Run Error Correction ESM (Electronic Supplementary Material) Communication in External Production Glossary

3 Introduction GlobalScienceJournals.com (GSJ), based on Springer technology, is a new host for international journals covering all subject areas in science, technology, medicine, social sciences and humanities. Features: 1. You remain the Publisher, journals on GSJ are not published by Springer, only hosted. 2. Open Access publishing all articles on GSJ must be published under the Creative Commons Attribution (CC-BY) license, enabling authors to retain copyright to their work. 3. Springer Technology: a. GSJ is based on the same technology used to host journals published by Springer b. It therefore receives the same weekly updates as Springerlink ensuring that it is always state of the art. c. Search Engine Optimisation weekly updates include those made to ensure that the content on the platform is always optimised for maximum findability by internet Search Engine algorithms d. Each journal has its own webpage describing the journal and linking to you the Publisher 4. Continuous Article Publishing - (CAP) model for fast accessibility: articles are published as soon as they are ready no need to wait for issue building. Articles can be found, accessed and cited as early as possible to maximize citations. 5. Digital Object Identifiers: Springer makes sure the articles of your journal are DOI registered for easy citation and indexing. 6. Permanent Archiving in cooperation with various national libraries and all journal articles hosted on GSJ will be permanently archived ensuring that they will be always available into the foreseeable future. 7. For journals in your local language no restrictions on language or alphabet with search pages in the World s major languages. 8. Automated A&I feeds: once your journal is registered with one of the major Abstracting & Indexing services, information on your articles is automatically sent in the required format. 3

4 Features in Detail You Remain the Publisher Journals hosted on GSJ are not published by Springer. You remain the publisher and have full control and responsibility for the editorial content of the journal and for the submission, peerreview and production of the journal articles. If you require an online system to assist this process, there are a number of options varying in service and cost. The Open Journal System is an Open Source software (free to use at no cost) for managing the submission, peer-review and production of the journal articles. Another option we can recommend is from Aries Systems Corporation. Open Access All GlobalScienceJournals.com journals are fully open access. Open access publishing makes articles immediately and permanently available online for everyone, everywhere. All articles are published under the Creative Commons Attribution (CC-BY) license, enabling authors to retain copyright to their work. What is the difference between open access and free access? Free access articles are freely available for all readers worldwide, for a limited time period or permanently. Open access articles are freely available worldwide as well. However, the copyright is not transferred to the Publisher; it remains with the author. Open access articles on GlobalScienceJournals.com are freely available for anyone, anywhere, at anytime. Thus, the difference between free access and open access is about the copyright, the license terms and very important the resulting open access publication charge (also called article processing and hosting charge, APHC). Open Access articles on GSJ are published under a Creative Commons License; the author doesn t have to transfer the copyright to the Publisher. The Creative Commons License defines that articles can be re-used as long as the authors are properly attributed Benefits of Open Access publishing Research articles published in Open Access journals are freely available online to the entire global research community 4

5 This has a demonstrable effect on the impact of the science published in open access, which can be measured as higher relative citations to Open Access journals. For a journal seeking to quickly build its reputation, Open Access is the perfect way, especially if costs to the authors are low to non-existent. What is SEO Search Engine Optimization (SEO) improving the quality and volume of web traffic to a website by employing a series of proven SEO techniques, to ensure that the algorithms used by major search engines such as Google, are able to find the information on the website and rank it as highly as possible when certain keywords and phrases are put in the search field. As these algorithms are constantly evolving it is important to constantly evolve the website to keep up with this and ensure consistently high rankings. The GlobalScienceJournals website enjoys the same weekly updates as Springer.com and Springerlink and therefore the SEO is as up to date as possible. Host Journals in any Language There are no restrictions on language or alphabet used in the journals hosted on GSJ. While we insist that the articles metadata (Title, Authors, Keywords, Abstract and References) should be in English, the rest of the article can be in any language you choose. In 2013 we also plan search pages in many of the world s most common languages. Journal Development If you are having problems finding a major publisher for your journal, you can use GSJ to develop your journal to the point that it is well established. As a low cost yet state of the art system, GSJ is perfect for experimenting with new journal concepts and foci. A home for your journal Individual GSJ pages for each title present your journal to the worldwide audience. Here complete information about the journal can be found including the cover image, aims and scope, editorial board and links to submit, to the journal content or to your organisation. 5

6 Continuous Article Publishing Continuous Article Publishing (CAP) model for fast accessibility: articles are published as soon as they are ready no need to wait for issue building. Articles can be found, accessed and cited as early as possible to maximize citations. Articles are published with article numbers; for example Article 1 of Volume 1 with the article number increasing for each consecutive article As articles are indentified completely with their Article Number, they are immediately citable in their final form. There is no wait for the article to be published in an issue As soon as they are online they are citable and the metadata exported to Abstracting and Indexing services. This means the maximum chance of citations for each article. Typically each articles page number start again at 1 as their page numbers are no longer relevant. Eg: Article 1 (p1-20), Article 2 (p1-15) etc. Consecutive page numbers eg: Article 1 (p1-20), Article 2 (p20 to 35) etc are possible but only if articles for each issue are submitted to GSJ as one block at one time. Digital Object Identifiers GlobalScienceJournals makes sure the articles of your journal are DOI registered with a special GSJ prefix for easy citation and indexing. The DOIs are not only mentioned in the metadata XML but also will be stamped into the PDFs of the articles during processing. Permanency of articles We have taken steps to ensure that all open access articles published in a GlobalSceinceJournals journal are deposited in a number of safe Open Access archives. Should GlobalSceinceJournals fail, open access to the articles published is guaranteed to continue via those archives. In addition, once an article has been published, we do not allow it to be changed, leading to the following policies. Article corrections and retractions Corrections to or retractions of published articles will be made by publishing a correction or retraction note and without altering the original article in any way other than to add a 6

7 prominent link to the note. In this way, the original article remains in the public domain and the subsequent correction or retraction will be widely indexed. The preservation of scientific research is a cornerstone of science and as such we will use our best efforts to ensure that material published in a GlobalScienceJournals journal is preserved and remains available for access. However in the exceptional event that material is considered to infringe certain rights or is defamatory we may have no option but to publish a retraction note which will be linked to the published article and vice versa. A watermark Retracted Article will be added to the original article. Journal Covers As most people in the world will only ever see your journal online their experience of your journal cover will be of the small logo of the cover on the journal homepage. To maximise the effect of this cover logo, a range of different covers have been designed to maximise the readability of the journal title. You simply need to choose one and the title of your journal will be fitted to the cover by our designers. Printing GlobalScienceJournals will not provide printed copies of issues or journals, however as the content is Open Access and you are the owner of the title of the journal, you are free to print and sell copies as you wish. This manual describes the workflow that needs to be followed to prepare articles for hosting on GSJ. Before we begin hosting your journal articles the journal needs to be set up in our systems. The following steps should be followed: 1. Complete the journal Set Up form and select a cover for your journal 2. Request and Sign the Journal Hosting Agreement and submit to GlobalScienceJournals 3. Pay the 1000 USD Set Up fee and first maintenance fee of 200 USD. We will invoice you for both of these. 4. Follow the manual to prepare the PDF s of your first two articles (or use the OJS system for this) 5. Submit to GSJ for first check 6. Continue to publish your journal 7

8 External Production Workflow Overview of systems involved in the workflow: Partners who want to cooperate with Springer in online publishing should prepare their content in a specific PDF format. These files will have to be submitted to CREST our FSV (Full Service Vendor), Springer s article production company. The files will be checked, transformed, and metadata added. Final files will be archived in a Springer system. They are forwarded to the internet service provider, which hosts the content online. Generally, the workflow runs in the manner shown above. In Springer's publishing process, different systems are involved. Data is exchanged via FTP between the partners, such as you the Publisher, CREST who process the articles extracting the metadata in XML from and adding a DOI and Springer who run the GlobalScienceJournals service. The JournalWorkFLow (above) supports the complete publishing workflow for journals. From there, data is automatically transported to the archiving system DDS, which also works as an interface to GlobalScienceJournals (GSJ). Set Up New Products How to set up new journals for the external production workflow and responsibilities. 1. External partner: Prepare mandatory data. Springer needs information for the product database as a basis for hosting. See the Questionnaire in the accompanying spreadsheet for the complete list of attributes. Abbreviated titles are one of the major components of scientific and technical citations of contributions or articles. Using the standardized abbreviation is an essential part of correct and validated citation practice. The List of Title Word Abbreviations contains the words of the titles of serials processed by the ISSN network and their abbreviations: The external partner must request the identification for the electronic publication, the eissn at the local authority: 8

9 2. External partner: Prepare articles files. Please note that the below list of Metadata needs to be in English for each article: Journal title Volume number Issue number Page numbers Article title Article category (original research or review article etc) Article history (received, revised (optional), and accepted dates) Article author(s) Author affiliations Copyright information: The Author(s) 20xx. This article is published with open access by <External Partner> Abstract Keywords References Optional elements are Article Notes such as Dedication, Communicated by, Acknowledgements, etc. In Addition: for journals with content in languages other than English, the tiltes of each Article needs to be supplied in the attached Spreadsheet Journal Article Local Language in the local language and alphabet. 3. External partner: Select a generic cover from those shown on pages 13 and 14 or provide their own according to our technical specifications on page FSV: An FTP account is provided. A folder for each journal, identified by its Journal ID can be found at: ftp:// Folder name: ToCrest Password: Will be supplied prior to first article upload 5. Naming convention for Article Files Each Article should be identified by using the following naming convention: <JournalID>_<VolumeNumber>_<IssueNumber>_<ArticleNumber>.pdf e.g _28_1_3.pdf (Third article in journal 40354, Vol 28, Issue 1) 9

10 10

11 11

12 12

13 13

14 14

15 How to Prepare PDF for GSJ To prepare the content for the delivery to Springer requires several steps. See Tools for External Partners below on this page required for these tasks. 1. Prepare the images Springer needs all images in high resolution and in Tiff or EPS format. This is defined in List of PDF Requirements on page Create PDF on page 10 Transform the content into a defined file format for formatted content according to Springer guidelines. 3. Copyright 1. Please insert the following line under the authors names and affiliations with the correct year Copyright information: The Author(s) 20xx. This article is published with open access by <External Partner> Example: Studies in Open Access Publishing Joe Bloggs and Max Mustermann Received 21 st of April 2013 Accepted 25 th of July 2013 The Author(s) This article is published with open access by Amazing Science Publishers 2. Please insert the following text before the References section: Open Access This article is distributed under the terms of the Creative Commons Attribution License which permits any use, distribution, and reproduction in any medium, provided the original author(s) and the source are credited.. Tools for External Partners The checklist of tools external partners might need is shown below. Acrobat Name Version Provider Functional Description Acrobat Distiller Job Options 7or higher Adobe (better 9 or 10) 7.x or higher Adobe (better 9 or 10) Distiller 7.x or higher (better 9 or 10) Springer basis for Distiller and PitStop, see below create PDF files out of postscript files configuration for PDF creation with Acrobat Distiller FTP client any any upload content and related data 15

16 Create PDF Step-by-step instructions for the generation of the PDF file to be sent to Springer's FSV. How to create online journal PDF files according to the List of PDF Requirements on page Create a PostScript file. Starting point for the PDF conversion is always a PostScript file produced with the current printer driver from the typesetting system. For journals, see Post Script Requirements below. 2. Embed all fonts in the PostScript file. Technically, it's also possible to embed fonts with the help of the Acrobat Distiller font folder. But this procedure is risky, as differences in the font names will lead to incorrect embedding. 3. Run Acrobat Distiller. Springer only accepts PDF files created by Acrobat Distiller with Springer's job options. Distiller versions v7.x, v8.x and v9.x, v10.x are supported. Configure Acrobat Distiller on page 14 gives details for the configuration and shows how large file sizes might be avoided. Post Script Requirements Detailed rules for the creation of PostScript files for journals. Starting point for the PDF conversion and the right format of the final post script. The following should be observed for the right format of the final post script for journals. All fonts must be embedded It should only contain high resolution illustrations Same trim size should be observed in all pages Portrait format should be used in the document pages No empty pages should be included for the creation of online files Final page size should be defined and readable for the Distiller PostScript Internal hyperlinks are required in the online version,. External hyperlinks are allowed by DOI linking and HTTP addresses. The fonts of the hyperlink text should be in RGB blue R=0, G=0, B=255). How to Create PDF from Word 1. Install Joboptions Copy the *.joboption file to your harddisk. Open Acrobat Distiller and select Add Adobe PDF Settings. from the Settings Menue 16

17 Select the appropriate *.joboptions file from your hard drive and click Open In addition, you need to install CMYK color profile(isocoated.icc). In order to do so copy ISOcoated.icc to C:\WINNT\system32\spool\drivers\color (win2000 and XP) and right mouse click on the file and choose "install profile". For other operating systems please ask your system administrator with color management experience. 17

18 2. Create PDF Open your Word file. Select Print from the File menu Select Adobe PDF as the printer Select the SpringerOnline profile from the Default Settings menu. Click OK, and again OK. 18

19 List of PDF Requirements In below list hyperlinks are inserted, where the relevant PDF requirement is mentioned directly or indirectly. Letters in the column PDF Validation are used for E = Error F = Fixed C = Caution = general check no = not allowed. Springer will do a PitStop check based on the below criteria. If invalid then a replacement will be asked for. Requirements Article Online PDF Created by Distiller Controlled by PitStop PDF Validation PDF created by Distiller Use of Springer Distiller settings Required Required Compatibility 1.3 Required F PDF/A-1b Required x (x) E/F Internal Hyperlinks Required External Hyperlinks Yes C Page size equal for all pages Yes C Equal page orientation for all pages Required C No empty pages Required E Pre-separated pages No E Document layers No E Crop marks within the media box No E Custom transfer curve No C/F Device color space No E Transparency No E Annotations set to print No E Security No E Line weight min 0.2 pt Yes C Embedded PostScript fragments No E All fonts embedded Required E Web optimized Required C Color in CMYK RGB Yes No Spot color is used No C Image resolution Greyscale > 150 < 225 E Color > 150 < 225 E Bitmap > 600 < 900 E Image compression: JPG Yes F Images with 16 bit color depth No E File size limitation No Table 1. Demands for Online PDF. Each item with a "E" in column PDF Validation will be a reason for rejecting the complete delivery. PDF/A-1b is an ISO standard (ISO Level B conformance) based on PDF version 1.4. PDF/A is in fact a subset of PDF, obtained by leaving out PDF features not suited to long-term archiving. 19

20 Configure Acrobat Distiller Step-by-step instructions for setting up Acrobat Distiller according to Springer requirements. 1. Remove font folders from the Adobe font locations dialogue. Other font folders configured as a resource might lead to incorrect font embedding. Only the Adobe font folder should be visible in the font locations dialogue. Even all system folders must be removed from here. 2. Install Springer PDF settings. For PDF production we only accept Acrobat Distiller, therefore we offer settings for Acrobat Distiller 7, version 8, version 9 and version 10. If you are still using version 7 or 8, please update to a higher version as soon as possible. Springer will no longer support this version. a) Online-PDF For this request please use the current joboptions for Acrobat Distiller v7.x, v.8x, v9.x or v10.x Joboptions: SpringerOnline_<VersionDate>_Acro10.joboption (incl.pdf/a) and SpringerOnline_<VersionDate>_Acro9.joboption (incl.pdf/a) and SpringerOnline_<VersionDate>_Acro8.joboption and SpringerOnline_<VersionDate>_Acro7.joboption For CMYK images, the Distiller will convert to srgb. Therefore the Distiller needs the used CMYK profile. IMPORTANT: For SpringerOnline Settings you need to install the CMYK color profile (ISOcoated_v2_300_eci.icc) on the machine. If this profile not on this machine, the Distiller process will be aborted. This profile and a readme.txt for installation guidance is also part of the zip package 20

21 b) The document language in an online PDF The document language in an online PDF is specified. This must be set in the PDF properties based on the language of the content c) Open options for Online PDF Navigation tab is set to Bookmarks Panel and Page. Page layout and Magnification to Default. This must be set in the PDF properties Initial View 21

22 Test Run As a first test, a single article should be provided by the external partner to the workflow. All participants will be informed to watch the progress of the test files with special attention Standard production can begin following completion of the test run. Error Correction In case there is an error in a published article, the original will stay online. A correction is additionally published in the form of an erratum. Both article and erratum are linked to each other. Usually the production editor applies for an erratum, which must be carried out by the FSV and is handled in the production system as a special type of article. For external production, the Springer contact person for the journal or book is responsible for errata requests. The external partner must provide the complete erratum statement, including the corrected data and an optional note on the parts of the original that were affected. ESM (Electronic Supplementary Material) Data files such as spreadsheets, movies, music, computer models can accompany articles and be hosted alongside the article on GSJ. The Publisher should upload the ESM-files together with the article to our FSV. It should be clear by the naming of the files to which article the file belongs, e.g.: Article 13367_24_1_5.PDF Supplementary file 1: 13367_24_1_5_ESM1.xls Supplementary file 2: 13367_24_1_5_ESM2.mp4 Communication with External Production The contact and addresses for external production with Springer: Contact for journals Philipp Kammerer (Production Editor): philipp.kammerer@springer.com FTP address for file upload to the FSV Access data is supplied by the Springer key account. Further information For any further questions, please contact Chris Bendall (chris.bendall@springer.com). 22

23 Glossary CAP (Continuous Article Publishing) model for fast accessibility: articles are published as soon as they are ready. Articles can be cited by their article number instead of page numbers. DDS (Data Delivery System) Springer system which archives all digital content and takes care of delivery of online files to MetaPress and bulk users. DOI (Digital Object Identifier) A DOI is a unique and permanent "number" registered with the DOI organization and used to identify online publications. A related service is CrossRef, used to create reference linking. Erratum A term used to designate a publication that contains corrections of mistakes in a published article or chapter. These mistakes might affect the scientific content, the metadata, or legally important information about the publication, regardless of whether the mistake appears in the print and/or the online version. ESM (Electronic Supplementary Material) Data files such as spreadsheets, movies, music, computer models can accompany articles and be hosted alongside the article on GSJ. FSV (Full Service Vendor): Supplier responsible for all prepress production tasks. In this case CREST JWF (Journal Workflow): Springer production system and procedure for journal content. Metadata: Bibliographic information about the article including title, authors, affiliation, abstract, and references. Open Access: Open access publishing makes articles immediately and permanently available online for everyone, everywhere. All articles are published under the Creative Commons Attribution (CC-BY) license, enabling authors to retain copyright to their work. PostScript: A basic file format for formatted text. It is the standard starting point for the generation of PDF. 23