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  • 1. Incorporating Word 2007 manuscriptsinto the publications workflow: issuesfor publishers and authors Tim Ingoldsby Director of Strategic Initiatives and Publisher Relations
  • 2. Presentation Outline  AIP’s complementary roles  Publisher  Provider of publishing services  What AIP authors want  What AIP’s publishing services customers want  Observations about future developments
  • 3. AIP As Publisher  Publisher of 11 titles in physics and its applications  Many titles leaders in their fields (and large)  Over 15,200 articles and 97,000 pages (2007)  Applied Physics Letters is largest journal in Thomson Reuters Journal Citation Reports®  Editorial operation is very large – 22,000+ manuscripts received every year  Publisher of AIP Conference Proceedings Series  80 – 130 volumes per year  59,000+ published pages (2007)
  • 4. AIP Publishing Services  Full service provider of publishing services, including web submission & review, copy editing, composition, online hosting, digital archiving, circulation & fulfillment, marketing, advertising sales, indexing, etc.  Web submission and review for 40+ journals  Composition for 100+ titles  Responsible for 40,000+ articles, 350,000+ pages annually  For the remainder of this presentation, we will concentrate on web submission and composition
  • 5. What Do AIP Authors Want?  LATEX authors(40%): use submitted manuscript exactly as submited  Word authors(60%): use content exactly as deposited, but make it look nicer  In reality, neither gets exactly what they want as AIP needs to have all manuscripts transformed into archival quality XML  TeX2Word is used to transform LATEX to Word for copyediting  Math transformed to MathML  Information objects (figures, video, audio, etc.) saved in archival formats
  • 6. How Is Archival Content Prepared?  There are many different workflows, depending upon what is received from the author  Text is transformed into Word 2003 (.doc) format  Then is transformed into XML after copy editing  Math is transformed into MathType and later is exported as MathML  Information objects are transformed into standard archival formats (TIFF, EPS, SVG, JPEG, MPEG2)  Tools we use include eXtyles, MathType6, EPIC Editor, SpeedFlow Edit, Photoshop, FlipFactory, PitStop, Xyvision
  • 7. Publishers Are Not Yet Ready ForWord 2007 Word 2007 Word 2007 and the new Word docx format should not be used. Docx files will currently cause problems for reviewers and complicate many existing preproduction and production routines. If Word 2007 is unavoidable, back-save to the doc format. However, please note that you must use MathType or the Equation Editor 3.0 and not the more easily accessible, Microsoft Math Editor. When equations built with Microsoft’s Editor are back-saved, they are converted to low resolution graphics and will not be usable. (Pasted from the Instructions to Authors on the AIP website.)
  • 8. Why Publishers Are Not Yet Ready 1. (Refer to Bruce Rosenblum presentation) 2. Authors do not follow instructions 3. Authors really do not follow instructions 4. Current mechanisms for converting docx files to PDFs are problematic 5. docx file format looks like a .zip file  Many processing programs developed over years need to be modified to look for characteristics that separate docx from zip
  • 9. How Does Office 2007 AffectPublishing Services Providers?  Providers receive author manuscripts at several stages within the process  At original submission time for peer review  After acceptance by the journal  After acceptance by the journal and copy editing by the publisher  At any time during the composition process if the author submits a revised manuscript  Revised manuscripts may have to pass through editorial review to approve the changes
  • 10. Issues Affecting Peer Review  Web submission and review system must be capable of accepting docx and transforming into pdf  PDF options do not include adequate figure resolution for use in published manuscript  If separate hi-res figure files are submitted by the author this is not a problem  Files can be back-converted to doc format (but then math equation keystrokes are lost)  AIP has not yet upgraded our conversion engines to the version that supports docx conversion to pdf  Target – within next 3 months  Lots of licensing issues to deal with
  • 11. Issues Affecting Composition  Manuscript files come from many sources  From authors to an ftp site (or portal)  Handoff from Peer X-Press  From editorial office to an ftp site or portal (or hard copy + files on media)  Occasionally via email (mostly for requested revisions)  Regardless of source, files must be tracked and processed  Workflow is managed via a sophisticated queue-based system  Essential to support the many workflow paths  XML and MathML (MathType) are the invariants within the process  eXtyles and Word are also very important
  • 12. AIP and Word 2007  When Microsoft releases a suite of products as comprehensive as Office 2007, it takes time for companies to decide to adopt, install, and train their employees  AIP has adopted Office 2007 for business use and is now in the process of installation and training  Until the end of 2008, most AIP Publishing Services employees will continue to use Office 2003  Because of the required changes to programs and procedures based on Word 2003 and problems that have been discovered with some Word 2007 features such a long implementation timeline is necessary  Even so, AIP anticipates many years of productive use of Word 2007
  • 13. What AIP Would Like To See  Make the Scholarly Publishing website at Microsoft much more useful  Add reports of problems even before fixes have been released  Provide information about known problems and status of fixes  Create/strengthen useful transforms of Office Math Markup Language (OMML)  OMML to MathML  OMML from Word 2003 equation bitmaps  Support in Word 2007 for STIX  Means we need support for use of more than one math font in Equation Builder  Also means we need support for full Unicode
  • 14. Thank You! Tim Ingoldsby American Institute of Physics +1 516 576 2265 tingoldsby@aip.org www.aip.org