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Key issues

While the details of the production process may vary across publishers, the core stages are often the same. The NUP Toolkit provides a good overview of these stages from submission to the idealised point of ‘handover’ from a commissioning editor to a production manager to the final author sign off, including copy editing processes, copy editing, typesetting and management of proofs.

It is worth noting that some smaller and academic-led presses combine the roles of commissioning editor and production manager. If resources allow, considering dividing this work can help avoid all press members having to learn all the processes and skills involved in book production. 

Many smaller and academic-led presses outsource copyediting and typesetting to external companies or freelancers. As the NUP Toolkit notes

outsourcing the entire editorial and production workflow can be a very effective approach, as it means that in-house staff can be kept quite lean and they can focus on the overall press management tasks that cannot be outsourced.

It suggests that with these tasks outsourced, a full-time production manager usually oversee around 30-40 monographs per year. A task that often remains in house is quality control including (a) formal quality control (checking references, typography, DOIs, etc.) by the editorial office and (b) content assessment by section editors and reviewers.  

Publishers wishing to keep some or part of the production process in-house should consult the Cookbook for advice, as it outlines several production workflows, involving varying degrees of standardisation. Some may be useful to publishers to consult even if much of the production process is outsourced: for example, tasking authors with preparing manuscripts for print by providing them with guidelines, templates and/or access to online resources.

Many publishers also use In-Design by Adobe for typesetting books – in principle this can be done by the publisher themselves, however it requires a considerable degree of work to become proficient with it, which needs to be carefully considered. It is also a commercial piece of software, which comes with costs unless a publisher has access to institutional subscriptions. 

Managing workflow 

Many smaller and academic-led presses produce a relatively small number of books per year. If publishing volumes remain low, then ad hoc tools to assist in the workflow management process.  can suffice – shared spreadsheets, documents or project management tools for example. 

However, if the press intends to publish more than a handful of books on an annual basis, workflow can become more challenging. There is no set threshold for when this may occur, but if a publisher has a small team, publishing above say 10 books per year may require a more structured approach to workflow management. 

In such cases, presses may wish to consider using software specifically designed to help coordinate the editorial, production and dissemination process. 

Open Monograph Press (OMP) is perhaps the most prominent workflow management tool within the Open Access book publishing community. It was created by the the Public Knowledge Project (PKP), which also designed the widely used Open Journal Systems. It is an online publishing platform for monographs and edited volumes. It manages the editorial and production workflow: submissions, editor assignments, reviewers, indexers, etc. It also has a range of features to help publishers manage the wider metadata management process. As X writes, “OMP is one of very few open-source tools that produce the trade-industry standard ONIX metadata” (Mind the Gap, p. 60).. OMP provides the platform and publishing services for managing the entire submission, editorial and publishing workflow. 

Standardising and automating parts of the production process

Recent years have, however, seen an increasing number of tools designed to enable publishers to standardise parts of the production process. The benefits of such tools can be significant, radically reducing long terms costs and improving the efficiency of a publishing operation. Smaller and academic-led presses may, however, wish to consider the resources required to fully implement such processes and tools. This can range from skills that need to be acquired to full scale developer support. The ultimate benefits may justify the investment in both time and financial resources required – however it is vital that a new publisher, or publisher wishing to professionalise, builds a realistic plan to implement such an approach. 

Cookbook provides detailed resources in Section 3.6 on “Automation”. It discusses multiple options and approaches, such as presses accepting only camera-ready copies (CRC) or full in-house conversion of books from different editable formats such as Word to outputs such as PDF, EPUB etc, as well as using systems such as LaTeX. 

Mind the Gap, an open source software guide, provides a comprehensive overview of useful tools that publishers may wish to consider. These include:  

  1. Ketida (formerly Editoria): an editing, reviewing and workflow system initially developed by Coko in partnership with the Editoria community. It iis a web-based tool for producing scholarly monographs in both print and ebook forms. Paged.js (CSS-based typesetter) is available for print production. 

  2. Electric Book: a typesetting and publishing tool for print PDF, digital PDF, EPUB, website, and app versions of books. 

  3. Fulcrum: the University of Michigan Library’s ebook hosting, preservation, and media integration platform that allows integration of multimedia elements into a book. It is also a platform for ebook collections. 

  4. Manifold: a publishing system designed by the University of Minnesota Press and the CUNY Graduate Center. It is a collaborative and web-based tool for commenting, annotating, and revising books. 

  5. Pressbooks: a web-based book editing and production system that exports in multiple formats: ebooks, webbooks, print-ready PDF, and various XML types mostly used for open textbook and open educational resources. 

  6. RUA: a book publishing workflow management application developed by Ubiquity Press. It is a book workflow system handling submission of proposals and manuscripts, peer review, and the entire production and publication process.

  7. Scalar: an open source, web-based publishing software from the University of Southern California's Alliance for Networking Visual Culture that allows for creating multi-media online publication

One resource that has received increasing attention in recent years, since the publication of Mind the Gap, is PubPub, built and maintained by the Knowledge Futures Group. It is a platform particularly well suited to working with online versions of books, and includes collaborating editing functionalities that make it a useful resource for communities or groups working together on publications. It also makes the management of Digital Object Identifiers (DOIs) much more straightforward than is often the case for publishers. 

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