Library Technical Services

I. A. 2. The Workflow Between EPubs and MS for a "Current Issue" Project

The purpose of this document is to walk through the workflow that transacts between EPubs and MS staff for a "current issue" for Project Euclid.  There may be variations of this workflow, depending on the agreements made with the publisher, filetypes and data available to us, etc.

The Ingest of a New Title for "Current Issue" Metadata:

Work on metadata for a new "current issue" title begins when a publisher contacts the Director, Center for Innovative Publishing at DLIT and begins negotiations for a contract.  The CIP Director explains the differences between the publisher creating the metadata themselves or having ePublishing Technologies contract it out to Metadata Services.  If the publisher decides to have ePublishing Technologies handle the creation of metadata for them, the CIP Director contacts the Director of ePublishing Technologies and the ePublishing Technologies Project Euclid Production Manager (ePubs PM).

They in turn create an upload space on the Euclid server for the title, and assign a Euclid ID for the title.  The ePubs PM requests a paper copy of the journal from the publisher, to be scanned by DCAPS staff to create the .pdfs for the issue, and the graphics for the title's home page on the Euclid website.  The ePubs PM researches copyright issues, determines the authoritative title for the journal, collects URL's associated with the publication and compiles them in an .xml file called "publication.xml."  He then ascertains what type of access is to be allowed for the title (open -vs- select) and creates the initial .xml file of subscription metadata.  (Note: for a fuller picture of the work done by ePubs and DCAPS during this phase, please see "New Journal Title Checklist and Config Data" on the ePubs Confluence wiki.)

At this point the ePubs PM contacts the Metadata Services Project Euclid Production Manager (MS PM) to let them know that there is a new journal title.  The MS PM contacts the publisher to relay the guidelines for the submission of data.  When the publisher has sent the first set of raw data to MS, the MS PM creates the metadata for the first issue and loads it into the Euclid development space on the server so that ePubs staff can determine whether there are any special changes that will need to be made.  If the metadata conforms to Euclid standards and needs no special handling, the ePubs PM will load the issue into the production server so that it can go "live" on the Euclid website.  All subsequent issues can be uploaded by MS staff onto the production server using the online interface.

When a New Issue is Ready to Be Created in Euclid:

Once a title has gone through the process outlined above, it is ready to join the "current issue" workflow.  When an issue is to be added, MS will receive the files either via disc or emailed .zip file.  The MS staff member assigned to "current issue" metadata will follow the protocols outlined in LTS Procedure #69 to complete the metadata.