Article-based Publishing Workflow

By Lindsey Brounstein
CEO, Two Griffins Publishing and Editorial Services
lindsey@twogriffinseditorial.com
https://www.linkedin.com/in/lbrounstein/

  • With article-based publishing, articles may be discoverable and citable earlier than in an issue-based workflow
  • In-progress issues can close when they reach a certain threshold of articles or when they reaches a set date
  • Linking articles (i.e. editorials with original articles) should be considered carefully
  • Collaboration with your publishing partner and editor team is key 

 

A journal’s workflow dictates how articles make their way through production and into an issue, and how those issues are compiled and released. Through my career in scholarly publishing, I’ve worked on journals that followed two types of workflows. Many journals use the more traditional issue-based publishing workflow, but increasingly, journals, especially online-only journals, use an article-based workflow. The information presented in this article is based on my experience working on two journals that follow an article-based workflow, both of which are published by Elsevier. Specifics may vary by publisher. This article is intended to offer some insight to editorial office professionals about article-based publishing and is not intended to suggest or imply that article-based publishing is inherently better or worse than an issue-based workflow. Speak with your publishing partner if you think an article-based workflow may be a good fit for your journal.

 


What is Article-based Publishing?
Article-based publishing is a workflow in which journal articles are given final publication and citation data as the articles are accepted, without waiting to be compiled into an issue. Often, journals that follow an article-based workflow will have an in-progress issue on their website where accepted articles are placed upon acceptance. Depending on the specifics of the journal’s workflow, the in-progress issue closes when it reaches a certain threshold of articles or when it reaches a set date. The issue then becomes locked and is published as the next issue.

 

Articles that are posted online as accepted manuscripts or uncorrected proofs are still housed in an Articles in Press section. Once the corrected proofs are processed, the article is then given page numbers in the order it’s processed and posted to the in-progress issue. For our journals that followed article-based workflows, these numbers were contiguous from the earlier issues within the same volume. Other journals may treat page numbers differently or may use an article ID rather than page numbers on their final articles. Note that as long as the page number or article ID information is finalized on a per-article basis rather than being applied to the articles only when they’re compiled into an issue, it is still considered article-based publishing. The inclusion of volume, issue, and page number (or article ID) information at this stage allows the article to be more easily citable, as researchers have all the information they need for the citation and don’t need to list the article as “in press” in their reference lists. Publishers often state that this workflow improves the discoverability of the articles as well, however I am not aware of any independent data to quantify this improvement.

 

 This Photo by Unknown Author is licensed under CC BY-SA-NC

 

Workflow Considerations
The items in this section may vary by publisher, but I wanted to note a few of the things that we had to consider when working with our article-based workflow with Elsevier. You’ll want to be sure to discuss these factors with your publisher ahead of launching or converting to an article-based workflow. One thing to note about article-based workflows is that articles are assigned page numbers in the order they are accepted. In the final issue, you can still group articles together—for example, you can have your editorials first, followed by review articles, followed by original research articles, etc. But the order the articles will appear within each section will be determined by their order of when they were finalized. Additionally, the page numbers will be assigned in the order the articles are finalized, regardless of what section they’re in. So you very well might end up with an editorial on page 300 for an article on page 115, even though the editorial might appear first in the journal’s Table of Contents. In an online-only journal, that’s not going to be a problem, but for a journal that has a print version, that might be a little strange.

 

The biggest consideration we had when our online-only journal started publishing on an article-based workflow was linking editorials to original articles. It was important to our editors that original articles and their related editorials (which were invited content) be published in the same issue. With an article-based workflow, the article will enter production immediately upon acceptance. If there is a delay securing the editorial, it’s possible that the article could reach the in-progress issue stage and be locked into the issue before the editorial is ready. And depending on the timing of when the in-progress issue closes, this could either delay the release of the whole issue (and add additional articles to the issue that aren’t wanted) or the issue could close before the editorial is ready, thereby separating the editorial from the linked article.

 

 

To the best of my understanding, the workflow used by a journal should not affect the journal’s embargo, which may be set by the publisher or the society that owns the journal. For the journals I worked on, we were able to set an embargo to a particular publication stage (posting online, uncorrected proofs, corrected proofs, etc). In our case, the ability to embargo to a publication stage was not impacted by the article-based workflow, but your publisher will have more information regarding your journal’s embargo.

 

Collaboration
Before moving your journal to an article-based workflow, it’s important to discuss the changes with your publishing partners and any other stakeholders. Be sure to discuss the specifics of the workflow with your publisher, including what is or isn’t possible. For example, our publisher was able to keep an eye out for articles that would have editorials. The linked article was held outside the workflow until the editorial was ready to be processed, therefore ensuring that the two linked articles always appear in the same issue. This approach might not be possible with every publisher. It’s also important to ensure that your editors are aware of the benefits and limitations of an article-based workflow. If your editors are accustomed to being able to rearrange an issue line-up to place articles together by topic, you’ll need to make it clear that they won’t be able to do that once the journal moves to an article-based workflow. While the workflow can streamline some of the steps involved in finalizing an issue line-up, some editors may be uncomfortable at first with the sudden lack of fine-tuning ability.

 

 

Conclusion
The article-based workflow can provide articles with their final citation data, including volume, issue, and page numbers, sooner than traditional issue-based publishing, which can help articles be discoverable by researchers and more easily citable. However, page numbers are assigned as articles are finalized, which could potentially be problematic for print journals, as the articles wouldn’t appear in numerical order within the printed issue. Because article-based workflows can allow in-progress issues to close either by a certain date or when a predetermined number of articles have been assigned, the workflow can work well for journals with low, variable, or consistent submissions. Be sure to discuss specific processes and implications with your publishing partners and other stakeholders before embarking on a change from an issue-based to an article-based workflow.

Conflicts of Interest
None to declare

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Client Coordinator/Consultant

ddrexler@origineditorial.com

Diane began as a chemistry and physics instructor, providing a seamless transition to academic publishing. She served as the Publications Manager for the American College of Neuropsychopharmacology and managed its premier journal Neuropsychopharmacology. Later, she steered the college’s new initiative, Neuropsychopharmacology Reviews, from its launch through the sixth volume, including liaising with the publisher’s medical illustrator to create NPPR’s signature graphics. Diane has worked closely with abstract management submission designers and production teams to create online meeting abstracts and eBooks. She is exceptionally skilled in eJP, EM, and believes in a collaborative effort. Joining Origin Editorial in 2012 as the Publications Director for the American Congress of Rehabilitation Medicine, she managed the Archives of Physical Medicine and Rehabilitation until her more recent role of Peer Review Manager for Applied Physics Letters at the American Institute of Physics. Additionally, she manages the Journal of Clinical Lipidology, a publication of the National Lipid Society. Diane serves on several committees at ISMTE and is a member of CSE. She has Diane received her undergraduate degree from The University of Mary Washington in Virginia and her MEd in Secondary Science from Converse University in South Carolina.

Steve Cavanaugh

Client Coordinator/Consultant

scavanaugh@origineditorial.com

Steve got his start in publishing with Mosby Year-Book in Philadelphia in 1995, after working as a teacher, chef and various sundry jobs up and down the East Coast of the US. After returning to the Boston, Mass area, he worked in IT until returning to publishing with the journal Pharmacotherapy in 1999. He joined the Origin Editorial team in 2013 and has worked on a variety of journals in medicine, environmental science and physics.

Denise Kuo

Client Coordinator/Consultant

dkuo@origineditorial.com

Denise is a highly accomplished journal operations professional with 20 years of experience in scientific publishing. She has expertise in team leadership, customer relationships, and leading successful complex projects to implement efficiencies for improved productivity and reduction in costs. Denise is respected as a strong people leader excelling at developing and mentoring teams in providing high-quality, meaningful insight to senior management and other stakeholders for positive results. Before coming to Origin, she served as Director of Journal Operations, Circulation Journals and JAHA at the American Heart Association where she was responsible for ensuring standardization and implementing workflow efficiencies across the 13-journal portfolio. She is a member of ISMTE and CSE. She has served as a CSE Mentor and as a member of the SSP Marketing and Communications Committee.

Glenn Collins

Client Coordinator/Consultant

gcollins@origineditorial.com

Glenn graduated from Cornell University in 1991 with a BS in Biology. After working in a microbiology lab for a few years at Pall Corporation he started his STM publishing career at John Wiley and Sons in 1995. He left Wiley and moved to San Diego in 2000 where he first worked for the journal Brain Research before becoming the managing editor of the Journal of the American College of Cardiology (JACC). After twelve plus years as the Executive Managing Editor of the JACC journals Glenn moved to Origin Editorial where he assumed the role of Publications Director/Managing Editor for the American Congress of Rehabilitation Medicine (ACRM). In this role he oversees the Archives of Physical Medicine and Rehabilitation and its open access companion the Archives of Rehabilitation Research and Clinical Translation. In 2021 Glenn assumed the position of Director of Sales, Publications and Social Media for ACRM. Glenn has helped develop and launch five (and counting) new journals in the STM field. Glenn is a past president of ISMTE.

Dave Allen

Client Coordinator/Consultant

dallen@origineditorial.co

Dave has over 21 years of publishing experience. He started his publishing career with the American Society for Bone and Mineral Research, which self-published a journal and textbook, eventually becoming the Director of Publications. He then moved to take editorial leadership of CIG Media Group, LLC, which operated eight clinical oncology journals. From there he became a Publisher for Elsevier, specializing in oncology and radiology, with a portfolio of 12 journals, overseeing their operations for seven years. Dave moved to Origin Editorial in 2018 where he continues to manage journals as well as provide consultations for scientific societies. His Origin clients have included the American Association of Thoracic Surgery, the American Heart Association, and Cochrane. Dave has recently started as the Editorial Director for a large client. Dave has extensive experience in project, people, and budget management in the private and non-profit sectors. His experience includes developing and implementing new initiatives; creating and managing complex workflows and processes; forecasting and developing budgets; supervising employees; and collaborating with commercial sponsors, governing boards, and society leaders. Dave is the vice chair of the ISMTE Sponsorship Committee.

Erin Landis

Managing Director

elandis@origineditorial.com

Erin has more than two decades of leadership, strategic planning, project management, and relationship-building experience. As the Managing Director of Origin Editorial, she guides strategy, business development, and operations. Before Origin, she was the Vice President of Publications for the American Gastroenterological Association (AGA), where she oversaw the editorial and financial operations, as well as the strategic direction of several GI-related publications, including five peer-reviewed journals. Erin recently served as the president of ISMTE and serves as the chair of the Global Event Oversight Committee and as a member on the Education & Standards Committee. She’s also a member of SSP and CSE where she has served as a mentor. Also, she is a current member of the CSE DEI Committee. She also served as co-chair of the Publishing Professional Peer Group for the Council of Medical Specialty Societies and was a member of the writing group for the C4DISC Toolkits for Equity Project’s “Antiracism Toolkit for Organizations.” Erin received her degree in psychology from The College of William & Mary in Williamsburg, VA.

Kristen Overstreet

Senior Partner

kristen@origineditorial.com

Kristen oversees operations for Origin Editorial and Origin Reports, including managing the process of finding experienced team members to provide services to Origin’s clients. Kristen is a Past President of the ISMTE Board of Directors and currently serves the ISMTE on the Early Career and North America Meeting committees. She is also a member of the CSE, recently serving on their IAB Task Force, and FORCE11, serving on the Research Data Publishing Ethics Working Group. For more than 20 years, Kristen has been known for elevating journal operations and improving journal and peer review management through use of effective policies and procedures. She provides consultation to Origin clients regarding effective peer review management and speaks regularly on peer review operations and ethics at industry meetings.

Jason Roberts, PhD

Senior Partner

Jason@origineditorial.com

Dr. Roberts is a globally recognized peer review management specialist, publisher and intermittent academic investigator on all matters related to the conduct of peer review. He is focused on improving the quality, rigorousness and successful delivery of scholarly communications, regardless of discipline. After earning a doctorate in Geography from Loughborough University in the United Kingdom, Dr. Roberts began a career in publishing at Blackwell Science in Oxford, England and then Boston, Massachusetts, eventually becoming a Senior Editor of US-based medical journals. In 2010, Dr. Roberts formed Origin Editorial, one of the first, and now largest, independently owned companies to offer professional peer review management for journals. Dr. Roberts is a past-president of ISMTE. Dr. Roberts has a particular interest in improving standards of reporting in biomedical journals and the monitoring of publication ethics issues. He has contributed book chapters and research articles on these topics and collaborated closely with the EQUATOR Network, the Ottawa Centre for Journalology and the Committee on Publication Ethics. Dr. Roberts is a co-author of Peer Review: Reform and Renewal in Scientific Publishing” (2017, Against the Grain Publishing). He currently sits on the editorial board of the journal Research Integrity and Peer Review and is a frequent reviewer for papers on the subject of peer review for Learned Publishing and The BMJ