Rich’s MW PAPER PRODUCTION PROCESS

Rich Cherry, Museum Operations, USA

Abstract

Authors submit the papers via the WordPress site. Verify paper received in a timely manner and if not send reminder, chase authors for submission

Keywords: paper, submission, mcn

MW PAPER PRODUCTION PROCESS

SCHEDULE

Work back from your production deadlines [i.e. when do you have to have the book to the Printer] to establish your production schedule]

 

You need the books delivered by the Monday week of the conference

I give the printer 2 weeks from the first file to them… note they want more but they can do it with 2 weeks

You need the final copy to the designer (in our case me) 2.5-3 weeks before the print deadline

 

OVERVIEW OF PROCESS

 

I have a consultant that has designed a very sophisticated set of automation scripts that extract the content from the website backend and converts it to InDesign files transferring 95% of the formatting and place holders for images… if for some reason he is not available, the content can be cut and pasted from the website.

 

Because of the automation the main workload is in updating the basic info such as year, copyright, TOC, Author names and Bio, making the index and then the most difficult part is in getting the high res images from authors and advertisers and placing them in the book and program.

 

PRINTERS

We work with Fedex print from Portland OR:

 

Kevin Kasper

Center Manager

FedEx Office PSU

1400 SW 5th Ave. Suite 110

Portland OR 97201

503.223.2056 TEL

kevin.kasper@fedex.com

 

they offer the best cross of quality/price and speed we have found so far… we don’t let them print at other locations to save shipping as the quality has suffered.

 

We might try bookmobile this year as the prices are lower:

 

(844) 488-4477

5120 Cedar Lake Road, Minneapolis MN 55416

Nicole Baxter nbaxter@bookmobile.com

 

 

THE PROCEEDINGS BOOK

 

Paper status is tracked in a spreadsheet and online as it progresses through the stages

 

Note: “main author” = person who submitted the abstract  and is the only person who can edit the paper.  This should be your contact author: multiple contact authors for papers only results in confusion.

 

All papers start as a proposal.  Proposal can be accepted from the time the proposal form is activated… in the current year this was in May of 2018

Proposal are submitted here  https://mw18.mwconf.org/submit-proposal/

PRE-PUBLICATION SCHEDULE:

 

 

PAPER SCORING:

PAPER STATUS:

 

SESSION ACCEPTED EMAIL:

SAMPLE EMAIL

 

FROM: [CONF CO-CHAIR]

TO: [MAIN PROPOSAL AUTHOR]

CC: [CONF CO-CHAIR]; [SECONDARY PROPOSAL AUTHORS]

SUBJECT: Congratulations: your Paper proposal for [MWXX] has been accepted!

 

Dear [MAIN PROPOSAL AUTHOR],

 

On behalf of the MWXX Program Committee, [CONF CO-CHAIRs] would like to invite you and your co-author(s) to present: [PAPER SESSION TITLE]

 

as a Paper at the [CONFERENCE NUMBER] annual MuseWeb conference.

 

[MWXX] will be held in [CONFERENCE CITY AND DATE]. Further details on the conference and key dates can be found on the website:

 

[CONFERENCE WEBSITE URL]

 

To accept this invitation to present, please register at this link, USING THE SAME EMAIL ADDRESS YOU USED TO SUBMIT YOUR PROPOSAL, before January 1, [CONF YEAR]:

 

https://mwXX.mwconf.org/registration

 

IT IS YOUR RESPONSIBILITY TO NOTIFY YOUR CO-AUTHORS AND CO-PRESENTERS THAT YOUR PAPER HAS BEEN ACCEPTED.

 

Please note:

– Your Paper will appear but will not be confirmed in the program until you have registered and paid to attend the conference.

– You can update your co-authors’ names, abstract and summary description of your paper in your original proposal on the [MWXX] website at any time before Feb 1, [CONF YEAR].

– Your oral presentation will be approx. 20 min. plus discussion. Presentation guidelines can be found here: https://mwXX.mwconf.org/presentation-guidelines/

– You are required to submit a written paper (up to 5,000 words) by 15 January. Your paper will be peer reviewed.

– Please refer to https://mwXX.mwconf.org/presentation-guidelines/ for guidelines on presenting your Paper.

– All written papers are published on the Museums and the Web site, and selected papers are published in the printed proceedings of the conference. Paper Guidelines can be found here: https://mwXX.mwconf.org/paper-guidelines/

– Authors who submit their papers by the deadline will be given a US$200 credit against their bill at the conference hotel. Your honorarium cannot be transferred, exchanged or received in any other way. Please book your room at the conference hotel in order to be eligible for an honorarium at: [HOTEL URL]

 

– Please note that if you book your hotel room before 1/1/[CONF YEAR] you will be entered to win complimentary room nights, room upgrades or one of many other discounts at the hotel.

– Terms and conditions for your participation in the MWXX program can be found here: https://mwXX.mwconf.org/terms-and-conditions/

 

Here are the Program Committee’s comments on your proposal, to help you hone your final presentation and paper:

 

—————————————————-

 

XXXXX

 

XXXXX

 

XXXXX

—–

 

Many thanks for your hard work and generous offer to contribute your expertise to the museum community and MWXX. We look forward to seeing you in [CONFERENCE CITY]!

 

[CONFERENCE CO-CHAIRS]

 

PAPER SUBMISSION REMINDER

 

SAMPLE EMAIL

 

FROM: [CONF CO-CHAIR]

TO: [MAIN PROPOSAL AUTHOR]

CC: [CONF CO-CHAIR]; [SECONDARY PROPOSAL AUTHORS]

SUBJECT:  Reminder: MWXX: Paper Deadline Jan. 15TH

 

Dear [MAIN PROPOSAL AUTHOR],

 

This is a reminder that January 31, 20XX is the deadline for the MuseWeb 20XX papers. We’re expecting one from you entitled:

 

[PAPER SESSION TITLE]

 

IT IS YOUR RESPONSIBILITY TO NOTIFY YOUR CO-AUTHORS AND CO-PRESENTERS THAT YOUR PAPER HAS BEEN ACCEPTED.

 

Please note:

– Your Paper will appear but will not be confirmed in the program until you have registered and paid to attend the conference.

– You can update your co-authors’ names, abstract and summary description of your paper in your original proposal on the [MWXX] website at any time before Feb 1, [CONF YEAR].

– Your oral presentation will be approx. 20 min. plus discussion. Presentation guidelines can be found here: https://mwXX.mwconf.org/presentation-guidelines/

– You are required to submit a written paper (up to 5,000 words) by 15 January. Your paper will be peer reviewed.

– Please refer to https://mwXX.mwconf.org/presentation-guidelines/ for guidelines on presenting your Paper.

– All written papers are published on the Museums and the Web site, and selected papers are published in the printed proceedings of the conference. Paper Guidelines can be found here: https://mwXX.mwconf.org/paper-guidelines/

– Authors who submit their papers by the deadline will be given a US$200 credit against their bill at the conference hotel. Your honorarium cannot be transferred, exchanged or received in any other way. Please book your room at the conference hotel in order to be eligible for an honorarium at: [HOTEL URL]

 

– Please note that if you book your hotel room before 1/1/[CONF YEAR] you will be entered to win complimentary room nights, room upgrades or one of many other discounts at the hotel.

– Terms and conditions for your participation in the MWXX program can be found here: https://mwXX.mwconf.org/terms-and-conditions/

Thank you for your help in ensuring that we have the Proceedings available at Museums and the Web 2019; it’s something that participants tell us they value very highly, and makes a lasting contribution to the field.

 

Many thanks for your hard work and generous offer to contribute your expertise to the museum community and MWXX. We look forward to seeing you in [CONFERENCE CITY]!

 

Sincerely,

 

[CONFERENCE CO-CHAIRS]

 

PAPER TEXT

Authors submit the papers via the WordPress site.  After papers proposal are accepted, a link is created on their profile page: https://mw18.mwconf.org/profile/ that can be used for submitteing and editing the paper.  Example: https://mw18.mwconf.org/submit-paper/?prid=2960

 

Verify paper received in a timely manner and if not send reminder, chase authors for submission

 

 

 

FILES UPLOAD

During the paper submission process, web quality images are uploaded to the site and embedded in the paper.  Hi-res images need to be uploaded separately.  Currently a DropBox upload folder is used with a bitly custom link: mwconf.com/mw-upload

Send a general reminder to all authors using author emails from this page: https://mw18.mwconf.org/wp-content/themes/mw-conference/admin/authors.php

 

 

All images received in high res?

verify all files referenced in text are present

verify all files open and contain content expected

if not follow up with contact author using info on this page: https://mw18.mwconf.org/wp-content/themes/mw-conference/admin/proposals.php

 

All Bios Present?

 

Paper Received / Logged

– this should happen automatically now in WordPress

 

Authors Confirmed in Database

– compare authors on paper to personal profiles linked to WordPress node

–> if not correct, make changes

 

– verify all co-authors have bios

–>if not follow up with contact author and request creation of account

 

Text Printed

– print copy of each file [for reference + catastrophic backup]

 

Text Reviewed

– read through each text and make sure it’s in line  with the abstract, and up to standard

–> if not, return to author for changes / corrections

[sometimes changes in papers mean they are no longer suitable, or need to be reslotted in the program]

 

To Copy Editor

– all files sent to copy editor for review / correction

– copy of all files placed in local working directory

[colour coded to reflect status]

 

Style Sheet Applied/ Format Checked

– ensure all papers use MW style sheet and formatting is as required.

– remove typographic formatting, and replace with Styles in template

 

From Copy Editor

– text file back from Copy Editor [-1 added to file name]

– used Word Track Changes

– put this with working copy of

 

Copy Edits Accepted

– review changes from Editor and accept/reject

– ensure file uses Styles to format text [headings, etc.] NOT typographic formatting otherwise markup process below will not work.

– save final text as -2 [author-2.doc]

 

Title Confirmed in Database

– once text final and edited, verify title in WordPress Abstract node

[keep the abstract title and the paper title the same unless there are concrete reasons for them to be different]

 

URL Confirmed in database

– verfy URL referenced in Abstract is indeed the one that is discussed in the paper

– general institutional and personal urls were linked from Profiles, not from the Abstract

 

Abstract Confirmed in Database

– confirm WordPress Abstract matches edited Abstract in paper

 

Bios Confirmed in Database[WordPress]

– confirm Bios [also referenced above]. Since Profiles are now maintained by authors, suggestions can be made, but individuals should edit their own bios.

– check particularly that afilliations match

 

Keywords Confirmed in Database

– confirm keywords in Abstract match those in paper

– add standard keywords [museum type, etc.]

 

 

 

WEB PRODUCTION [DONE FIRST]

The process of production is monitored in the WordPress PAPER node.

 

Requires minimally formatted Dreamweaver template containing all styles used in WordPress paper markup; ensure style names match exactly so that additional markup isn’t necessary. this may require changes to the template, and consistent formatting in the editorial review stages. Don’t assume that templates copied from last year will work, as changes have been made in WordPress.

 

Images OK

– confirm that all images are of appropriate size and web-ready format

 

New Images Requested

– request images if needed; give specific deadline for receipt. note date on form.

 

New Images Received

– confirm new images received and ok. [sometimes there are several iterations to get images of appropriate format and quality]

 

Web Markup

Note: see Paper node workflow for stages monitored in WordPress http://www.museumsandtheweb.com/admin/build/workflow/list

 

– process for WordPress was

– get printout

– copy edited files [clean with all changes accepted or rejected] to local working web directory]

– copy all images to local web directory

Word

– open file in Word

– save as HTML author-2.html

Dreamweaver

– open .html file in Dreamweaver

– use “cleanup Word HTML” to remove extraneous Markup

– apply Dreamweaver template with styles

– check spelling [using Dreamweaver functions

– check formatting

– correct as needed

– validate markup [using Dreamweaver functions]

– save as .html

BBEdit

– open .html file in BBEdit

– use TIDY to clean up formatting

– remove Dreamweaver template extra markup [or figure out how to copy just what’s needed from inside the <BODY> tag

WordPress

– find Abstract

– create new linked Paper node

– enter Title / URL

– set author to same Author as Abstract

– paste text copied from BBEdit [into Node Body, with no WISYWIG editor]

– ensure node not published

– save node

 

– insert images into paper

– upload each image to WordPress database, creating Image node in appropriate gallery, with keywords, conference, etc. and creating  links back to Paper Text in Node body.

– ensure .css styles are consistent

– save node

 

BBEdit final cleanup [if you care about HTML formatting]

– copy html back to BBEdit

– clean up formatting

 

 

Dupal

– copy code back to WordPress node

– save final node – still UNPUBLISHED

– email Author — as reply to confirmation message regarding file submission [sample below; the PLEASE NOTE section is updated as needed for each paper’s circumstances.]

 

 

From: “J. Trant” <jtrant@archimuse.com>

Date: March 26, 2011 12:55:11 PM GMT-04:00

To: Jenna Fleming <JFleming@mfa.org>

Subject: Re: Paper Submission: Launching the MFA Multimedia Guide: Lessons Learned

 

 

Your paper has been copy edited and marked up for the Museums and the Web 2011 Proceedings and is now available for your review at:

https://conference.archimuse.com/mw2011/papers/launching_mfa_multimedia_guide

[you must be logged in to see it]

 

** This page is not pubished, hence its yellow background. Only you and site administrators can see it. Please do not distribute this URL yet. **

 

PLEASE NOTE:

 

– Your paper abstract and authors’ information have not yet been updated; those changes, if necessary, will be made along with final corrections to your paper.

 

– This *is not* an invitation to rewrite your paper; just a last chance to check for errors, concurrent with our final proofing stage. Author’s changes are not possible.

 

 

Please send any comments you may have in reply to this email, as soon as possible, and no later than March 28, 2011. If we don’t hear from you by then, we’ll assume our final reading will suffice.

 

Thanks very much for your prompt response!

 

/jennifer

 

 

On 7-Mar-11, at 11:07 AM, mw@archimuse.com wrote:

 

Material has been submitted for the following paper:

 

Title:  Launching the MFA Multimedia Guide: Lessons Learned

User: jenabah.

– update status using WORKFLOW on PAPER NODE

 

Web Markup Proofed

– concurrent with author review, proof a printout of the final marked up paper

– merge corrections from author with own corrections

– make final changes in WordPress

– Update Paper Node status as appropriate

 

Link Added to Database

– add PAPERURL to Abstract node

 

Paper Released

==> SCHEDULE PAPER RELEASE

– papers were released in a trickle not a flood [a few a day for a month]

– schedule release in WordPress — using the POST SCHEDULE workflow

– schedule related tweets in HootSuite [or set up an autotweet]

– Facebook Group  autopost of all new pages on site [check feed configuration — you should probably own this now]

 

 

 

PRINT PRODUCTION [DONE AFTER WEB PRODUCTION WITH WORDPRESS]

note: until WordPress, print production went first; with MW2011, all papers were edited and marked up for the Web, and then a subset of the Web texts were prepared for print.

 

==> only do this for the papers selected to go in the book.

 

Images OK

– as preparation ensure appropriate quality images are available for print [most authors do not supply these — check CHARTS AND GRAPHS particularly]

 

Fixes Required

– note what changes needed

 

New Images Requested

– request images if needed in email to main author; give specific deadline for receipt. note date on form.

 

New Images Received

– confirm new images received and ok. [sometimes there are several iterations to get images of appropriate format and quality]

 

Layout

–  DO THIS WITH FINAL HTML version of text –> after author proofing

– copy images to subdirectory in book hierarchy

– open final published paper online

– save as .html

– open in Word

– strip header, footer, images [NOT CAPTIONS]

– save as Word document in print directory [use author-3.docx]

– create new file from InDesign template

– place Word document into this file

– save as author.indd

– review and edit formatting

– place print version of images and captions [cut and paste these out of the text, into a position near where they are referenced]

– soft proof

– print

 

Layout Proofed

– proof

– correct

– ensure correct styles are used for items in Table of Contents

– Tag index terms, authors

 

In Book?

– confirm placement of paper in book

 

 

 

BOOK PRODUCTION

– requires InDesign template files and styles linked to Template used for Web markup

 

– as well as the paper texts there are a number of other content elements that need to be created for the book

 

– half title page

– title page

– copyright page

– table of contents [can be generated by InDesign from template]

– acknowledgements

– introduction [written once the final selection and sequence of the papers is determined]

– section headings

– authors list [from tagged items]

– index [from tagged items]

 

– once all the files are created, create the book using an InDesign Book file .indb [that links and sequences books]

– indexes and tables of contents are generated using the book file to ensure consistent pagination throughout.

 

 

 

Other print links:

 

program

https://mw19.mwconf.org/wp-content/themes/mwconf-2017/admin/committees.php

book

https://mw19.mwconf.org/wp-content/themes/mwconf-2017/admin/papers.php

 

name tags, envelopes, speaker tents, etc

https://mw19.mwconf.org/wp-content/themes/mwconf-2017/admin/labels-attendees.php

 

https://mw19.mwconf.org/wp-content/themes/mwconf-2017/admin/labels-speakers.php

 

https://mw19.mwconf.org/wp-content/themes/mwconf-2017/admin/labels-tours.php

 

https://mw19.mwconf.org/wp-content/themes/mwconf-2017/admin/labels-workshops.php

 

https://mw19.mwconf.org/wp-content/themes/mwconf-2017/admin/envelopes.php

 

https://mw19.mwconf.org/wp-content/themes/mwconf-2017/admin/labels-exhibitors.php

 

https://mw19.mwconf.org/wp-content/themes/mwconf-2017/admin/labels-demos.php

 

contacts

https://mw19.mwconf.org/wp-content/themes/mwconf-2017/admin/authors.php

 

https://mw19.mwconf.org/wp-content/themes/mwconf-2017/admin/contacts.php

 

other

https://mw19.mwconf.org/wp-content/themes/mwconf-2017/admin/proposals.php

 

https://mw19.mwconf.org/wp-content/themes/mwconf-2017/admin/volunteers.php

 

https://mw19.mwconf.org/wp-content/themes/mwconf-2017/admin/scholarships.php


Cite as:
Cherry, Rich. "Rich’s MW PAPER PRODUCTION PROCESS." MW18: MW 2018. Published February 9, 2019. Consulted .
https://mw18.mwconf.org/paper/richs-mcn-how-to-submit-a-paper/