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Processes and Components

T&FJournal Title List Governance

Introduction

T&F journal title list governance is a structured procedure and a collection of rules we implemented to verify the accuracy of our journal title records. It guarantees uniformity across production systems, and allows for seamless content flow between our systems.

In this presentation we'll talk about the components of this process, some rules we established, and the types of updates and tasks that fall under the purview of T&F journal title list governance. I will also introduce you to the updated SOPs.

The information contained in the title list plays an important role in the validation processes of various internal (CATS, DARTS, TFO, PCM) and external systems (for example Crossref). While we previously allowed certain workarounds and creative solutions for journal titles, we are now actively moving away from such practices. There is a concerted effort to communicate the importance of consistency in title list management rules to colleagues in different departments. We discourage arbitrary journal title changes.

Say no to whymsical reasons to journal title changes

Why is maintaining an accurate, rule-based journal title list crucial?

Components

DARTS Team, Process Owner

DARTS

Process Owner

SOPs

Process Owner

TFO

OpEx Team

Wrike

CATS Team, PE

CATS

Components

info

Title List

Process Owner

PCM

Journals Content Technology Team

Product Owner

TaxMan

and Stakeholders

The title management process in CATS includes the following steps:- OpEx sends title change details to the CATS team- CATS team updates the journal title at the volume level- The journal level update occurs once the previous volume is closed

While CATS is not formally a part of the process described in this presentation, it does play its part, which is overseen by the CATS Helpdesk.

CATS

Wrike

Wrike is a project management application that OpEx (Operational Excellence Team) uses to organize the processes the manage. Currently the majority of journal title changes are managed using Wrike, so a notification from it declares the beginning of the process for PO, and marking the Wrike task as completed means the end.

+ info

Literally just a big angry excel spreadsheet

Title List Master

  • Lives on Digital Production Sharepoint
  • Always one row per publication
  • 2nd sheet is T&F Deadlist (titles deleted from TFO and main title list)
  • 3rd sheet is f0r transfered titles (but they remain on main title list)
  • Includes information about journal acronym, code, volume range, title DOI, title, subtitle, imprint, imprint code, ISSNs, title change info and date (if applies), pub model, OA status, DCE, Rightslink code, and some notes.
  • Caution is required, as any change to the Master will be reflected in DARTS and affects validation.

The data from the Title List Master is added to DARTS, whether it involves the creation of a new record or the update of existing information. There is no manual addition of data to DARTS; instead, the process involves uploading an XML file exported from the Title List Master.

An old friend we all know

DARTS

Every time an updated Title List (or a title deletion) is loaded to DARTS, PCM must be informed of any title additions/updates/removals so those changes can also be reflected in the PCM title database. DARTS generates an event for any title record (row) that has been either newly added, updated, or removed. PCM consumes data from the event; journal title data is updated in PCM database.

Unlike DARTS, a new(er) friend

Product Content Master

What the world sees

TFO is where the most significant process changes occurred in 2023, due to the Passport CMS upgrade. Previously any new journal was manually created in Web Admin Tool, and then also manually configured, step by step. In Passport, this has been streamlined through a CMS Journal Metadata Upload Handler, allowing for simultaneous creation of multiple journal records.CMS Journal Metadata Upload Handler uses a tab delimited txt files to receive journal information.Currently, when generating a new journal record through the Metadata Uploader, there are still certain manual steps to be undertaken afterward. However, an enhanced version is in development and is slated for release in 2024.

TFO

Taxonomy Management System is the hub for overseeing journal classifications and their corresponding subject codes. Every new journal must be added into Taxman. This is done by uploading a .csv file with the most recent version of the journal title list, exported directly from DARTS.

But not the guy you pay your taxes to

TaxMan

Documentation and How Tos

All SOPs now also reside in ProMapp's Process Manager.

ProMapp

SOPs are in Title set-up and title change documentation folder.

Sharepoint

Process tools (like the Title List) and documentation are saved to GDP Sharepoint in Documents -> Processes and Resources -> Title changes and transfer to other publishers.

Sharepoint

SOPs

Types of Journal Title List Updates

Journal gets renamed with new ISSNs

T&F closes a journal

T&F transfers journal to a new publisher

T&F deletes journal content

Title change

OA Change

Removal

Minor update or fix

Launch

Journal changes its Open Access profile

Acquisition

T&F buys a new journal

Small updates to existing title iteration

T&F creates a brand new journal

Transfer

Cease

Things that can happen to you when you're a journal

Updates

T&F creates a brand new journal

New Journal Launch

Example: in 2024 T&F launches Advances in Physics: Astronomy, Astrophysics and Particle Physics, acronym TAAA, code taaa20.

New Journal Launch

One of the steps of launching a brand new journal is applying to the relevant ISSN center to acquire the necessary ISSN(s). This step is managed by OpEx. It's a fairly new requirement, but in order to obtain an online ISSN, a future online home of the journal must be presented with the application.

For this reason, we create a very basic journal home page at the beginning of the process, and include that URL in the ISSN application.Then, once all the journal information (including ISSNs) is available, the basic page is updated with this data and other necessary configurations are added.

Journal home page created

Manual steps not included in uploader

Via an XML upload

Via a csv upload

Via a SNOW request

Yay!

Journal enabled for epub & collections

Yay!

Journal added to Taxman

Wrike marked completed

Wrike marked completed

Using metadata uploader

Journal updated on TFO

Using info from Wrike

Journal added to Title Master

Journal added to Title Changes Master

Config completed in WAT

ISSN assigned, journal ready to launch!

Ready for Production!

Journal added to DARTS

Wrike request for full journal setup

Wrike request for journal page

Using metadata uploader

New Journal Launch

T&F acquires an existing journal from another publisher

New Journal Acquisition

Example: in late 2023 T&F acquired Future Science Group with its list of 30+ journals (some ceased). They all received acronyms starting with "I".

New Journal Acquisition

The process is quite similar to launching a new title, albeit a bit simpler. We skip the initial step of creating a basic journal page for an ISSN application since a journal coming from another publisher or society will already have ISSN(s).

Another noteworthy difference is that there is a possible need for a retro conversion process of the journal archives. However, it's not technically a part of journal title list management, and will instead be managed by retrodigitization process expert.

Config completed in WAT

Manual steps not included in uploader

Via a SNOW request

Via a csv upload

Journal enabled for epub & collections

Yay!

Using info from Wrike

Wrike marked completed

Journal added to Taxman

Using metadata uploader

Via an XML upload

Journal updated on TFO

Journal added to DARTS

Journal added to Title Master

Journal added to Title Changes Master

Ready for Production!

Wrike request for full journal setup

New Journal Acquisition

An existing journal changes title and scope, receives new ISSN, but keeps its acronym

Journal Title Change

Example: in 2024 T&F renamed Journal of Gay & Lesbian Social Services, acronym WGLS, code wgls20, to Sexual and Gender Diversity in Social Services, acronym WGLS, code wgls21

Journal Title Change

A T&F journal undergoes a significant transformation in its scope and/or title as a result of an editorial decision. This is considered a major change and it necessitates the assignment of new ISSNs. Traditionally, some EICs have sought this sort of change mid-volume, but it can only officially occur at volume close. Because a new ISSN is required, we create a basic TFO page for the new title iternation to include in the ISSN application.

The process is quite similar to lauching a brand new journal because we create a new journal record in DARTS and TFO, and then associate it with the previous title. While the continuation maintains the existing acronym, the Atypon journal code undergoes an update of 1, transitioning from, for instance, wjdr20 to wjdr21.

New journal home page created

This Wrike will be called: "Create new journal iteration in TFO and relate journals"

Wrike request for full journal setup

Manual steps not included in uploader. The relationship type will usually be "continues"

Yay!

Wrike marked completed

Via a SNOW request

Yay!

New iteration enabled for epub & collections

Via a csv upload

Wrike marked completed

Using metadata uploader

Journal updatedin Taxman

Via an XML upload

New journal iterationadded to TFO

New journal iterationadded to DARTS

Using info from Wrike

New journal iterationadded to Title Master

New iteration added to Title Changes Master

Config completed in WAT, including journal relationship

ISSN assigned, journal ready to launch!

Ready for Production!

Wrike request for a new journal page

Using metadata uploader

Journal Title Change

T&F decides to close a journal completely

Journal Cease

Example: in 2023 T&F decided to close Child and Adolescent Obesity, acronym TCHA, code tcha20.

Journal Cease

A journal may be discontinued due to a combination of low revenue, limited readership, and challenging editorial components such as difficult editors.

Ceasing such a journal can lead to increased revenue for other titles, as it no longer diverts a portion of the sales deal revenue.

Cease marked in Title Changes Master

Yay!

Manual step

Wrike marked completed

Via an XML upload

Using info from Wrike

Cease dateadded to TFO

Journal marked as ceased in DARTS

Journal marked as ceased in Title Master

RIP journal!

Wrike request to close the title

Journal Cease

Another publisher acquires a journal from T&F

Journal Transfer

Example: in 2023 Wiley acquired from T&F European Journal of Sport Science, acronym TEJS, code tejs20

Journal Transfer

Individual requests for archive transfers are sent to the Digital Production contact for the journal, and are formally a part of this process.

Even when transferring ownership of a journal, we typically retain the archives on TFO. The terms are outlined in the contract with the new publisher. On the Title List spreadsheet, there's a second tab where we record all journals that have been transferred elsewhere, along with documenting our responsibilities, such as whether we can retain the content and sell it.

Includes information about acquiring publisher

Wrike request to close the title

Transfer marked in Title Changes Master

Yay!

Via an XML upload

Wrike marked completed

This is done both on the main list and on the additional "Changed Publisher" tab

Journal marked as transfered in DARTS

Journal transfer marked in Title Master

Bye journal!

Journal Transfer

Example: in 2022 T&F was contractually obligated to delete content of 15 journals previously copublished with Kamja Raj Enterprises.

T&F is contractually obligated to delete journal content from TFO

Journal Removal

Example: in 2024 T&F launches Advances in Physics: Astronomy, Astrophysics and Particle Physics, acronym TAAA, code taaa20.

Any journal that was removed or suppressed on TFO is added to the thirds tab on the Title List spreadsheet that is called T&F Deadlist.

Journal Removal and alternatives

In many cases, the content does not need to be removed; instead the journal information needs to be suppressed by the Amendments team or URL redirects can be put in place by Atypon.

Content removal is never a default step when transferring a journal to a new publisher; it should only occur if expressly specified in the contract. We meticulously confirm with OpEx and Editorial, often multiple times, to ensure their definite intent for this change, as perpetual access needs to be taken into consideration.

URL redirectsreleased by Atypon

Request for URL redirects logged

Approval obtained

Journal record deletedfrom TFO

Journal record deletedfrom DARTS

Journal moved from main tab to T&F Deadlist

Title Masterupdated

With the Digital Content Editor

Confirm archivetransfered

Alternative: URL Redirects

From Editorial

Via a SNOW request

Include target URLs

Yay!

Wrike marked Completed

Usually in next MR release

Double and triple check

Wrike request to remove journal

Title Changes Masterupdated

Journal content deletedfrom TFO

Journal content copied to archive location

Journal content deletedfrom DARTS

Using DARTS "delete" XML

Journal Removal and alternatives

Journal becomes Open Access or Open Select

Open Access Change

Example: in November 2023 journal Critical Public Health, acronym TCHA, code tcha20, becomes full Open Access.

The change is coordinated between departments and needs to take place on a specified date.

Open Access Change

This may involve a journal transitioning to full Open Access (OPEN_ALL) or one that previously had the option for articles with any Open Access licenses (OPEN_NONE) and now adopts Open Select (OPEN_SELECT). A less common scenario is when a journal ceases to be Open Access.

This is rare

Archive is made free

Yay!

Wrike marked completed

Via an XML upload

Cease marked in Title Changes Master

Journal updated in DARTS

Using info from Wrike

Journal updatedin Title Master

Wrike request forOA access update

Open Access Change

A change which doesn't necessitate a new ISSN, or a fix of an existing title error

Minor Title Changes & Fixes

Example: in 2023 it was brought to our attention that jorunal Arab Journal of Urology, acronym TAJU, code taju20, was publishing with an incorrect eISSN (2090-598X instead of 2090-5998). The same year, editors decided to add a subtitle to the journal title.

Corrections can be implemented immediately, without waiting for the new volume.

Minor Title Changes & Fixes

Both types of changes, once added to DARTS, can potentially render the entire journal archive invalid. DARTS revalidates content immediately against the corrected title.

Minor adjustments to the journal can only take effect at volume close.

Manual update

Via an XML upload

Might come via email

Request for change or fix

Change added toTitle Changes Master

TFO journal record updated

DARTS journal record updated

Title Master updated

Minor Title Changes & Fixes

Notes and Questions

Number of journals on T&F Deadlist

Number of journals that are new for 2024 volume (so far)

Number of journals that were added or had some sort of a change for 2024 volume (so far)

Number of rows on the Title List Master today (one row = one title)

4232

121

77

749

Number of Wrike tasks dcompleted in 2023 by Process Expert.

127

Fun Numbers

eXist database regularly gets updates to the title list from DARTS so that eXist also has a copy of the title list

The logic for journal title changes in CATS remains a challenge, and as a result, you might receive occasional queries from perplexed PEs or typesetters

This SOP: Adding_Test_Title_to_DARTS_Environments_(JC23) will help you if you get an urgent request from the Journals Content Technology Team

Any title list upload to DARTS would ideally include all titles, for version control, although it's possible to upload just one title, or a couple

Everytime a new title list is uploaded to Prod DARTS, we also update QA and UAT, for consistency

The OpEx team has been a reliable buddy in these processes and tasks

Random Notes

For more distant future, that is

Questions for the Future

????

Is DARTS the actual title list and the Title List Master is just a vessel to feed info to DARTS? There are some fields and information on the Title List Master that DARTS ignores in uploads. Who's the real MVP?

What about DARTS? Longterm plans for it have been unclear, but it's still around and kicking.

Do we need a better tool for the Title List Master than just an Excel sheet?

Questions?

Thanks!

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