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Book Publication – Process

1. Introduction

The publication or release of a monograph or edited collection is a major moment in the lifecycle of a manuscript. At this point the "finished product" is released to the world and disseminated through the various channels that we have at our disposal. This is also a "point of no return." Even though small corrections can be made after publication, the entire process is aimed at minimizing the occurrence of such requests.

2. Goal & Objectives

The primary goal of this process is to release a reviewed, copyedited, and proofed manuscript as a publication in print and digital formats.

The process covers the following objectives:

  • The creation of a complete metadata record for a release
  • The creation of finalized print and digital files for a release
  • The completion of the book page on the website and triggering of sales
  • The annoucement to the author

3. Role Model

The following roles are relevant in the context of this process and need to be assigned to persons or teams / groups involved in the process.

Role Task Assigned staff
Process Manager (PM)
  • To maintain the process definition / description (this document)
  • To perform process reviews as a basis for the continual improvement of the effectiveness and efficiency of the process
  • To ensure adequate communication to increase the awareness for the process
  • To organize trainings on the process for people involved in the process
 Vincent
Typesetter
  • To generate the digital and print book files 
 Vincent
Metadata Manager
  • To update the metadata record
  • To update the web page
 Vincent
Publisher
  • To inform the author
 Vincent

4. Relevant Business Objects

Business objects are “things” that are required, produced, or processed by the process or one of its activities. The following objects are relevant:

Business Object Description
Print PDF

The final PDF generated by the Typesetting Software
Ebook PDF

The final PDF generated by the Typesetting Software with front cover generated by the Illustration and Photo Editing Software
Metadata Record

The metadata record of the publication hosted and maintained on the Metadata Management platform
Letter to the Author

The standard letter sent to the Author upon release of the publication
Web Page

The page on the publisher website dedicated to the publication
Thoth Identifier

The identifier of the publication metadata record. This is a hash that is part of the URL of the metadata recod in Thoth, for example 1841b54c-b495-4bb5-9bcf-054e5c393af3
Front Cover PDF

The final PDF of the front cover generated by the Illustration and Photo Editing Software
ISBN Record

The metadata record of the publication on the ISBN Management platform

5. Activities

5.1 Generating Print PDF

This activity generates a print-ready PDF that can be uploaded to the Publishing Platform.

Input Finalized InDesign book and document files (from Proofing)
Roles Involved

Typesetter
Outputs

Print PDF file of the publication interior
Actions
  1. Print PDF Generation
  2. Final PDF Check
  3. If correction needed, correct the InDesign file and return to 1. 
  4. Otherwise done.
Alternative Actions, Exceptions, Additional Information

5.2 Extracting and Uploading DOI References

Input Print PDF (from 5.1); DOI Extraction Script; DOI Upload Script; Thoth Identifier
Roles Involved

Metadata Manager
Outputs

Metadata Record updated with DOI references
Actions
  1. DOI Extraction
  2. DOI Check
  3. DOI Upload
Alternative Actions, Exceptions, Additional Information During DOI Check you may find additional small errors in the PDF. Return to 5.1.

5.3 Updating the Metadata Record

Input Metadata Record
Roles Involved

Metadata Manager
Outputs

Metadata Record
Actions
  1. If the publication is an edited collection, Chapter Metadata Addition
  2. Final Metadata Record Update
Alternative Actions, Exceptions, Additional Information During Chapter Metadata Addition you may find additional small errors in the PDF. Return to 5.1.

5.4 Generating Ebook PDF

Input Print PDF, Front Cover PDF
Roles Involved

Typesetter
Outputs

Ebook PDF
Actions
  1. Ebook PDF Generation
Alternative Actions, Exceptions, Additional Information

5.5 Updating the ISBN Records

Input ISBN Record, Metadata Record Roles Involved

Metadata Manager

Outputs

ISBN Record

Actions
    Final ISBN Record Update Alternative Actions, Exceptions, Additional Information  

    5.6 Adding Publication to SQL Database

    Input Metadata Record Roles Involved

    Metadata Manager

    Outputs Updated SQL Database Actions
      SQL Database Publication Addition Alternative Actions, Exceptions, Additional Information  

      5.6 Adding Publication to the Internet Archive Usage Data Python Script

      Input Thoth Identifier, Internet Archive Usage Data Python Script Roles Involved

      Metadata Manager

      Outputs Updated Internet Archive Usage Data Python Script Actions
        Internet Archive Usage Data Python Script Update Alternative Actions, Exceptions, Additional Information  

        Document Control

        Document ID SPM-PUB-001
        Document Owner Vincent
        Version 1.0
        Last Date of Change October 2, 2025
        Next Review Due Date
        Version & Change Tracking
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