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Artificial Intelligence (AI) is a rapidly evolving branch of computer science. AI refers to the ability of machines to perform tasks that require human intelligence, such as learning, reasoning, and perception. AI systems can detect patterns in data, recognize objects, make decisions and understand natural language. They can also solve complex problems and provide solutions quickly and accurately. 

Amongst the different types of tasks that AI algorithms are trained to perform, content generation has so far produced the greatest amount of discussion. And this all started with the introduction of the GPT.

What is GPT?

GPT stands for Generative Pre-trained Transformer. It is an advanced language processing system capable of analyzing large amounts of natural language data. The algorithm uses a neural network with billions of parameters and deep learning methods. It can understand and comprehend questions and commands given by humans and generate the relevant output accordingly.

The technology has been developed by OpenAI, a research laboratory based in San Francisco. Its performance has improved significantly since its first introduction in 2018, making it one of the most promising artificial intelligence technologies today.

GPT algorithm in science

Artificial intelligence has entered various industries as well as the scientific world. It is widely used to create models and simulations in different fields. Its rapid development is causing concern for some researchers. Advocates underline the fact that AI is capable of working through large amounts of data faster and more efficiently. It can also help us learn about complex and nuanced topics, allowing for a deeper understanding that may have seemed impossible before. 

The opponents point out the potential bias in the generated results and ethical implications. They are also anxious about the fact that this new technology is largely funded and driven by private companies, and that they are leaping ahead of academia uncontrolled.

Applications of GPT

GPT gained worldwide attention with the release of the GPT-3 version in 2020. GPT-3 has a profound ability to generate new, coherent sentences and engaging content using its own logic:

• Automatic replies to emails and messages
• Texts for websites, blogs and newsletters
• Article summaries
• Songwriting and screenwriting ideas
• Human-like replies on chatbots.

GPT-3 can produce content that would normally take hours or even days to craft. It has become a major time saver for many professionals that need to get their message out quickly and effectively.

Can I use AI to write my thesis?

In June 2020 Almira Osmanovic Thunström, a Swedish researcher, tried the possibility of creating a whole academic paper with the use of AI technology. She asked GPT-3 to “Write an academic thesis in 500 words about GPT-3 and add scientific references and citations inside the text“.

Thunström was astonished to see the algorithm producing “novel content written in academic language, with references cited in the right places and in relation to the right context” that “looked like any other introduction to a fairly good scientific publication“, and all in a matter of minutes.

The researcher described her experience with the GPT language model at scientificamerican.com. The AI-generated paper, called Can GPT-3 write an academic paper on itself, with minimal human input?, is available in an open access modelat the preprint server Hal Open Science.

ChatGPT – how to talk with a computer?

In November 2022 OpenAI announced its newest product called ChatGPT. ChatGPT is a web app, designed for chatbot applications and powered by GPT technology. Its main purpose is to conduct conversations with humans in natural language.

Chatbots are programs that provide services such as: answering customer queries, assisting with online purchases, scheduling appointments, or providing entertainment. ChatGPT is so far the most powerful application of that kind. It allows users to request or ask anything, understanding the query and responding accordingly. 

ChatGPT has transformed the way humans interact with machines. Its dialogue-based approach is easy to use and does not require expert scientific or programming knowledge. As a result, it has been quickly picked up and utilized for a variety of applications including:

• suggestions for fiction, non-fiction, poetry, and more
• creative writing, including short stories, screenplays, blog posts
• text translation between different languages
• generation of summaries and explanations of complex concepts and ideas
• production of educational materials including study guides, quizzes, and flashcards.

ChatGPT has been also picked out by students as an essay-writing tool. The Internet swells with tutorials, both in written and video forms, that provide guidance on how to use the algorithm to generate essays and do homework.

The Guardian writes about a student assignment completed by AI technology. Prof. Dan Gillmor from Arizona State University, admits that such an assignment would have received a good grade, adding that “academia has some very serious issues to confront.”

GPT as a source of ideas or a threat to academic integrity?

The possibility to generate scholarly papers in a fast and effortless way initiated heated discussions in the academic world. Universities around the globe raised concerns regarding dissertations and theses created with the use of AI. Most of them oppose such practices and treat AI-generated works as plagiarism, arguing that content generated by a machine cannot be accepted as a researcher’s original piece.

Disputes about whether AI can be called an author also continue. Thunström had started to ask these questions already back in 2020 in her blog piece on scientificamerican.com: if a researcher uses GTP to write an academic paper to whom does the paper’s authorship belong? Is it correct to designate GTP as a co-author? What about copyright and any possible conflict of interest?

The next issue discussed by scholars was the novel aspect of the created work. GPT is not able to generate new knowledge and new concepts. The technology produces texts based on an existing content, rephrasing what already has been said. Original research results are the basis for most scholarly articles. Their lack may be an indication of a problem for the reviewing panel, helping reviewers identify questionable papers. Student homework is not assessed as strictly, so those in education might get away with a copied text much easier. 

In the recent paper Can artificial intelligence help for scientific writing? Michele Salvagno, Fabio Silvio Taccone and Alberto Giovanni Gerli have explored further any possible ethical violations. They point out that the GPT algorithm is likely to be used to boost researchers’ portfolios of published works. The authors warn institutions against hiring professionals solely based on the number of publications, as those may not necessarily prove their expert knowledge. They also discuss the possible widening of the existing gap between low and high-income countries. ChatGPT is currently available free of charge, but it is not guaranteed that fees will not occur in the future.

Scholars around the globe also talk about the possibility of disseminating factual errors that will increase the number of already existing biases and inaccuracies. The Internet is full of beliefs, stereotypes and personal opinions that might be the basis for generated content. The technology lacks the relevant expertise and judgement, and is not capable of assessing the quality of the content it uses to generate new texts.

Positive aspects of language models

AI does not need to be perceived only as a threat. Advocates underline the potential of ChatGPT to become an ally to non-native English speakers. The language model can help them overcome language barriers, and assist in shaping good-quality papers with correct syntax, grammar and punctuation.

The app, despite being originally trained in the English language, is capable of making text corrections, translating documents and producing output in other languages, including Spanish, Chinese, Polish, Korean or German, amongst many others.

How can one determine whether a text was produced by a language model?

GPT-3 and ChatGPT have opened up a world of possibilities for writers and researchers alike. Academia must face the new trends and find a way to preserve academic integrity. Although there is no simple method to verify which texts have been machine-generated, editors and reviewers may look for some indicators of the content origin:

• Text coherence – while algorithms like ChatGPT are capable of producing meaningful content, instances of disjointed or nonsensical phrases may still occur 
• Text quality – AI chatbots have a particular writing style. The overall tone and quality might become a signal of whether a text was produced by ChatGPT or by humans
• Text consistency – language models are trained on large datasets and may reproduce patterns from those datasets. Consistent structures or themes appearing throughout the text may indicate that the text was generated with the use of AI.

AI writing checkers

Turnitin, the provider of the SimilarityCheck plagiarism-checking software delivered by Sciendo to its clients, announced at the beginning of April 2023 the launch of an AI writing detector. The detector aims to help educators identify cases where AI writing tools have been used. Turnitin claims to be “able to detect the presence of AI writing with 98% confidence and a less than one per cent false-positive rate” in a controlled lab environment.

Other AI-detecting tools are also starting to emerge, with GPTZero being one of the examples. However, at the current moment none of this software is capable of delivering a 100% accuracy score.

The future of artificial intelligence in science

AI has been the focus of scholars for years. What has changed, is its global use and the wide range of its possible applications. Editorial boards need to adapt their policies to the existing situation, outlining acceptable research methods and the use of AI systems. 

AI algorithms and language models offer a lot of benefits and practical applications. As with any new technology, ethical considerations need to be taken into account and more needs to be done to understand how it could be used safely and effectively.

Further reading

• AI (Artificial Intelligence) Bot GPT-3 Finished a 500-Word Academic Thesis
• GPT-3 Wrote an Entire Paper on Itself. Should Publishers be Concerned?
• Academic minds ‘vital’ as fears grow over ‘out of control’ AI
• Artificial Intelligence Not Yet Intelligent Enough to be a Trusted Research Aid
• ChatGPT vs. GPT-3 and GPT-4: What’s the difference?
• Introducing ChatGPT Plus
• Using ChatGPT to Write Your Thesis the Right Way
• Can Turnitin Detect Chat GPT?
• How generative AI like ChatGPT is pushing assessment reform

Indexing databases are online digital collections of journal articles, books and related literature. They are employed by universities, libraries and research institutions to locate relevant sources and validate researchers’ output. They also help scholars identify new papers in their field and keep track of current trends within the academic world.

Indexing databases help to preserve scholarly integrity by ensuring the high-quality standards of works published. They store bibliographic information from thousands of sources which is then used to evaluate the quality of applying titles. Hence only reliable publications with accurate content are included resulting in credibility being maintained across academic disciplines.

Features for journals data analysis

Most indexing services offer research tools that help discover, access, analyze and share information effectively. Some of them provide measures for evaluating journals’ impact based on received citations. These measures are published in the form of metrics that are widely used to compare different publications within the same field or between fields and to gauge their influence in academia.

Journals selectivity

Each year Sciendo’s Abstracting & Indexing Specialists evaluate dozens of journals, checking the quality and readiness for indexing services applications. Reviewing committees invariably examine the following qualities:

• Publishing according to the stated publication schedule
• A clear description of the peer-review process
• Editorial and ethical policies available on the website
• Affiliations of authors and editors provided
• Copyrights
• Website functionality.

Amongst the many different databases, and here both thematic and multidisciplinary, some are especially significant and prestigious, with the most stringent quality criteria to be met – Scopus, Clarivate and Medline:

• Scopus – one of the largest abstract and citation databases of peer-reviewed literature, indexing scientific journals, books and conference proceedings, and owned by Elsevier
• Clarivate – a company that provides insights and analytics to accelerate the pace of innovation being the owner of many products directed at academia:

• Web of Science database, which provides access to millions of indexed journal articles, books and proceedings
• citation indexes that provide connections between related papers;
• and Journal Citation Reports that measure publication influence.

• Medline, owned by the US National Library of Medicine, is a database that stores bibliographic information from biomedical literature from around the world.

Year to year, as global research output increases, review committees become stricter and more selective when it comes to accepting new titles for coverage. As Clarivate informs, currently fewer than 15% of journals pass their quality criteria.

For many journals, successful indexation in these services is of paramount importance. The editorial boards spend months preparing their publication to meet the specific requirements. When the moment of glory finally arrives, it is easy to forget that this is in fact not the end of the journey. Whenever the quality of published content becomes affected, a journal is flagged pending a thorough investigation.

Journal flagging and content investigation

The top scholarly databases employ different ways to ensure they host only high-standard content. After the selective application process, publications are monitored on an ongoing basis. The services check whether they continue to publish articles based on strong and sound methodology and that they maintain the ethical standards and editorial policies in force. In many cases, a top-tier technology is involved to aid the verification processes.

Dr Nandita Quaderi, Editor-in-Chief & Vice President of Web of Science, informs in her recent blog piece that Clarivate has invested in a dedicated AI tool to support the integrity of scholarly records. The tool screens the content available in the citation indexes identifying titles that no longer meet the quality criteria. At the beginning of 2023, Clarivate flagged over 500 journals and eventually delisted more than 50 of them. The investigation is still in process, so further announcements might be expected.

Scopus also monitors and periodically flags any outlier behaviour by running a special algorithm. The algorithm identifies underperforming titles and checks for characteristics such as a sudden change in output volume. Journals that no longer meet the criteria are flagged for re-evaluation.

During the investigation, new content inclusion is put on hold. If the investigation results are positive for a journal, any missing content will be ingested and continuous indexation recommenced. If the inspection result is negative, a title is removed from the service. While delisted, the content already indexed is usually preserved, however, services underline that in exceptional cases of serious unethical practice, a total retrospective removal may be performed.

Some databases inform publishers of the commencement of the investigation process, allowing them to fill in any information missing. Others perform quality verification without the involvement of publishing houses and editorial boards, believing that it is their sole responsibility to maintain the quality and to preserve scholarly integrity alone.

Scopus maintains a publicly accessible list of all discontinued journals, whereas Clarivate and Medline do not.

How to avoid having a journal removed from indexing services?

The best way to avoid having a journal removed from indexing services is to adhere to the strict publishing standards in force:

• Publishing in accordance with the official publication schedule, ethical and professional norms
• Maintaining a high level of editorial integrity
• Ensuring that published content adheres to accepted standards for accuracy, clarity and completeness
• Applying quality control measures such as plagiarism detection and conflict of interest policies
• Keeping all documents and information up to date, including publication fees, peer review policy descriptions, and other relevant matters.

If you are still uncertain what other steps you should take to ensure your journal is not removed from any indexing service, or would simply like to inquire how to apply to any of the indexing services, our Abstracting & Indexing Specialists are ready to help. Contact us by completing the form.

Further reading

Clarivate – Removal from Coverage

Scopus – The importance of high-quality content: curation and re-evaluation in Scopus

Medline – Are journals ever deselected from MEDLINE?

Main Graphic by Storyset

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In our recent blog post, we talked about what XML format is and what role it plays in academic publishing.

XML (Extensible Markup Language) is a text-encoding format that facilitates data exchange across various platforms and websites. In academic publishing, it is used for automatic delivery and content indexing in libraries and abstracting services, increasing discoverability. The format also enables better control over the structure and quality of published documents, becoming an invaluable tool for editors and publishers.

Benefits of the XML format

Academic papers can be published either partially (only metadata) or fully in the XML format. Converting the whole documents into the XML format is advantageous and brings additional benefits:

• The XML format is mobile-friendly – the text adjusts automatically to the device’s screen size, enhancing the reading experience. Meanwhile, PDF files need to be scrolled, which makes them difficult to read on the go.
• Texts in XML are screened by search engines – users of academic content utilize various methods to reach the content they are interested in. Some look for specific journals by opening their web pages directly, some check the contents of indexing databases, and others prefer to use the search engines, such as Google. In the latter case, only papers available in XML format have the chance to be discovered and read, as search engines do not have the possibility to scan PDF files. Publishing metadata in XML (and the article body in PDF) is not always sufficient, as readers may want to search for keywords or phrases that are not accessible in the title and abstract.
• The XML format can be read aloud by screen readers – this functionality enables all readers, including those with different types of disabilities to access your research output. Sciendo’s publishing platform is compliant with the latest accessibility standards and hence provides a screen reading component that read texts available in XML. 

The room for improvement

The XML format provides many advantages to those academic publications that decide to use it. A major disadvantage of this standard is the time required for additional document formatting, taking anywhere from a few days to even a few weeks, depending on the publisher. During that time journal editors and authors need to wait for their publications to become available online.

As the document formatting time has become a major issue in the production process, Sciendo took a step forward to meet the rising expectations of its clients and the broader scientific community and introduced the XML Fast Track service. The service provides a new workflow that speeds up the conversion process allowing authors and editors to focus on creating high-quality content faster.

XML Fast Track in practice

The workflow starts with the acceptance of an article for publication in the online submission system. Our specialists convert the paper directly into XML and perform the first production works, language editing and copyediting already in this format. Once finished, the copyedited document is converted into PDF and sent to the article author for proofreading in a form of the downloadable link.

The proofreading process

The proofreading takes place fully in an online environment:

• The author inserts the comments into the PDF and sends the file back through the dedicated webpage
• Editors review the comments, accepting them or adding their own remarks
• Any corrections are applied in the same online manner
• Finally, the system creates a publication files bundle (PDF + XML) and sends it to the sciendo.com platform for final publication.

With the XML Fast Track service, documents are converted into an XML at the very beginning of the publication process. That way, when an article is ready for publication the final conversion process can be omitted, saving time, and placing the paper immediately online.

The service reduces the total production process time to 15 working days, starting from manuscript acceptance up until its final online publication.

Service requirements

All the works take place in an online environment, hence it becomes necessary for a journal to operate an online submission system. If such a system is in place already, we can start the work immediately. To inquire about the peer review management software we offer, please get in touch with our representative:

• Editorial Manager
• Scholar1.

XML Fast Track processing requires also a dedicated XML article layout. Sciendo delivers its own house-style layout free of charge, but we may also design an individual, unique layout to resemble the style and feel of your publication.

Enhance your production process

XML Fast Track is an efficient solution for those journals and authors that value their time the most. It streamlines the production workflow making it easier to work with digital content and create high-quality outputs quickly and efficiently.

You can order the service as part of the Premier Plus package for journals or as a stand-alone solution. To find out more, contact us by completing the form.

XML icon by www.vecteezy.com, other images by Freepik

In the previous articles, we talked about manuscript editing phases and the role publisher and author play in the production process. To read about these steps in detail, click on the links below: 
• language editing 
• copyediting 
• typesetting (also known as technical editing) 
• proofreading 
• XML publication (academic publishing only). 

In this blog piece, we introduce the tools that enable a smooth submission process and efficient manuscript handling. 

The benefits of manuscript tracking tools 

The academic publishing process involves many steps and people. One single manuscript goes through different editing phases, circulating between the author, editor, reviewer, typesetter and other people involved many, many times. The process is quite straightforward when dealing with academic books where no more than a couple of emails are exchanged throughout the editing and publishing phases. In the case of scholarly journals that receive several dozen manuscripts every year, however, dealing with emails and external tools to track deadlines often becomes unmanageable. 

The production processes change greatly with the use of an online submission and peer review system for handling submissions and an online production tracking system for production works. In this article, we describe these systems and the benefits they bring to journal editors. To read about the advantages these systems provide to authors, click here. 

Online submission system 

Online systems for peer review management provide authors, editors and reviewers with a user-friendly interface for the easy submission of manuscripts: 

• they automate the review by providing access to all relevant documents in a centralized repository  
• eliminate manual handling  
• reduce the possibility of errors or delays, as all the people involved receive tasks within the system and reminders in the case of upcoming deadlines  
• enable managing editors to view all the papers in one place, check their status, apply quality verification tools and assign tasks  
• allow authors to track the status of each of the papers they have uploaded to the system  
• permit reviewers to manage all the peer review invitations and assignments.  

Online production tracking system 

Production tracking systems are additional enhancements, launched once the manuscript has been approved for publication, and after the peer review process has been completed: 

• they provide publishers with an efficient way to manage further editing workflow: language editing, copyediting, typesetting, proofreading, author corrections, editorial approvals, etc.  
• usually, they are integrated with editorial systems, allowing publishers to track each step a manuscript goes through starting with the submission status  
• enable all the parties involved to identify bottlenecks in their processes quickly and take corrective actions without disrupting timelines  
• streamline workflows for both authors and publishers resulting in smoother publication cycles.  

Describing Editorial Manager and ProduXion Manager 

Editorial Manager is a leading cloud-based manuscript submission and peer review system used by academic publishers worldwide, including Sciendo. It was developed by Aries Systems, a well-known provider of workflow management systems for the journal publishing industry for over 35 years. 

Editorial Manager helps journal editors and editorial assistants to manage files, tasks, and communications needed for effective and efficient submission and manuscript administration. The system is highly customizable, it integrates easily with different peer review workflows. 

At Sciendo, we implement a system based on the unique workflow of each journal. We provide editors with training, documentation, and support, enabling them, as well as their reviewers and authors, to work effortlessly with the system. 

Editorial Manager modules 

There are several additional modules which can be integrated with the basic system to make the workflow easier: 

• Reviewers Attachments: enable reviewers to upload attachments with their recommendations, such as images or related materials.  
• Editor Attachments: allow editors to provide supplementary materials to reviewers and/or authors. Reviewers receive access when invited for a review, while authors may view the documents once a decision is made.  
• Author Supplementary Materials: allow authors to submit additional files that cannot be built into a PDF format, such as audio or video. These files are accessible via a link in the PDF.  
• Artwork Quality Checking System: analyzes the quality of files provided by the author. A detailed report describing encountered problems is made available to the author and/or editor.  
• Reference Management System: reference linking adds hyperlinks to PubMed and/or CrossRef for each reference citation in the author’s submission file. Reference Cleanup provides reference lists formatted to a journal’s specific style, reducing copyediting time.  
• Reviewer Discovery: provides a list of potential reviewers that can be assigned to manuscripts. The list is generated from the Web of Science database of users.  

Additional functions may also enable a public acknowledgement of review activity by depositing the data to the reviewer’s ORCID record or Web of Science profile. 

Seamless integration with ProduXion Manager 

Editorial Manager integrates with another Aries product, ProduXion Manager. ProduXion Manager is a cloud-based solution that supports production workflows, and is widely used by many journals at Sciendo. 

ProduXion Manager makes it easy to:  

• transfer a manuscript from editorial to production  
• assign production tasks to editors, authors, and also external contractors  
• perform copyediting  
• typeset the manuscript  
• perform proofreading online  
• publish the finalized manuscript.  

Whilst Editorial Manager can be used independently of ProduXion Manager, many journal editors use both systems to benefit from a complete paper management process, from manuscript submission to final publication. Both systems are also highly customizable and can be adapted to the specific workflow needs of any journal and editorial team. 

The ecosystem of academic publishing integrations 

In addition to the functionalities and modules already mentioned, there are a number of other tools from both Aries and other providers that integrate easily into these systems. Examples of such tools include Similarity Check, Publication Fee Processing and Bibliographic Management: 

• Similarity Check: an automated manuscript evaluation tool, provided by Crossref, which compares submitted papers to the database of already published content to detect potential plagiarism.  
• Publication Fee Processing: a dedicated payment processing module that enables the calculation, collection, and management of article publication charges. The module provides a friction-free way to process APCs and bill authors, funders, or institutions, within existing journal workflows.  
• Bibliographic Management: reference management software helps to copyedit and correct a bibliography in several formats. It saves time by helping to meet style requirements and ensuring the accuracy of the listed cited sources.  

Why invest in an online editorial and production tracking system? 

These systems were created to help editorial teams to make more efficient use of time and effort, whilst increasing the quality of their publications. Specific benefits include: 

• ensuring that the editorial team, reviewers, and authors know exactly what action is required of them  
• reducing the risk of errors, omissions and loss of data  
• speeding up the academic publishing process since tasks become easier or are more automated  
• simplifying data collection for a journal, such as submission numbers, origin of submissions, acceptance rates, processing time, etc.  

Modern online editorial and production systems enhance the publishing experience for all users that work on a manuscript. 

To find out more about these tools and how we can implement them for you, fill in the contact form. 

Main picuture by vectorstock (Image #24943268 at VectorStock.com)

The publishing process involves many steps and often the work of different people before the document can be set off for printing and online publication. One of those phases is the service called proofreading. In this article, you will learn what role proofreading plays and how it differs from other services.

The steps of the publishing process:

1. language editing
2. copyediting
3. typesetting (known also as technical editing)
4. proofreading
5. XML publication (academic publishing only).

After typesetting

In the past, once typesetters had finished arranging the types, they would print each page for a final read by the publisher or author. The print used to be very expensive, therefore a checkup step was necessary before producing a large number of copies. The pages created for testing were known as proofs, hence the name of the phase – proofreading.

Today, manuscripts are typeset digitally and proofs are provided in the form of PDF files. Proofreaders may print those out and mark up physical copies or complete proofreading online. Online verification, especially in the case of academic publishing, is becoming increasingly popular, since it is faster and does not require a manual scanning. In an online environment the document can be also instantly shared between all the people working on it, making the whole process more effective.

Regardless of the form, online or manual, the proofreader’s task is to read through the text and highlight any errors in spelling, grammar, and punctuation, including:

• consistency issues
• broken web links
• missing references
• problems with captions and images
• visual layout errors
• the match between the index and content
• factual inaccuracies
• paragraphs difficult to follow or understand.

Proofreading marks and their meaning

Professional proofreaders use symbols when checking and marking up documents to inform typesetters about any necessary changes to the text. There are many symbols used for proofreading and each of them has a specific function, ¶ for example denotes a need to begin a new paragraph.

If you are proofreading yourself, you may find it difficult to work with proofreading signs. Many typesetters accept text highlights and sticky notes placed into PDFs, so make sure to consult the details ahead of the process.

The difference between proofreading and editing

Most people think that proofreading and editing are the same service. There is however a big difference between these two processes.

Editing, known also as copyediting, verifies the overall structure of the paper, including the order of ideas, the transition between paragraphs, and the development of the argument. Copyediting takes place at the beginning of the publishing process and is usually performed together with language correction.

Proofreading comes at the end of the document preparation process. The service focuses on remaining errors in grammar, punctuation, and spelling that could be left after the completion of all the other activities. Proofreading looks also for mistakes that could have appeared during the technical editing phase.

Proofreading is applied on an already typeset document, whereas copyediting takes place when the paper is still in its source format. To read more about similarities and differences between those two processes, click here.

Academic proofreading

There are a few different types of proofreading, such as business or translation proofreading. The service applied to scientific papers is called academic proofreading.

University presses and publishing companies usually employ their own professional proofreaders to check such documents. While working with academics, proofreaders are  particularly careful. They do not modify the text directly, but rather highlight potential mistakes, allowing you and your managing editor to make the final decision.

When reviewing the proofread paper make sure to address each of the comments before sending it back. In most cases, the corrected document with your remarks applied will be sent back to you for your final acceptance. When you receive it, read through it again, paying special attention to those fragments that you have previously underlined. Some documents are lengthy, and even the best typesetters and proofreaders may accidentally omit your notes when reviewing the file.

In case you do not work with a publisher, but proofread on your own, keep in mind a few things:

• first, remember to check for any spelling or grammatical errors. These can be easily fixed with free checking tools available online;
• look for factual errors. Verify references and make sure that all the information in the document is accurate;
• check that the overall tone of the document is professional and appropriate;
• ask your colleague or mentor to read through your document. Peer-reviewing usually helps to spot errors and inaccuracies that you have overlooked.

If you are doubtful that you can perform proofreading by yourself, commercial professional services are here to help. These services will cost you money, but they will correct all the mistakes in your work. There are many different proofreading services available online, so it is important to choose one that best suits your needs. For instance, some services check only grammar and spelling errors, while others verify also factual inaccuracies.

Academic proofreading can be time-consuming, but it is an important step before submitting and eventually publishing. Any mistakes in writing or layout can harm the reading experience. Instead of focusing on the content, readers may focus on errors, which potentially reduces the academic impact of your paper. By taking the time, you can be confident that you are presenting the best possible work to your audience.

Professional proofreading service at Sciendo

Sciendo works with typesetters and proofreaders specialising in academic content. Our goal is to ensure that your publication is not only free of errors that could detract from its quality, but also looks good and is set for maximum recognition and increased citations.

To find out more about how we can help your publication, please fill in the contact form.

In this article, we are covering the similarities and differences between academic copyediting and proofreading. To read about these processes in detail click here and here.

The other steps of the production process are:
• language editing
• copyediting
• typesetting (known also as technical editing)
• proofreading
• XML publication (academic publishing only).

What is copyediting and how does it differ from proofreading?

Academic publishing involves multiple types of editing, all of which refine the writing into a clear and error-free version of the record. These include:

• developmental editing – this step helps to improve the structure and content of your work. It is typically applied early in the writing process before any copyediting or proofreading is done.
• copyediting – checks whether the text is correct, consistent, and accurate. The process removes any inconsistencies, mistakes, and repetition, and ensures that your work meets the standards that are expected in high-quality scholarly publishing.
• proofreading – the final quality step before publication.

Similarities between copyediting and proofreading

Copyediting and proofreading take place after the manuscript has been created. They have a similar overall goal to ensure that the published work is as good as it can be.

Both processes involve detailed reading of a manuscript to improve the writing and remove similar types of grammatical and spelling errors. Whilst the overall objectives of copyediting and proofreading are similar, their focus and timing are not the same.

Proofreading versus copyediting

Many people think that proofreading and editing are the same service. There is however a big difference between those two procedures.

Copyediting takes place at the beginning of the production process and is usually performed together with language correction. It verifies the overall structure of the paper, including the order of ideas, the transition between paragraphs, and the development of the argument. A copyeditor will:

• take a highly detailed look at the structure and the coherence of the content
• tidy the work up so that the statements and ideas within it are delivered clearly to the readers.
• ensure that manuscript is in line with the publication’s style rules.

In contrast, proofreading will:

• remove remaining errors in grammar, punctuation, and spelling
• verify type and format issues, and inconsistencies
• identify mistakes that could appear during the technical editing phase.

Proofreading is applied on an already typeset document, whereas copyediting takes place when the paper is still in its source format.

Copyediting and proofreading options

When publishing, it is possible to copyedit and proofread your own work. However, this will be very time-consuming and difficult for you to do effectively. The end product may not be high impact and may not meet the standards required for academic publication.

Professional copyeditors and proofreaders are highly skilled and trained and are able to identify opportunities to significantly improve your manuscript. They usually discuss the required level of support before taking on the job to provide an accurate quote.

Making the right decision when considering copyediting and proofreading can make all the difference.

What you need to know

In simple words:

• copyediting boosts the overall quality of writing in your manuscript
• proofreading gives a final polish to the text readying it for publication.

Both tasks are essential in academic publishing. They are typically completed by different editors, even though there are some overlapping objectives and elements. When working with these professionals, it is important to recognize this to get the best publishing result for your academic research.

You can read more about the differences between copyediting and proofreading, and the standards of professionalism with which copyeditors and proofreaders work to at the website of the Chartered Institute of Editing and Proofreading.

Are you looking for ways to publish your latest research results or the book you have been working on? The chances are you may be feeling overwhelmed by all the steps in the publication process. The process is complex and might be difficult, especially if you are just embarking on your journey as an author.

We have prepared a series of helpful articles to guide you through the manuscript production process. In this piece, we cover the language editing that opens up the process. To read about the other steps just click on the list below:

1. language editing
2. copyediting
3. typesetting (known also as technical editing)
4. proofreading
5. XML publication (academic publishing only).

What exactly is language editing?

Language editing is the reading of a finished manuscript in search of any errors in spelling, grammar, and punctuation. Its main goal is to improve the clarity and quality of a document before the final publication.

Poor wording is a common reason for the rejection of papers at the submission stage. It is vital to ensure your manuscript reads well to maximise the chances of it being accepted. You may perform the editing task yourself or ask your colleague or mentor to have a second look. Others with a fresh perspective, typically spot errors and mistakes that are not obvious to authors a lot faster.

You can also try using various editing programs or ask the language editor for professional help.

The language editing software

There are many tools available online that can aid authors in the process. They just require uploading or copying of a ready document for automatic scanning. Any errors are usually underlined or highlighted for you to review them, making the editing task easier. The systems offer features such as spell and grammar checking, word choice suggestions, and sometimes also advice on style and structure. Many of these tools contain also an automated format checker which allows users to comply with academic or professional standards.

Language editing software can be a great, time-saving solution for achieving that polished style you are seeking. They will quickly and effortlessly identify existing errors and suggest corrections. Such tools are also a cost-effective language editing alternative, as many of those are available online for free.

Just find the tool that works best for you and ensure your research represents the highest standard before sending it to a journal or publisher.

The language editing service

Online editing tools are typically sufficient when preparing a paper for submission. The final publication may require, however, a second, more in-depth manuscript reading that can be performed only by an expert.

What can you expect from a professional language editing service? The language-checking editor will go through various aspects of the text making sure its writing style is up to the highest standards:

• grammar – every language has a set of rules governing words, sentences, and other components. Poor grammar makes a text difficult to read, so it is vital that no errors occur in the manuscript.
• punctuation – punctuation symbols are used to separate sentences and written elements. When errors appear the whole text may become ambiguous and its interpretation by a reader incorrect.
• syntax – inappropriate arrangement of words in sentences and sentences in phrases disrupts the reading. The language editor will modify the order whenever necessary to increase the clarity and ensure the smooth flow of the text.
• word usage – every manuscript has a specific goal and intended audience. Text designed for commerce is generally written in a different way than a scientific article. The language editor will make sure your research paper contains the best selection of words and suggest alternatives whenever applicable.
• spelling – the expert will check also the text’s compliance with standard orthography and correct any misspelled words that may obscure meaning.

A professional language editor’s role is to provide feedback on the areas in the manuscript where improvements can be made. The service can aid both journal editors as well as individual authors:

• language editing for journals – the service can save paper production time. Editors have full control over the process and authors are not required to go through the processes themselves.
• language editing for authors – the service is invaluable for anyone who wants to submit a high-quality paper or self-publish a book. 

Quick tip for journal authors: before making a submission, check what is expected of you in terms of language editing. Some journals provide such a service for all accepted research papers, whereas other expect to receive an already edited manuscript. In case the first is true, you can save time and money on the professional service, and merely use free online tools to ready your paper for submission.

What is English language editing and why is it important?

English is the international language of science. Papers written in English are accessible to scientists around the world, hence most research is published in this language.

Journal editors and scientific publishers expect to receive high-quality manuscripts that can be shared with a global community and widely cited. Papers that are not up to the expected standards are usually immediately rejected.

Poor quality English remains also a common reason for the rejection of scientific publications by prestigious indexing services, such as Clarivate or Scopus. Editors and publishers that look after the best indexing coverage will also make their submission decisions based on that factor.

English language editing is a service that can help to improve manuscripts in terms of grammar, spelling, punctuation, and clarity. It is usually performed by experienced editors with an advanced understanding of the English language.

An English language editing service can significantly improve the quality of the English usage in a paper. It will ensure that your work is as good as it can be, increasing its chances to be published, read and cited.

Language editing services offered by Sciendo

At Sciendo we offer editing services for all of the languages we publish in: English, German, Spanish, Italian, French, and Polish. We work with journal editors and individual book authors.

Each service is available at three different levels, so that you can select the one that exactly matches  your needs and manuscript requirements.

If you select one of our Premier packages, we will always provide the most in-depth level of editing.

For English, we offer both British English and American English. 

Light Edit

The Light Edit is a style-focused edit that includes:

• minimal corrections to the text beyond style and consistency points
• citation checks
• fundamental grammar corrections
• we do not change the author’s voice unless major grammatical errors occur
• a small number of queries are raised with the author.

Medium Edit

This level includes all tasks of the Light Edit and adds a thorough reading of the text for sense, style, and structure:

• sentences are verified to ensure the tenses match consistently
• definite and indefinite articles are checked for the correct usage
• long, poorly worded and confusing sentences are queried with the authors
• the total number of queries raised is higher than with the Light Edit.

Medium Edit is a suitable balance between quality and cost for most publications.

Heavy Edit

In the Heavy Edit we make corrections to the language even when the meaning is clear:

• we correct the use of fewer/less for countable/uncountable nouns
• predicative/attributive adjectives
• the use of which/that
• revise the structure and language in keeping with the author’s intent and voice
• long or confusing sentences and paragraphs are recast to shorter ones.
• additional attention is given to details in tables and figures to check if they match those in the text itself
• overall, far more author queries are raised during the Heavy Edit.

Overall, this language editing service becomes invaluable if you are looking to improve your manuscript and make it ready for publication. To find out more on how we can help you and to discuss possible options, please complete the form.

Have you completed editing your paper for grammar, syntax and clarity? If the answer is “yes”, then continue reading to learn about the next step of the manuscript production process. If “no”, check our helpful guide on the language editing process to get you started.

If you prefer to jump directly to other articles from the manuscript production series, click on the links below:

1. language editing
2. copyediting
3. typesetting (known also as technical editing)
4. proofreading
5. XML publication (academic publishing only).

What is copyediting?

Copyediting is the revision of the written content for accuracy, clarity, consistency, and style:

• the process involves checking for grammar, spelling, and punctuation errors that may have been overlooked during the earlier stages of paper writing
• verifies the facts
• validates whether sources are properly credited
• adds new passages if essential
• deletes unnecessary sections
• removes inconsistencies, mistakes, and repetitions
• blends sentences into smoothly-flowing paragraphs.

Feedback is provided whenever the content is changed, added or removed, to ensure it is accurate and relevant to the discussed topic.

The main goal of the copyediting service is to ensure the final version of a manuscript meets designated standards of quality before being published or distributed.

The difference between copyediting and language editing

Language editing is a more thorough form of editing. It looks at the overall structure of a document and the writing style:

• focusing on making sure the manuscript reads well
• analyzing whether the language is appropriate for the intended audience
• concentrating on the paper’s consistency in terms of style and terminology.

Contrariwise, copyediting concentrates on the flow of writing and formatting precision throughout the document.

Both services are essential parts of the publication process. Sometimes they are performed together to shorten the manuscript processing time.

Automated copyediting tools

If you copyedit the manuscript yourself, you can try one of the online programs available. There are many tools out there to try out, with many free of charge for the basic plan.

Copyediting tools are a great help in streamlining the process and picking up on errors that the human eye may have missed. They make tedious tasks such as spell-checking and grammar correction faster and easier. They can even offer suggestions on how to improve the content, including tips on word choice and structure.

Ultimately, automated copyediting tools are intended to help authors create more polished documents in a quick and effortless way.

Manuscript formatting

Once the editing of a paper is finished, it is time to start working on the text formatting. This step of the writing process is often time-consuming, but essential to ensure that the paper looks professional and that its style is consistent throughout.

Formatting requires attention to detail, as even minor errors make the text difficult for readers to understand. There are some basic formatting rules that authors should consider to produce an effective document:

• use standard font type and size, such as 12-point Times New Roman or Arial
• indent the paragraphs
• include page numbers
• add appropriate headings and subheadings
• use italics for emphasis.

Text formatting before submission

Correct text formatting is even more relevant when preparing a manuscript for submission:

• submission of an article to the journal – before you start, verify the website of your preferred academic journal checking for the instructions for authors. Such guidelines list all the text formatting requirements you are expected to follow. They are usually available directly on the journal’s page or as stand-alone documents available to download. Remember, that each journal may follow a different, unique text style. There is no easy one-fits-all solution here, so devote some extra time to familiarize yourself with each specific journal’s requirements.
• submission of a book – many publishers possess specific formatting specifications. Discuss those in detail with the submission editor before sending your manuscript off.

Referencing styles

There are many text formats and referencing styles available. In academic publishing the most popular are:

• MLA 
• APA
• Harvard
• Chicago
• Vancouver.

Most academic journals and publishers follow one of the above-mentioned styles. Some of them, however, prefer to apply their own, unique patterns. In case the latter is true, ask the editors if they can share their style sheet with you.

Style sheets are nothing more than exemplary documents prepared according to the formatting rules. They present how headings, bibliography and other elements should look in a finished paper.

Formatting elements important in academic publishing

There are at least a few components authors should pay attention to:

• the style of references and bibliography
• design of headings and numbering
• descriptions of figures, charts and tables
• indexes and legends
• the format of units, dimensions, abbreviations and equations.

In the case of manuscripts destined for an academic audience, there are some distinctive additional elements such as:

• author’s affiliation details
• keywords
• acknowledgements
• ethical announcements
• conflict of interest statements
• ORCID numbers
• copyright, etc.

The correct text formatting takes time and may appear overwhelming. Do take your time however as accurate editing increases the chances for any positive editorial decision. It shortens also the reviewing time, as a correctly formatted document is much easier to follow.

When to work with a professional copyediting service?

Online copyediting tools are a great help when checking manuscripts to improve clarity, spelling and grammar. They may not be sufficient, however, if you need your document properly formatted before making a submission or when its subject matter requires expert knowledge. Alternatively, you may be simply out of time to go on with the editing process on your own. In these situations, you may want to start working with an experienced copyeditor. 

Trained copyeditors will check your writing, remove existing errors and suggest further improvements. They will pay also attention to submission formatting, so remember to provide your copyeditor with the journal’s or publisher’s style guide.

While applying the formatting choices, the copyeditor will:

• review the font size, typeface and margins
• check references for accuracy and consistency
• review whether citations have their sources provided in a document
• verify the numbering of headings, subheadings, figures and tables
• create or correct the table of contents, indexes and appendixes.

Copyeditors specializing in academic content will also check whether your writing follows established editorial codes and conventions. They may equally underline any potential libel issues or copyright infringements that arise.

Once all the changes are applied, copyeditors send the document back to the author to ensure their ideas come through clearly and concisely. In some cases, further rounds of revision may be necessary before any final acceptance is granted.

During the whole process, copyeditors also work closely with journal editors and publishers to ensure documents are prepared in the best way possible, making them ready for the next step in the manuscript production process – the typesetting.

Copyediting service at Sciendo

The copyediting service helps authors to make improvements to their writing by addressing a wide range of potential language and formatting issues.

At Sciendo we provide copyediting and language editing services as one package to ensure the highest standard of manuscripts. We work with all of the languages we publish in: English (both British and American English), German, Spanish, Italian, French, and Polish. We work with individual book authors as well as journal editors.

When checking the documents our editors focus on:

• the consistency of writing
• reviewing the status of pre-press papers
• correcting statements conflicting with general scientific knowledge
• verifying the inclusion of ethical policies and statements, manufacturers’ names, etc.
• checking figures, charts, tables and equations
• style of references, bibliography and numbering
• analyzing indexes and headings
• removing errors in abbreviations, legends and table captions
• ensuring coherence of units and dimensions
• checking compliance with specific formatting requirements, e.g. affiliation style.

Our services are provided at three different levels: Light, Medium and Expert to grant authors and editors freedom to decide what depth of editing is the most suitable for their publication.

To find out more about how we can help to improve the quality of your work, contact us by completing the form.

In this article, we cover another stage of the manuscript production process called typesetting. Typesetting is the process that follows copy editing and turns a paper into its final version, ready for printing and online publication.

To read about the other steps in the publishing process click on the links below:

1. language editing
2. copyediting
3. typesetting (known also as technical editing)
4. proofreading
5. XML publication (academic publishing only).

What exactly is typesetting?

Typesetting transforms an edited and accepted manuscript into a near-final product. The word typesetting comes from the original process of physical printing. Originally, moveable letters, numbers, and symbols (type) were put in place (set) by hand, making pages ready for print. Nowadays, typesetters use digital layout software, such as InDesign and LateX to arrange text. However the typesetting method has changed over time, the principles of the process have stayed the same.

Content design

Before any publication is printed or published online, design choices are made about how the type and any other elements will look on the page and on screen. As an author, you may decide for yourself on many of these choices, while some of the other ones might be imposed by the publisher or printing house.

These design choices typically include:

• the dimensions of pages and margins
• font choice and sizes
• spacing
• details of headers and footers
• look at other components such as quotes, tables, charts, hyperlinks, references, and bibliography.

Once the decision regarding the visual arrangement is made, the typesetter may start applying the layout to the document. While composing, additional text alterations, such as the ones listed below, often become necessary:

• adjusting the spacing between characters
• ensuring that blocks of text on adjacent columns end on the same row
• changes when consecutive rows of text start or end with the same word
• avoiding the last row of a paragraph ending at the top of a page
• preventing the last word of a paragraph from ending on its own on a line.

Tools that typesetters work with

Typesetters use professional software to compose documents. There are many page layout designing programs available, but two play an especially important role in academic publishing:

• InDesign – a leading page composing software, well-known for its advanced text setting features. InDesign is the most common selection for scientific papers, as they usually contain long passages of text and fewer graphics.
• LaTeX – another tool widely used in the academic world. The program provides unique solutions for the setting of mathematical formulas and equations. LaTeX is the typesetter’s best choice when it comes to complex mathematical texts.

Before deciding on the software to work with, typesetters verify the characteristics of a given text to ensure the best match and final result.

Professional typesetting service

If you are an academic author, you would most likely like your research to gain recognition, attract citations, and become widely read. A document that looks neat and polished has more chances to achieve that, so it might be advisable to work with a professional typesetter. Before making the decision, investigate what options and services your preferred academic publisher provides.

Why work with a professional typesetting service?

• Experience – qualified typesetters have the know-how required to set pages most appropriately. They also take into account different text features such as the length or subject matter when selecting the software to work with. 
• Enhanced reading – a professionally composed text is easier to read, follow and understand.
• Professional look – a great-looking document conveys a sense of professionalism and quality, which reflects positively on its author.
• Quality control – academic texts often contain graphs and equations which makes them more difficult to typeset. Publishers specialising in scientific content will ensure that your text is error-free and looks its best at the same time.
• Expert knowledge – every industry has its specifics. Academic typesetters will guide you through issues such as the placement of ORCID or ISBN numbers, correct affiliation details, copyright notes, etc.

Print versus online version

Typesetting is important for all types of publications but becomes particularly significant if you prepare your manuscript for print. The print has its own requirements and set of rules that one needs to follow. You need to verify if your table of contents is accurate and if the figures and tables are listed in order, and also pay attention to bleeds and cut marks. If you plan on releasing a book, you must also remember to prepare the cover and spine correctly, and place ISBN numbers in the appropriate places.

Adjusting the document for print requires knowledge and practice, hence it is worth placing it into expert hands. A professionally typeset document will have a neater, more polished appearance once printed.

High-quality typesetting matters because content must look good to make an impact. It can give your work an edge over other submissions and also make a difference in how your text is received by potential readers, reviewers, and editors.

Typesetting services at Sciendo

Sciendo collaborates with experienced typesetters specializing in academic content, whose skill and judgment ensure the top-quality look of the finished product. We can work either with your unique design or according to our standard layout.

By principle, when typesetting we work with journal editors and book authors directly. For those journals that prefer to leave this matter to the publisher, we offer the possibility to take over the contact with authors. In the latter case, editors verify the final typeset version acknowledging its readiness for an online publication.

To find out more about how we can help to enhance your publication, please fill in the contact form.

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Publishing your latest research results is not an easy task. First, you need to create a coherent document, that conveys the message in a clear and understandable way. Secondly, you need to go through different editing stages to create that desired, polished style. To help you to understand what stages lie ahead of you, just click on the links below:

1. language editing
2. copyediting
3. typesetting (known also as technical editing)
4. proofreading
5. XML publication (academic publishing only).

The whole process of manuscript production can be really time-consuming and overwhelming. Once finished, you most probably are just wishing to have your work published. Yet have you ever considered what the different publication ways are and what results they can obtain?

From traditional to modern publishing

In the past, all the content accepted for publication was printed out and distributed. Academic works were usually acquired by institutional libraries, as the print was usually too expensive for an individual user.

However, everything changed with the appearance of the Internet. Online publishing revolutionized the way publishers work, as content sharing became faster, cheaper and virtually limitless. Individuals can now access subject matter in an instant way, from anywhere on the globe.

To read more about the differences between print and online publishing, check this article.

Academic publishing today

Nowadays, an article or book must have its online counterpart available to achieve real visibility and popularity. To do that, documents are converted into electronic formats and hosted in repositories, virtual libraries and on publishing platforms. This is especially true in science, where access to the latest research results is of the utmost importance. 

Professional publishing platforms strive to develop the best technology and solutions to enhance the online reading experience. Amongst the most popular features that readers can enjoy are options such as instant content sharing, alerting service, saving the documents for a later read and downloading citation formats.

Online publication formats

Amongst the various formats used for online publications, PDF has gained so far the widest popularity. PDFs can be opened and read directly on a screen, both on a computer and on a mobile device, and also downloaded from the web for later use. Books in addition to PDFs, are released in special files readable on portable devices, such as MOBI and EPUB.

These new publication ways aim to increase the visibility and the readership of published works. However having content available online can turn out to be insufficient, as the sheer number of published documents makes promotion difficult. Publishers have started to look for methods enabling discoverability, utilizing the latest technological achievements. This is when exploring the possibilities of an XML format started.

What is an XML file?

XML (Extensible Markup Language) is a language that enables publishers to store and transport information in a structured manner. XML files differ from HTML in the sense that they are used to describe data, while HTMLs are used to display data.

The other important difference between XML and HTML lies in the tags. In HTML these are predefined, while in XML the user defines their own set of tags making XMLs extremely versatile:

• XML documents are plain text files, while HTML documents are coded with a particular set of tags that indicate how content should be displayed in a browser
• XML does not display the data. Instead, it stores information that can be used for many other purposes
• XML is often used to store and organize large amounts of information, as in databases and web services.
• XML can also act as an intermediary between different systems, allowing them to exchange information in a common format.

In short, XML is a markup language that provides structure and meaning to data, while HTML is a presentation language that displays content on web pages.

XML can be used for many different purposes:

• storing and transporting data
• creating templates for webpages
• exchanging data between applications.

Its flexibility makes it an invaluable tool for developers, enabling them to efficiently interact with databases and other systems.

XML files are also much smaller than files created using traditional methods, making them ideal for use on websites or mobile applications where speed is important.

XML files in academic publishing

When the XML format entered the scientific world, content sharing and content discoverability became easier than ever before. One of the most important features of XML academic files is their ability to exchange data across multiple platforms.

Abstracting and indexing services that catalogue academic content usually expect to have the documents delivered directly to their portals. XML files allow for just that. When publishers create them for their publications, the technology automatically exports them to all third-party services where the content is to be made visible.

What is more, an XML enables better control of information flow, making sure that the shared data meets the expected standards. All the most important indexing services, such as Clarivate, Scopus, EBSCO or ProQuest, rely on the XML metadata delivered by publishers.

Corrections and document management

XML files offer also a cost-effective, streamlined approach to managing documents. Whenever an error in the data appears, XML files can be easily updated or modified. Every change to existing data triggers automatic export to third-party services to ensure its correctly reflection on their side. This feature enables easier collaboration between authors, editors, publishers and indexing services across the entire publishing cycle.

JATS XML files

XML files are available in different formats; of which one has become especially significant in academic publishing: JATS format (Journal Article Tag Suite). This is an open, XML-based standard for publishing and archiving journal articles. It is widely used by major publishers, including the De Gruyter Publishing Group, of which Sciendo is a part. As a result of its widespread adoption, JATS has become the de facto standard for scholarly publications.

JATS XML files provide a consistent way to store bibliographic data about an article:

• they include the author’s information
• title, abstract and list of keywords
• subject categories
• digital object identifiers (DOIs)
• copyright statements.

JATS XML metadata is typically requested by abstracting and indexing services that store academic content. Professional publishing platforms export the data in an automatic manner, making them available in these services for scientists from all over the world.

JATS XML files are an invaluable tool for modern scientific publishing. They not only facilitate the storage of bibliographic data but also enable researchers to access relevant information quickly and easily from anywhere in the world.

Book and article XML metadata

In academic publishing, data in an XML format is created for all articles and book chapters. There are two ways to make this happen – create XML files for all the available text, including graphics and tables, or for academic metadata only. XML metadata is usually sufficient when it comes to cooperation with indexing services, as most of them are of the abstracting type and do not include full-text versions.

XML metadata includes:

• the document title
• article type (if applicable, for example: review, technical paper, editorial, etc.)
• abstract
• DOI number
• list of keywords
• list of authors with their affiliations
• cover date and publication date
• bibliography
• copyright information.

Full-text XML publication

In addition to metadata, many academic publishers prepare also full versions of papers in an XML format. Such a process is more time-consuming and more expensive, but having the whole paper converted into the XML format provides additional benefits:

• documents can be read directly on the screen, without the need to download the PDF
• XML text adjusts itself to the screens of mobile devices (whereas PDFs must be scrolled), thereby enhancing the reading experience
• papers are searchable for via search engines (whereas PDFs are not), helping to increase the visibility of publications on the Internet.

Full-text XML files are becoming increasingly popular with the demand for documents available in this model constantly increasing. XML files allow publishers to store additional structural elements such as figures or tables associated with each paper. This makes them easy to find when searching through large databases or archives with thousands of articles stored in this format.

One of the biggest advantages of this language is the easiness to read the content on a mobile device. This is especially helpful when travelling. With a few clicks, a full version of an article or book chapter becomes available for reading directly on the phone or tablet.

The statistics show that journals that publish in a full-text XML version have increased usage on mobile devices. Moreover, readers more willingly return to them, knowing that their research is easily readable on their portable devices.

Full-text article XML files in indexing services

Full-text article XML files are sometimes required by abstracting and indexing services. PubMed Central, managed by the United States National Library of Medicine, is an example of just a database. Biomedical journals wishing to include their content in this service are required to submit their complete documents in XML format.

On its website, PubMed Central explains its preference with regard to XML files. According to them, XML is the most practical text format, both software- and hardware-independent, and easily adaptable to changes in technology. Existing files can be effortlessly converted to other text types in the future, in the case of different formats becoming predominant. PubMed Central underlines also that XML tagging enables smooth automatic content parsing, facilitating more advanced searching and linking to other related documents.

Benefits of XML publication

XML provides a powerful tool that can be used by developers and publishers to quickly and efficiently create and share content. Publishing in XML provides an array of benefits:

• XML increases the visibility of documents
• makes it easier for readers to find and read papers through search engines
• XML tagging enables for a convenient citing of  works in other publications 
• documents can be easily shared across different platforms allowing larger audiences to be reached
• helps to ensure that all content is correctly displayed on any device or platform where it is viewed
• XML files are more efficient than traditional methods of document management. They can be used in various ways such as websites or mobile applications.

XML files, especially in JATS format, are an excellent choice for academic publishing because of their versatility, time-saving properties, and their maintenance of quality standards. Having documents available in XML, authors can ensure that their content is properly organized and accessible across multiple platforms with minimal effort on their part.

XML formatting service at Sciendo

Sciendo can convert any academic document into JATS and other XML formats to increase its visibility and to ensure its correct citation. We create XML metadata for all publications on our platform. As an additional service, we prepare also full-text XML files. In the Premier package for journals, we convert all article texts into the XML format.

To find out more about our service, please complete the form.