Hence one has to be cautious, check the tables, figures, references carefully. On some occasions we did detect serious problems with the references at this stage and the manuscripts are returned to the authors to recheck all the references once again even if there is problem with one or two references. If one reference is marked wrongly, there is a possibility that all the reference numbers may have to be changed. The bibliographer is also asked to re-check all the references in most of the accepted manuscripts to eliminate any chances of mistake.
PDF files for Proof Reading: Once a manuscript goes through all those processed, the final edited copy is passed on for composing and page make-up. The pdf file is then sent to the authors with e-journal system to convey the corrections if any. Here again some of the authors do not know how to convey the corrections. Some are not familiar with how to do corrections in the pdf file. Some do that, others send the corrections by e mail but surprisingly a few will send the original manuscript again after making the changes. It is very frustrating and the authors are informed that we cannot go on formatting their manuscript again and again.
They have to convey the corrections so that those changes can be made in the database, sometimes one has to struggle with a few authors to make them understand how and what they are supposed to do and there is no end to some of these e-problems which the editor has to face.
e-publication ahead of Print: Once about six to eight manuscripts of an issue are finalized after correction, we publish them online on our website ahead of print. This facility has been welcomed by the authors as they can take a print, give reference since only page number is missing while it has the Volume, number and the year is also mentioned apart from DOI number. Giving references of such manuscripts ahead of print is now a well accepted reality. Then as we continue to receive the corrections, every manuscript which is finalized, is published straight away at times within an hour of the receipt of corrections to the delight of the authors. This process goes on and once the number of manuscripts which is decided to be included in a particular issue is complete, then we do pagination, make these additions and corrections and then generate the pdf files once again with page number before they are uploaded on the website.
Last minute corrections: The complete issue is uploaded and it offers yet another opportunity to the authors to look at their published manuscript and make sure that all the corrections, changes they had suggested have been made and if not, immediately communicate to the editor so that the left over corrections if any can be made. After about two to three weeks time, the final prints are taken and the issue goes for print. Once the issue has been printed, no corrections are possible in the print issue though some corrections can be made in the online edition on the website at any time. In case of corrections or additions at this stage, the pdf file which is uploaded again carries a note that this was uploaded again on such and such date at the end of the manuscript.
While the editorial team is busy making arrangements for printing of the issue after it is finalized and is published on the website, the authors start sending e mails as to when the print copy will be available. These e mails come not only from the correspondence author who is supposed to communicate with the editor but all the co-authors as well. Similarly while conveying the corrections, at times all the author start sending e-mails separately despite the fact that it has been made clear that only the correspondence author should communicate and reply to all these e-mails which further frustrates the over worked editors and editorial teams. Sometimes the authors change their e mail and fail to communicate this change to the editor with the result that reviewer’s comments or pdf files sent for proof reading have to be re-sent on their new e mail address and all this increases the workload manifold.
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