The post ISSN, ISSN-L, ISSN-H, Print and Online ISSN: What All Those Codes Actually Mean? first appeared on OPEN JOURNAL SYSTEM SERVICES.

The post Getting your journal indexed: what to do before you apply first appeared on OPEN JOURNAL SYSTEM SERVICES.

A practical guide for journal editors navigating the format transition in scholarly publishing

Over the past year, our team at FullTextCreator has been building a system that converts academic article PDFs and Word documents into full-text HTML and JATS XML. We built it because the demand was there — and it keeps growing.

Journals want to publish in multiple formats. Indexing databases increasingly require structured content. Authors expect their work to be discoverable, readable, and citable across platforms. And yet, when we process hundreds of articles from dozens of journals, we keep seeing the same reality: most academic content is still locked inside PDFs designed for a printer that doesn’t exist anymore.

This post is about why that matters — and what to do about it.

If you’re looking for practical guidelines on how to prepare a well-structured academic PDF, we’ve already written a detailed guide on creating machine-readable academic PDFs. Consider that a companion piece to this one.

PDF: A Tool Designed for Print

The PDF format was created in the early 1990s to solve a very specific problem: how do you ensure a document looks exactly the same on every screen and every printer, regardless of operating system or software? The answer was to freeze the layout — to treat the page like a photograph.

For print publishing, this was revolutionary. For digital-first academic publishing, it’s increasingly a limitation.

A PDF is a visual container. It knows where every word is on the page. It does not know that a bold centered line is a section heading, that a superscript number is a citation, or that a block of indented text is an abstract. Machines can see a PDF, but they cannot easily understand it.

This matters more than ever. The academic ecosystem now includes:

• Search engines that need to parse and rank your content
• Indexing databases (PubMed, Scopus, Web of Science) that need to extract metadata
• AI-powered research tools (Semantic Scholar, ResearchRabbit, Perplexity, Elicit) that need to read and summarize full text
• Reference managers (Zotero, Mendeley) that need to extract citations
• Accessibility tools that need to serve content to readers with visual impairments
• Translation pipelines that need clean, structured text

PDF can serve some of these purposes — but only if the PDF itself is carefully structured. In most cases, it serves none of them particularly well.

We Are in a Transition Period

Let’s be honest: PDFs are not going away. And for good reasons.

Many indexing requirements still mandate a PDF full-text submission. TR Dizin, for example, requires a PDF. Several EBSCO and DOAJ policies are built around PDF availability. Authors are accustomed to downloading and sharing PDFs. Peer reviewers expect them. Citation managers import them. Institutions archive them.

More importantly: the habits of a generation of academics are built around the PDF paradigm. You cannot simply replace it overnight, even if you wanted to.

What we are seeing — across PKP’s Open Journal Systems community, among Scopus-indexed journals, and among publishers preparing for PubMed Central submission — is a gradual shift toward multi-format publishing. The PDF stays, but it is no longer alone. Alongside it:

• A full-text HTML version optimized for browser reading
• A JATS XML file for databases and long-term interoperability
• Sometimes an ePub for mobile reading apps

This is not a radical proposal. It is what Nature, PLOS, eLife, and virtually every major academic publisher already does. The question for smaller and mid-sized journals is: when do we start, and how?

The Case for Full-Text HTML

HTML is how the web was built. It is what browsers read natively. And it has specific advantages for academic content that are easy to underestimate.

Readability without a download. A reader on a mobile phone can open an HTML article directly in their browser. No app needed, no 5MB file to download, no PDF viewer struggling to reflow text for a small screen. On mobile — which now accounts for a significant portion of academic reading — HTML wins by a large margin.

Better indexing by search engines. Google Scholar, Bing Academic, and general web crawlers index HTML content more accurately and more completely than PDFs. Headings, keywords, abstracts, author names, and citations embedded in structured HTML are more reliably extracted and ranked.

Accessibility. Screen readers, browser zoom functions, contrast settings, and dyslexia-friendly fonts all work seamlessly with HTML. PDF accessibility requires additional tagging work that most journals skip entirely.

Linking and interactivity. HTML enables clickable reference lists, internal section links, embedded figures with captions, supplementary material expansion, and DOI links that work inline. A PDF is static; HTML is alive.

Compatibility with AI research tools. Tools like Elicit, Consensus, Semantic Scholar, and even general-purpose LLMs process text far more accurately when it is clean HTML than when it is extracted from a PDF. As AI-assisted literature review becomes standard in academic workflows, HTML-published content will have a measurable advantage in discoverability and citation.

The Case for JATS XML

JATS (Journal Article Tag Suite) is the XML standard used by PubMed, PMC, Crossref, and most major academic databases for structured article exchange. If HTML is the format for readers, JATS XML is the format for machines and systems.

PubMed Central requires it. If your journal is applying for or maintaining PubMed/PMC indexing, JATS XML is mandatory. There is no workaround.

Metadata richness that PDF cannot match. A JATS XML file can encode author ORCID IDs, funding information with Funder Registry identifiers, contributor roles (CRediT taxonomy), structured reference lists with DOIs, figure descriptions, license terms, and dozens of other metadata fields — all in a machine-readable, standardized way. This is the difference between having metadata and communicating it to every system that touches your content.

Portability and long-term interoperability. JATS XML is format-agnostic. From a single well-formed XML file, you can generate HTML, PDF, ePub, or any future format. It is the master record from which everything else can be derived. This is why major publishers maintain JATS XML as their canonical content format.

Future-proofing for AI and data mining. Academic data mining — the large-scale analysis of scientific literature for trends, systematic reviews, and AI training — operates almost entirely on structured XML. Journals that publish JATS XML contribute to and benefit from this ecosystem. Journals that publish only PDF are largely invisible to it.

Crossref metadata deposit. When you register a DOI with Crossref, the metadata you deposit determines how well your article is matched in citation indexes. JATS XML enables richer, more accurate Crossref deposits than manual metadata entry.

What About Metadata? The Invisible Foundation

One pattern we see repeatedly in our conversion work: journals that are eager to publish HTML or XML, but whose source PDFs are missing the very metadata that makes structured publishing possible.

No ORCID IDs for authors. No clear received/accepted dates. No DOI on the first page. References without DOIs. Keywords buried in the abstract text without a clear label.

Structured formats are only as good as the data that goes into them. Before investing in HTML or XML publishing, it is worth auditing your current PDF production workflow against a basic metadata checklist. We wrote that checklist here: Creating Machine-Readable Academic PDFs.

A Practical Path Forward

For most journal editors reading this, the question is not philosophical — it is operational. You have a small team, a limited budget, and a backlog of articles to process. Here is a realistic framework:

Step 1: Fix the PDF first.
A well-structured PDF with complete metadata is the foundation. If your PDF production is inconsistent, HTML and XML outputs will inherit those problems. Use the checklist linked above.

Step 2: Add HTML for current issues.
Full-text HTML for new articles is achievable with existing tools. OJS supports HTML galley uploads natively. Even a basic, clean HTML version is a significant upgrade over PDF-only publishing.

Step 3: Pursue JATS XML for indexing goals.
If your journal is targeting PubMed, pursuing higher Scopus standing, or preparing a Plan S compliance statement, JATS XML is the path. This is more complex, but the infrastructure exists to support it.

Step 4: Don’t do it manually.
Manual conversion of PDFs to HTML or JATS XML is slow, expensive, and error-prone. Automation — whether through your own typesetting workflow, a conversion service, or a platform like FullTextCreator — is the only scalable approach.

Why We Built FullTextCreator

This is not a theoretical discussion for us. We built FullTextCreator precisely because we saw how much friction existed between a journal’s content and its full digital potential.

The service accepts PDF or Word document uploads and produces clean full-text HTML and JATS XML — structured, metadata-rich, and ready for OJS galley upload or database submission. The demand since launch has been consistent and growing, particularly from journals in Turkey, Eastern Europe, and Southeast Asia that are navigating indexing requirements for the first time or preparing PMC applications.

The problem we keep solving is the same: a journal has years of well-written, peer-reviewed content, but it is locked in PDFs that no database can properly read. Format conversion is the bridge between the content that exists and the visibility it deserves.

Conclusion

The academic publishing format question is not PDF versus HTML versus XML. It is PDF plus HTML plus XML — a multi-format strategy that serves readers, machines, indexing databases, and AI tools simultaneously.

PDF remains essential for the foreseeable future. But journals that publish only in PDF are leaving discoverability, accessibility, and indexing potential on the table. The transition is already underway at every level of the scholarly publishing ecosystem. The question is not whether to make the shift, but how to do it efficiently.

For journals serious about visibility, indexing, and future-proofing their content: the format upgrade is not optional. It is infrastructure.

Looking for hands-on help with format conversion? Visit fulltextcreator.com or explore our OJS hosting and services for academic journal support.

The post From Print to Digital: PDF, HTML, or XML – What Should Academic Journals Publish Today? first appeared on OPEN JOURNAL SYSTEM SERVICES.

Zenodo is a free, open-access repository developed by CERN that allows researchers and publishers to assign Digital Object Identifiers (DOIs) to their publications — completely free of charge. Unlike commercial DOI providers, Zenodo offers unlimited DOI registration with no annual fees, making it an ideal solution for academic journals operating on limited budgets.

With a Zenodo DOI, your articles gain permanent, citable identifiers that are indexed by major academic databases, ensuring long-term discoverability and accessibility for the global research community.

How Zenodo DOI Works — What to Expect

It’s important to understand how Zenodo DOIs differ from services like CrossRef or DataCite. When you assign a DOI through Zenodo:

• The DOI link (e.g., https://doi.org/10.5281/zenodo.12345) resolves to the Zenodo record page, not directly to your journal website.
• Zenodo stores a copy of your article (PDF and metadata) as an open-access archive on its platform.
• Your journal URL is included in the Zenodo metadata, so readers can easily find and visit your journal from the Zenodo page.

This is different from CrossRef, where the DOI link points directly to the article on your journal website. With Zenodo, your article gains an additional presence on a trusted, CERN-hosted repository — providing extra visibility, long-term preservation, and credibility. Many journals use Zenodo DOIs as a cost-free alternative to commercial DOI services, and the Zenodo landing page serves as a secondary access point that complements your journal.

The Challenge: A Tedious Manual Process

While Zenodo provides an excellent free DOI service, the process of depositing articles is entirely manual. For each article, journal editors must:

1. Log in to Zenodo and create a new upload to reserve a DOI
2. Copy the DOI and add it to the article’s PDF and OJS metadata
3. After publishing the article in OJS, return to Zenodo
4. Manually enter all metadata — title, authors, affiliations, abstract, keywords
5. Fill in publishing information — journal name, ISSN, volume, issue, page numbers
6. Upload the PDF file
7. Review everything and publish the record

This process takes 10–15 minutes per article and is highly prone to errors — typos in author names, missing affiliations, incorrect page numbers, or forgotten keywords. For journals publishing 30–100+ articles per year, this becomes a significant burden on editorial staff.

Our Solution: Zenodo DOI Sync Plugin for OJS

Based on direct feedback and requests from our OJS clients and the academic publishing community, we developed the Zenodo DOI Sync Plugin — a comprehensive integration that automates the entire Zenodo deposit workflow directly from within OJS.

What previously took 10–15 minutes of manual data entry per article now takes a single click and a few seconds. All metadata is pulled directly from OJS, eliminating human error and ensuring consistency between your journal and Zenodo records.

We continue to actively develop this plugin and provide dedicated support based on user feedback and evolving Zenodo API requirements.

Key Features

🔑 Secure Token-Based Authentication

The plugin connects to Zenodo using your personal access token — no passwords stored, no complex OAuth flows. Simply generate a token from your Zenodo account and paste it into the plugin settings. Each journal can have its own Zenodo account and token.

🏷️ One-Click DOI Reservation

Reserve a DOI from Zenodo without leaving OJS. The DOI is automatically saved to the article’s identifier field. No need to switch between OJS and Zenodo.

📋 Automatic Metadata Synchronization

With a single click, the plugin transfers all article metadata to Zenodo:

• Title — in the article’s original language
• Authors — with full names, affiliations, and ORCID identifiers
• Abstract — with HTML formatting preserved (bold, italic, paragraphs)
• Keywords — all subject keywords from the article
• Journal Information — journal name, ISSN, volume, issue, page numbers
• Publication Date — from the OJS publishing date

📄 Automatic File Upload

The plugin automatically uploads all galley files (PDF and others) from OJS to Zenodo. It handles file cleanup — removing old files before uploading new ones — ensuring your Zenodo record always matches your OJS content.

🌐 Zenodo Community Integration

If your journal has a Zenodo community, the plugin can automatically associate new deposits with your community. Simply enter your community slug in the settings, and every new DOI reservation will be linked to your community page.

🚀 Publish to Zenodo from OJS

Once your article is published in OJS, you can publish it to Zenodo with one click. The plugin handles metadata sync, file upload, community review submission, and publication — all in a single operation.

📊 DOI Management Dashboard

A dedicated management page in the OJS sidebar gives you a complete overview of all articles and their Zenodo status:

• Filter by Zenodo status (Draft / Published), OJS status, or issue
• Search by title, DOI, or article ID
• Sort by any column
• Sync or publish individual articles directly from the dashboard
• Color-coded status badges for instant visual overview

🔄 Legacy DOI Scanner

Already have articles with Zenodo DOIs that were created manually? The built-in scanner finds all existing Zenodo DOIs in your journal, checks their current status on Zenodo (draft or published), and updates the local database — so you can manage everything from one place.

🌍 Multi-Language Support

The plugin interface is fully translated in English and Turkish, with support for additional languages. All labels, messages, and notifications adapt to your OJS language setting.

🔒 Role-Based Access Control

Only Site Administrators and Journal Managers can access Zenodo features. Authors, reviewers, and other users cannot see or interact with DOI management tools.

What’s Included

• ✅ Full plugin with all features described above
• ✅ Installation and configuration support
• ✅ Zenodo account and token setup assistance
• ✅ Community configuration help
• ✅ Free updates for compatibility and improvements
• ✅ Ongoing technical support

Continuous Updates & Important Notes

This plugin is actively maintained and regularly updated to keep pace with OJS releases and Zenodo API changes. All updates are provided free of charge.

A note about Zenodo: Zenodo is an independent service operated by CERN with its own policies and eligibility criteria. While Zenodo offers free DOI registration for most academic content, they may apply restrictions on certain types of publications or journals at their discretion. Such policies are determined solely by Zenodo and are outside the scope of this plugin. We recommend checking Zenodo’s policies to confirm eligibility for your journal.

Compatibility

• OJS Version: 3.3.x
• PHP: 7.4, 8.0, 8.1
• Zenodo API: InvenioRDM REST API

Get the Plugin →

The post Why Zenodo DOI for Academic Journals? first appeared on OPEN JOURNAL SYSTEM SERVICES.

If you’re setting up an academic journal or managing one through OJS, you’ve probably wondered: Should I use traditional page numbers or switch to article numbers? Do I really need both volume and issue? What do PubMed and Scopus actually require?

These questions matter more than you might think. The wrong choice can cause indexing problems, citation errors, and headaches down the road. This guide breaks down everything you need to know about article numbering systems, helps you choose the right model for your journal, and shows you how to configure it properly in OJS.

Understanding the Basics

Before diving into the details, let’s clarify what each term means:

Volume

A volume is the highest-level grouping of articles, typically corresponding to one calendar year. Some high-output journals publish multiple volumes per year, but one volume per year is standard.

Example: Journal of Chemistry, Volume 48 (2024)

Issue

An issue is a subdivision within a volume. Depending on publication frequency, a journal might have 2, 4, 6, 12, or more issues per year.

Example: Volume 48, Issue 3 (May-June 2024)

Page Numbers (fpage/lpage)

Page numbers indicate where an article begins and ends:

• fpage (First Page): The starting page
• lpage (Last Page): The ending page

Example: Pages 245-260

In traditional journals, page numbers run continuously throughout a volume. So Issue 1 might be pages 1-150, Issue 2 would be 151-300, and so on.

Elocation-ID (Article Number)

An elocation-id (electronic location identifier) is a unique article identifier that replaces physical page numbers in digital publishing. Think of it as a permanent address for your article that doesn’t depend on where it sits in a printed issue.

Common formats:

• e12345 (PLOS, eLife style)
• 2024.01.15.576123 (preprint style)
• 100234 (simple numeric)
• eabc1234 (Science Advances style)

The elocation-id is essential for continuous publishing, where articles are published as soon as they’re ready rather than waiting for an issue to be compiled.

How Academic Publishing Has Changed

The Print Era (1665-1990s)

For over 300 years, academic publishing followed the same basic model:

• Articles were collected into “issues” at regular intervals
• Issues were printed and mailed to subscribers
• Page numbers ran sequentially through each volume
• At year’s end, issues were bound into volumes

The volume + issue + page number combination uniquely identified every article.

The Digital Transition (1990s-2010s)

When journals moved online, they initially just created digital copies of print issues:

• PDFs replicated the print version exactly
• Page numbers were preserved in digital format
• Issues were still published as complete units

Modern Digital Publishing (2010s-Present)

The last decade has fundamentally transformed how journals operate:

Continuous Publishing: Articles are published immediately upon acceptance, without waiting for an issue. This is crucial in fast-moving fields like medicine and biology where timely dissemination can impact patient care.

Online-First / Ahead of Print: Articles appear online before being assigned to an issue.

HTML and XML-First Workflows: Instead of PDF-centric production, modern journals produce structured, searchable, accessible content. JATS XML has become the standard format for scholarly articles.

Four Publishing Models Compared

Model 1: Traditional (Volume + Issue + Pages)

Model 2: Volume + Elocation-ID (No Issues)

Model 3: Issue Only + Pages

Model 4: Continuous Publishing

What Each Index Actually Requires

This is where it gets practical. Different indexes have different requirements, and getting this wrong can cause real problems.

Requirements Comparison Table

*For continuous publishing in PMC, year can substitute for volume.

Critical Rules You Must Know

PubMed and PubMed Central (PMC)

PubMed is the world’s largest biomedical literature database. Their requirements are clear:

Golden Rule: Either fpage (first page) OR elocation-id MUST be present. Articles without one or the other will be rejected.

✅ Valid: Volume: 48, Issue: 3, fpage: 245, lpage: 260
✅ Valid: Volume: 2024, elocation-id: e12345
❌ Invalid: Volume: 48, Issue: 3 (no page or elocation!)

Crossref

Crossref manages the DOI system. For DOI registration:

Golden Rule: DOI is mandatory. Other metadata fields are optional but highly recommended—the richer your metadata, the better citation linking works.

Scopus and Web of Science

These selective indexes consider metadata quality when evaluating journals:

• Consistent metadata structure across all articles
• Complete author information and affiliations
• Proper date formatting
• Structured reference lists

Important: Metadata inconsistencies (some articles have volume, others don’t) can be grounds for rejection when applying for indexing!

Which Model Should You Choose?

Decision Tree

How many articles does your journal publish per year?
│
├─► 50+ articles/year
│   │
│   └─► Consider Continuous Publishing + Elocation-ID
│       (Articles published as soon as ready)
│
├─► 20-50 articles/year
│   │
│   ├─► Can you maintain a regular issue schedule?
│   │   │
│   │   ├─► Yes → Traditional (Volume + Issue + Pages)
│   │   │
│   │   └─► No → Volume + Elocation-ID (no issues)
│
└─► Fewer than 20 articles/year
    │
    └─► Traditional model or issue-only model

Recommendations by Discipline

Switching from One Model to Another

Already publishing with one model and want to change? It’s possible, but requires careful planning.

Switching from Page Numbers to Elocation-ID

When to switch:

• Publication volume is increasing
• Issue compilation is creating bottlenecks
• Authors complain about publication delays

How to switch:

1. Clean break: Start using elocation-id from a specific volume/year
   • Example: “Starting with Volume 49 (2025), articles will use article numbers instead of page numbers”
2. Gradual transition: Assign elocation-id for online-first, then add page numbers when compiling issues

What to do:

• Notify all indexes in advance
• Update your website with an explanation
• Preserve archive records

Switching from Volume + Issue to Volume Only

This transition is relatively straightforward:

1. Publish your final issue and announce: “Future articles will be published continuously without issue numbers”
2. Define your elocation-id format (e.g., e2025001, e2025002…)
3. Update your metadata templates

Switching to Continuous Publishing

This is the most comprehensive change, requiring:

Technical infrastructure:

• Per-article DOI registration (not batch)
• Online-first publication system
• HTML/XML-first workflow

Process changes:

• Each article finalized independently
• No page layout or issue compilation
• Publication date = acceptance + production time (typically 1-4 weeks)

Index notifications:

• Formal notification to PubMed, Scopus, WoS
• Updated Crossref metadata structure

Transition Checklist

• [ ] Does the ISSN need updating? (Usually no)
• [ ] Website citation guide updated?
• [ ] Authors informed of new citation format?
• [ ] Indexes formally notified?
• [ ] OJS settings updated?
• [ ] DOI registration templates updated?

OJS Configuration Guide

If you’re using Open Journal Systems, here’s how to configure each model:

Traditional Model Setup

1. Go to Settings → Journal → Masthead
2. Configure your publication schedule
3. For each issue, go to Issues → Create Issue:
   • Set Volume number
   • Set Issue number
   • Pages will be assigned per article
4. When adding/editing articles, enter:
   • Pages: e.g., “245-260”

Elocation-ID Setup (OJS 3.3+)

1. Go to Settings → Workflow → Submission → Metadata
2. Enable the “Pages” field (this can hold elocation-id)
3. For articles, enter the elocation-id in the Pages field:
   • Pages: e12345
4. In your citation style, ensure elocation-id displays correctly

Continuous Publishing Setup

1. Create a single “issue” for the entire year:
   • Volume: 2025
   • Issue: Leave blank or use “1”
   • Year: 2025
2. Publish articles directly to this “issue” as they’re ready
3. Use elocation-id for each article
4. The publication date will be recorded individually per article

Need help configuring OJS? At ojs-services.com, we help journals set up and configure OJS for any publishing model. Whether you need installation, migration, or ongoing support, we’re here to help your journal succeed.

JATS XML Examples

For those producing JATS XML (required for PMC and recommended for many indexes), here are the correct structures:

Traditional Model

<article-meta>
  <article-id pub-id-type="doi">10.1234/example.2024.001</article-id>
  <volume>48</volume>
  <issue>3</issue>
  <fpage>245</fpage>
  <lpage>260</lpage>
  <pub-date date-type="pub" publication-format="print">
    <day>15</day>
    <month>06</month>
    <year>2024</year>
  </pub-date>
</article-meta>

Volume + Elocation-ID

<article-meta>
  <article-id pub-id-type="doi">10.1234/example.2024.e12345</article-id>
  <volume>2024</volume>
  <elocation-id>e12345</elocation-id>
  <pub-date date-type="pub" publication-format="electronic">
    <day>20</day>
    <month>01</month>
    <year>2024</year>
  </pub-date>
</article-meta>

Continuous Publishing

<article-meta>
  <article-id pub-id-type="doi">10.1234/example.2024.01.15.123456</article-id>
  <volume>2024</volume>
  <elocation-id>2024.01.15.123456</elocation-id>
  <pub-date date-type="pub" publication-format="electronic">
    <day>15</day>
    <month>01</month>
    <year>2024</year>
  </pub-date>
  <pub-date date-type="collection">
    <year>2024</year>
  </pub-date>
</article-meta>

Issue Only

<article-meta>
  <article-id pub-id-type="doi">10.1234/example.45.001</article-id>
  <issue>45</issue>
  <fpage>1</fpage>
  <lpage>15</lpage>
  <pub-date date-type="pub" publication-format="print">
    <month>03</month>
    <year>2024</year>
  </pub-date>
</article-meta>

Pro Tip: Need to convert your PDFs to JATS XML? Tools like FullTextCreator.com can help automate the conversion process while maintaining proper metadata structure for all publishing models.

Common Mistakes to Avoid

Mistake 1: No Page Number AND No Elocation-ID

This will cause PubMed rejection:

<!-- WRONG -->
<volume>48</volume>
<issue>3</issue>
<!-- Where's the page number or elocation-id? -->

Fix: Always include either fpage or elocation-id.

Mistake 2: Using Both Page Numbers and Elocation-ID Inconsistently

<!-- CONFUSING -->
<fpage>1</fpage>
<lpage>15</lpage>
<elocation-id>e12345</elocation-id>
<!-- Which one is authoritative? -->

Fix: Pick one system and stick with it. If using elocation-id, don’t add page numbers.

Mistake 3: Volume Without Year Context

<!-- AMBIGUOUS -->
<issue>3</issue>
<fpage>245</fpage>
<!-- Issue 3 of which year? -->

Fix: Always include volume or year information.

Mistake 4: Inconsistent Metadata Across Articles

Some articles have volume and issue, others have only volume, others have neither—this inconsistency can harm your indexing applications.

Fix: Use the same metadata structure for every article.

Mistake 5: Changing Models Mid-Volume

Starting the year with page numbers and switching to elocation-id mid-year creates confusion.

Fix: If switching models, do it at the start of a new volume/year.

Conclusion

Choosing the right article numbering system isn’t just a technical decision—it affects your journal’s discoverability, citation accuracy, and indexing success.

Key Takeaways

1. For new journals: Consider starting with elocation-id and volume-only. It provides flexibility for the future.
2. For established journals: You can keep your traditional model, but consider adding online-first publication.
3. For high-volume journals: Seriously evaluate continuous publishing.
4. For all journals:
   • Always use DOIs
   • Produce JATS XML output
   • Maintain metadata consistency
   • Collect author ORCIDs

The Golden Rule

Whatever model you choose, consistency is key. Pick a model, inform all indexes, and apply the same standard to every article.

Need Help?

Setting up or reconfiguring your OJS journal? Have questions about metadata, indexing, or publishing models?

Contact us at ojs-services.com:

• OJS Installation and Hosting
• OJS Upgrades and Migration
• Custom Theme Development
• 24/7 Technical Support

📞 WhatsApp: +90 543 221 11 28 📧 Email: info@ojs-services.com

This guide provides general information about academic publishing standards. For specific index requirements, please consult the official documentation of each indexing service.

Useful Links:

• JATS Official Documentation
• PubMed Publisher Guide
• Crossref Metadata Guide
• DOAJ Application Guide
• OJS Documentation

2026 ojs-services.com – Helping academic journals succeed since 2015

The post Volume, Issue, Page Numbers, and Elocation-ID in Academic Journals first appeared on OPEN JOURNAL SYSTEM SERVICES.

The Complete Guide to Creating Machine-Readable Academic PDFs: Best Practices for Publishers and Editors

A comprehensive guide developed from real-world experience processing thousands of academic articles

Introduction

Over the past months, our team has been developing FullTextCreator, a specialized software solution that converts academic article PDFs into HTML and JATS XML formats for digital publishing and indexing. During this journey—processing hundreds of articles from various journals, disciplines, and countries—we’ve encountered a recurring challenge: inconsistent and incomplete metadata in PDF files.

PDF remains at the heart of academic publishing—and for good reason. Its ability to encapsulate an entire article in a single, self-contained file with embedded tables, figures, and formatting makes it unmatched for portability, sharing, and archival purposes. However, the publishing landscape is evolving. Increasingly, journals are complementing their PDF offerings with HTML, XML, JATS XML, and EPUB formats to enhance accessibility, enable seamless indexing, facilitate data exchange, and comply with emerging standards. These initiatives demonstrably improve a journal’s visibility and discoverability, streamline the indexing process, and meet the growing demands of major databases—many of which now require or strongly prefer structured formats alongside traditional PDFs.

Through our work with JATS XML generation, HTML conversion, and integration with indexing systems, we’ve identified critical patterns that determine whether an article can be processed smoothly or requires extensive manual intervention. The feedback from our users and the edge cases we’ve encountered have revealed that many publishers and content creators are unaware of the specific requirements that enable automated processing.

This guide represents our collective learning—a resource we feel compelled to share with the academic publishing community. Our goal is to help publishers, editors, typesetters, and content creators produce PDF files that are not just visually appealing, but also machine-readable, interoperable, and future-proof.

Whether you’re a journal editor, a typesetting professional, or an author preparing your manuscript, following these guidelines will ensure your content integrates seamlessly with the global academic infrastructure.

Why Does This Matter?

The Digital Academic Ecosystem

Academic publishing has evolved far beyond print journals. Today, your article’s discoverability, citation potential, and long-term preservation depend on its integration with numerous digital systems:

Discovery & Indexing:

• ✅ PubMed/PMC – The world’s largest biomedical literature database
• ✅ Scopus – Elsevier’s comprehensive abstract and citation database
• ✅ Web of Science – Clarivate’s premier citation index
• ✅ Google Scholar – The most widely used academic search engine
• ✅ DOAJ – Directory of Open Access Journals
• ✅ TR Dizin – Turkish national academic index
• ✅ EBSCO – Major academic database aggregator

Identifier & Registration Systems:

• ✅ CrossRef – DOI registration and metadata repository
• ✅ ORCID – Researcher identification system
• ✅ ROR – Research Organization Registry
• ✅ Fundref – Funding acknowledgment registry

Preservation & Archiving:

• ✅ LOCKSS – Lots of Copies Keep Stuff Safe
• ✅ CLOCKSS – Controlled LOCKSS
• ✅ Portico – Digital preservation service
• ✅ Internet Archive – Long-term web archiving

Open Access & Compliance:

• ✅ OpenAIRE – European open science infrastructure
• ✅ CORE – World’s largest aggregator of open access research
• ✅ Unpaywall – Open access availability detection
• ✅ Plan S compliance – Funder mandate requirements

The Cost of Poor Metadata

When PDF metadata is incomplete or inconsistent:

1. Delayed Indexing: Articles may take months to appear in databases, or never appear at all
2. Lost Citations: Incorrectly formatted references can’t be matched and counted
3. Author Misattribution: Authors lose credit for their work
4. Funding Non-Compliance: Grant requirements may not be met
5. Preservation Gaps: Articles may not qualify for long-term archiving
6. Reduced Discoverability: Potential readers can’t find your content
7. Manual Processing Costs: Staff time spent fixing avoidable errors

Essential Metadata Requirements

1. Digital Object Identifier (DOI)

The DOI is your article’s permanent digital address. It must be:

Correct Format:

DOI: 10.12345/journalname.2024.001

Common Mistakes to Avoid:

• Missing colon after “DOI”
• Using equals sign (DOI=10.xxx)
• Broken or unresolvable DOI links
• DOI placed only in footer (hard to extract)

Best Practice: Display the DOI prominently on the first page, preferably in the header area with the full https://doi.org/ URL.

2. Author Information

Complete author metadata enables proper attribution and networking.

Required Elements:

Ahmet Yılmaz¹*, Mehmet Kaya², Ayşe Demir¹

¹ Istanbul University, Faculty of Medicine, Istanbul, Turkey
² Ankara University, Faculty of Science, Ankara, Turkey

* Corresponding Author: ahmet.yilmaz@istanbul.edu.tr

ORCID:
Ahmet Yılmaz: https://orcid.org/0000-0001-2345-6789
Mehmet Kaya: https://orcid.org/0000-0002-3456-7890
Ayşe Demir: https://orcid.org/0000-0003-4567-8901
OR
Ahmet Yılmaz: 0000-0001-2345-6789
Mehmet Kaya: 0000-0002-3456-7890
Ayşe Demir: 0000-0003-4567-8901

Critical Points:

• Author order must be clear and unambiguous
• Affiliations linked via superscript numbers
• Corresponding author marked with asterisk (*)
• Email address for corresponding author
• ORCID iDs for all authors (16-digit format: 0000-0000-0000-0000)

Why ORCID Matters: ORCID disambiguation prevents author confusion (e.g., distinguishing between “J. Smith” researchers), ensures proper citation counting, and is increasingly required by funders and publishers.

3. Dates (Article Timeline)

Publication dates enable citation tracking and establish priority.

Required Dates:

Received: January 15, 2024
Revised: February 20, 2024 (if applicable)
Accepted: March 10, 2024
Published Online: April 1, 2024

Acceptable Formats:

• January 15, 2024 (Month DD, YYYY)
• 15 January 2024 (DD Month YYYY)
• 2024-01-15 (ISO format: YYYY-MM-DD)
• 15.01.2024 (DD.MM.YYYY – common in Europe)

Key Terms Recognized:

Important: Be consistent—use the same date format throughout the document.

4. Journal Information

Journal metadata connects your article to its publication venue.

Required Elements:

Journal of Health Sciences 2024; 15(3): 123-135
ISSN: 1234-5678 (Print) | e-ISSN: 8765-4321 (Online)
Publisher: Academic Publishing House

Components:

• Journal title (full name, not abbreviation only)
• Volume number
• Issue number
• Page range (first page – last page) OR e-location ID
• ISSN (print and/or electronic)
• Publisher name

ISSN Format: Always use the format XXXX-XXXX (four digits, hyphen, four digits/X).

5. Abstract and Keywords

Abstracts are crucial for indexing and discoverability.

Structure:

ABSTRACT

[Abstract text - typically 150-300 words]

Keywords: keyword1, keyword2, keyword3, keyword4, keyword5

Best Practices:

• Use “ABSTRACT” or “Abstract” as a clear heading
• For multilingual journals: provide abstracts in all relevant languages
• Keywords should be separated by commas or semicolons
• Include 3-7 keywords
• Use terms from controlled vocabularies when possible (MeSH for medical articles)

Multilingual Considerations: If your article is in a language other than English, include both:

• Abstract in the article’s language
• English abstract (required by most international indexes)

6. Article Type Classification

Clearly indicate what type of article this is:

Common Types:

Display: Include article type prominently, typically above the title.

7. License and Copyright

Open access compliance requires clear licensing.

Recommended Format:

© 2024 The Author(s). This is an open access article under the 
CC BY 4.0 license (https://creativecommons.org/licenses/by/4.0/)

Common Licenses:

• CC BY 4.0 – Attribution (most permissive)
• CC BY-NC 4.0 – Attribution-NonCommercial
• CC BY-SA 4.0 – Attribution-ShareAlike
• CC BY-NC-ND 4.0 – Attribution-NonCommercial-NoDerivatives

Important: Include the full URL to the license. This enables automated license detection.

Recommended PDF First Page Layout

Here’s an ideal structure for your article’s first page:

┌─────────────────────────────────────────────────────────────────┐
│  [JOURNAL LOGO]                                                 │
│                                                                 │
│  Journal of Example Sciences                                    │
│  2024; Volume 15, Issue 3, Pages 123-135                        │
│  ISSN: 1234-5678 | e-ISSN: 8765-4321                            │
│  DOI: https://doi.org/10.12345/jes.2024.001                     │
│                                                                 │
│  ─────────────────────────────────────────────────────────      │
│                                                                 │
│  RESEARCH ARTICLE                                               │
│                                                                 │
│  Title of the Article Goes Here: A Comprehensive Study          │
│                                                                 │
│  First Author¹*, Second Author², Third Author¹                  │
│                                                                 │
│  ¹ Department of Science, University of Example, City, Country  │
│  ² Institute of Research, Another University, City, Country     │
│                                                                 │
│  * Corresponding Author: first.author@university.edu            │
│                                                                 │
│  ORCID: F. Author: 0000-0001-2345-6789                          │
│         S. Author: 0000-0002-3456-7890                          │
│         T. Author: 0000-0003-4567-8901                          │
│                                                                 │
│  Received: January 15, 2024 | Accepted: March 10, 2024          │
│  Published Online: April 1, 2024                                │
│                                                                 │
│  ─────────────────────────────────────────────────────────      │
│                                                                 │
│  ABSTRACT                                                       │
│                                                                 │
│  [Abstract text...]                                             │
│                                                                 │
│  Keywords: keyword1, keyword2, keyword3, keyword4               │
│                                                                 │
│  ─────────────────────────────────────────────────────────      │
│                                                                 │
│  © 2024 The Author(s). CC BY 4.0                                │
│  https://creativecommons.org/licenses/by/4.0/                   │
│                                                                 │
└─────────────────────────────────────────────────────────────────┘

Article Content and Structural Layout

Not only the first page but also the structure of the body text is of critical importance for machine readability and conversion processes. Paying attention to the following rules when organizing your content will ensure that our software and other indexing systems process your article correctly.

1. Heading Hierarchy and Format

Headings and subheadings within the article must clearly demonstrate the text’s hierarchical structure.

• Visual Distinction: Main headings (H1), subheadings (H2), and lower-level headings (H3) must differ from one another in size, weight (boldness), or style. For example; main headings could be 14 pt and bold, subheadings 12 pt and bold, and a lower level 12 pt and italic.

• Consistency: Apply your chosen format consistently throughout the entire article. This ensures software correctly detects heading levels.

2. Image, Table, and Figure Captions

Visual elements and tables are separated from the text flow during machine processing. Therefore, it is absolutely mandatory for each to have a caption indicating what it is.

• Numbering: Use sequential numbering for each element type (e.g., Table 1, Table 2… or Figure 1, Figure 2…).

• Descriptive Text: A short and clear title/caption explaining the element must immediately follow the numbering.

• Position: Table titles should generally be placed above the table, while figure and image captions should generally be placed below the visual, and this rule must be consistent throughout the article.

• Example:

  • Table 1: Demographic characteristics of patients participating in the study.

  • Figure 3: Schematic representation of the experimental setup.

3. Column Layout

The layout of the article text directly affects the accuracy of the automated extraction process.

• Single Column Recommendation: In every possible case, we strongly recommend using a single-column layout for the article body. Single-column texts are read much more easily and accurately by machines, the text flow remains intact, and HTML/XML conversions are smoother.

• Strict Necessity: If using two columns is absolutely necessary due to journal design, ensure that the gap between columns is distinct and the text flow (left-to-right, top-to-bottom) is clear. However, remember that multi-column structures increase the risk of conversion errors.

Pre-Publication Checklist

Before finalizing your PDF, verify:

✅ Identification

• [ ] DOI is present and correctly formatted
• [ ] DOI link is functional (resolves to the article)
• [ ] ISSN/e-ISSN is displayed
• [ ] Journal name is complete (not just abbreviation)

✅ Authors

• [ ] All author names are listed in correct order
• [ ] Each author has affiliation number(s)
• [ ] All affiliations are listed with corresponding numbers
• [ ] Corresponding author is marked (*)
• [ ] Corresponding author email is provided
• [ ] ORCID iDs are included for all authors

✅ Dates

• [ ] Received date is present
• [ ] Accepted date is present
• [ ] Published/Online date is present
• [ ] Date format is consistent throughout
• [ ] Dates are logical (received < accepted < published)

✅ Content Metadata

• [ ] Article type is clearly indicated
• [ ] Abstract is present with clear heading
• [ ] Keywords are listed (comma or semicolon separated)
• [ ] Volume, issue, and page numbers are included

✅ Structural and Visual Layout

• [ ] Headings and subheadings are in different formats (size, bold, etc.) to show hierarchy

• [ ] All images, tables, and figures have numbered and descriptive captions

• [ ] Article body is prepared in a single-column layout if possible

✅ Rights & Access

• [ ] Copyright statement is included
• [ ] License type is specified
• [ ] License URL is provided

✅ Multilingual (if applicable)

• [ ] Abstract in article language
• [ ] Abstract in English
• [ ] Keywords in both languages
• [ ] All dates use consistent terminology

Common Mistakes and How to Fix Them

Conclusion

Creating well-structured PDFs is an investment in your journal’s digital future. The metadata you include today determines how discoverable, citable, and preservable your content will be for decades to come.

At FullTextCreator, we’ve built our system to handle variations in formatting—but the cleaner your source files, the more accurate and faster the conversion process. By following these guidelines, you’re not just making our job easier; you’re ensuring your authors’ work reaches its full potential audience.

Questions or need help? Visit fulltextcreator.com or contact us at support@fulltextcreator.com.

This guide is provided by the FullTextCreator team as a service to the academic publishing community. We welcome feedback and suggestions for improvement.

Last Updated: January 2025

The post Creating Academic PDFs: Best Practices for Publishers and Editors first appeared on OPEN JOURNAL SYSTEM SERVICES.

The Public Knowledge Project (PKP) has unveiled one of the most transformative updates to the Open Journal Systems (OJS) platform:
Preprints and Continuous Publication are now natively integrated in OJS 3.6 — a long-awaited step toward faster, more transparent, and flexible scholarly communication.

Developed under the Open Research Europe (ORE) initiative and funded by the European Commission, this release redefines how journals can manage the flow of research—from first submission to final publication.

“With OJS 3.6, journals can publish preprints, release articles continuously, and update versions without losing transparency.”

🚀 Key Advancements in OJS 3.6

1. Preprint Workflow Integration

Editors can now publish submissions before peer review as Author’s Original (AO) versions, and later upgrade them to Version of Record (VoR) once peer review is complete.

How it works:

• Submit → Publish as Preprint (AO)
• Peer review and production → Publish as Version of Record (VoR 1.0)
• Minor correction → VoR 1.1

This unified workflow means journals no longer need separate systems like OPS to handle preprints.

Example: A paper can be made public as a preprint today and officially released as a peer-reviewed VoR version next month, all within the same OJS installation.

🎥 Watch the official presentation: Preprints and Continuous Publication in OJS 3.6 – thanks to OSS ORE and the European Commission.

2. Continuous Publication Model

Traditionally, OJS tied every article to a journal issue.
Now, with Continuous Publication, that limitation is gone.

Editors can:

• Publish articles immediately, without waiting for an issue to close.
• Assign those articles to an issue later, if desired.
• Organize content thematically using categories rather than issues.

“Publish first, organize later — OJS 3.6 makes it possible.”

This model benefits open-access and fast-moving journals that value immediacy and reader access.

🧭 Adopting the NISO JAV Standard

OJS 3.6 introduces formal terminology and structure through the NISO Journal Article Versioning (JAV) standard.
This ensures interoperability between publishers, repositories, and indexing systems.

Each revision is preserved and citable — improving traceability and trust in the scholarly record.

🧩 Three Publishing Models, One Platform

OJS 3.6 allows journals to combine or choose between three workflows:

1. Traditional Issue-Based Publishing
   • Peer review → Issue assignment → VoR 1.0 publication.
2. Hybrid Preprint → VoR Publishing
   • Early Preprint (AO) release → later upgraded to VoR 1.0 (and minor updates like 1.1).
3. Fully Continuous Publishing (No Issues)
   • Articles appear immediately and are organized by categories or thematic collections.
   • Issue-related fields are automatically hidden for simplicity.

Tip: Editors can mix and match — some sections may follow issues, others continuous publication.

⚙️ Simplified Editor Experience

📋 Streamlined Workflow Interface

• The Version Management tool has been moved to a clear sidebar.
• The Schedule for Publication button can now be used from the earliest stages.
• Editors can decide for each article whether it’s a Preprint, VoR, or Continuous Publication item.

🏠 Homepage Display Options

Editors can now select which components appear on the journal’s homepage:

• Current Issue
• Most Recent Articles (for continuous publication)
• Thematic Categories

All can be displayed independently or together.

🔗 DOI, URLs, and Indexing Compatibility

• Each version (AO and VoR) can have a distinct DOI, with cross-links between them.
• Article URLs without version identifiers always point to the latest version—ideal for readers.
• Google Scholar and indexing systems will gradually adapt to versioned metadata as the NISO JAV standard becomes widely recognized.

“Readers always land on the latest version — without losing access to previous ones.”

🧮 Zero-Configuration Philosophy

Gone are the endless checkboxes.
OJS 3.6 introduces a “zero-configuration” approach — editors make decisions at the article level, not in global settings.

Benefits:

• Cleaner setup screens
• More flexibility for hybrid workflows
• Easier long-term maintenance and upgrades

🔮 Roadmap and Performance Outlook

• OJS 3.5 will serve as the Long-Term Support (LTS) version — stable for large datasets.
• OJS 3.6 focuses on innovation and testing new workflows like preprints and continuous publication.
• OJS 3.7 will consolidate these features into the next LTS release.

“3.6 is the testing ground; 3.7 will be the lasting foundation.”

Performance improvements from 3.5 are also being ported to 3.6, ensuring scalability for large journal installations.

🛠️ Coming Soon: In-Platform Typesetting & New Theme

Two major enhancements are in active development:

1. Integrated Typesetting Workflow
   • Edit article body text directly in OJS.
   • Export polished PDFs and HTML versions without external tools.
2. Next-Generation Theme System
   • Built-in version badges and clearer “Preprint / VoR” indicators.
   • Cleaner layout and easier customization via the AI-Theme framework.

🧾 Recommendations for Editors

1. Define Your Publication Policy
   • Clarify how preprints and continuous publication fit into your journal.
2. Establish a Versioning Policy
   • Use structured versioning: 1.0 → 1.1 → 2.0.
3. Manage DOI Strategy
   • Assign separate DOIs for AO and VoR, and link them for indexing.
4. Update Homepage and Theme
   • Highlight version info and preprint notices clearly.
5. Prepare for Indexing Changes
   • Maintain consistent metadata and clean URLs for versioned content.

📆 Release Timeline and Journal Support

OJS 3.6 is expected to be officially released during 2025.
This version will not be marked as LTS, as it primarily focuses on testing and refining new workflows.
The following version, OJS 3.7, will integrate these features as part of a stable LTS release.

These details are preliminary and may evolve as development progresses.
Once these features are fully stable and available, we will contact all journal managers we serve to provide guidance, migration options, and implementation support.

Commitment: At OJS-Services.com, we ensure every journal stays aligned with the latest, most stable, and standards-compliant OJS evolution.

The post Preprints and Continuous Publication in OJS 3.6 first appeared on OPEN JOURNAL SYSTEM SERVICES.

To achieve full OpenAIRE compliance, OJS journals must accurately classify their content using the COAR Resource Type system.

What Is the COAR Resource Type Classification System?

In the world of open-access publishing, content is only as visible as the metadata behind it.
The COAR Resource Type Classification System — developed by the Confederation of Open Access Repositories (COAR) — provides a unified way to describe what kind of resource a publication really is.

Whether it’s a research article, dataset, software package, or interactive web resource, this classification ensures that repositories, harvesters, and indexing systems like OpenAIRE, Crossref, or ORCID can accurately recognize and categorize your content.

It’s not just a list of labels — it’s the universal vocabulary of academic content.

Why It Matters

• ✅ OpenAIRE Compliance: Ensures your OJS journal metadata meets European Open Science standards.
• 🌐 Global Discoverability: Makes your publications compatible with international repositories and aggregators.
• ⚙️ Consistent Metadata: Standardizes resource descriptions across OJS, DSpace, Zenodo, and other open repositories.
• 📊 Interoperability: Enables seamless exchange of records via OAI-PMH and other metadata protocols.

How It Works in OJS

The OpenAIRE plugin for OJS integrates COAR Resource Types directly into your journal’s metadata.
When activated, the plugin automatically maps each article type to a corresponding COAR category — ensuring that your repository exports valid and compliant records through the OAI-PMH interface.

This not only saves editorial time but also guarantees that your journal meets the OpenAIRE Guidelines for Literature Repository Managers (v4.0).

COAR Resource Type Categories

Below is a practical overview of the main COAR categories and what kind of materials they typically represent in research publishing.

🎨 Artistic Work

Creative outputs such as performances, exhibitions, digital art, and visual installations — often published by arts faculties or cultural repositories.

🗺️ Cartographic Material

Spatial and geographic representations.

• Map: Topographic or thematic maps used in earth sciences, geography, and urban studies.

📦 Collection

Curated groups of related content, often organized by project, author, or topic.

• Archival Collection: Historical records, correspondence, or digitized archives.
• Court Documents: Legal records or case files.

📊 Dataset

Structured data from research activities — essential for reproducibility and open science.
Examples include:

• Experimental Data: Lab results, measurements, or sensor data.
• Survey Data: Results from questionnaires or social research.
• Genomic Data: DNA sequencing and bioinformatics data.
• Simulation Data: Model outputs and computational analyses.
• Laboratory Notebook: Raw experimental notes and logs.

💡 Design

Creative and technical design outputs.

• Industrial Design: Product or engineering prototypes.
• Layout Design: Publication layouts or digital interface designs.

🖼️ Image

Visual or multimedia content.

• Still Image: Photographs, figures, illustrations.
• Video (Moving Image): Recorded lectures, animations, or documentaries.

🌐 Interactive Resource

Web-based or user-interactive materials.

• Website: Research portals, educational microsites, or project dashboards.

🧭 Knowledge Organization System

Taxonomies, ontologies, and controlled vocabularies used to organize information within repositories and research databases.

🎓 Learning Object

Educational or training materials — including e-learning modules, tutorials, and teaching resources.

💻 Software

Code and computational tools used in research.

• Research Software: Analytical or simulation software developed for scientific studies.
• Source Code: Original programming code in any language (e.g., Python, R, PHP).

📚 Text

The most comprehensive category, covering all text-based academic outputs.
Includes:

• Book / Book Part: Monographs, edited volumes, or chapters.
• Journal Article: Research, review, data, or software papers.
• Thesis: Bachelor’s, master’s, or doctoral dissertations.
• Conference Output: Papers, posters, or presentations.
• Report: Technical, policy, or project deliverables.
• Preprint: Early versions of manuscripts before peer review.
• Review / Commentary / Peer Review: Evaluation or critique articles.
• Working Paper: Preliminary findings shared before formal publication.

🔊 Sound

Audio recordings, interviews, and music compositions — commonly used in ethnography, linguistics, and digital humanities.

⚙️ Workflow

Digital representations of processes, pipelines, or methodological steps.
Useful for documenting AI model training, laboratory procedures, or research automation.

Integrating COAR Resource Types in OJS

OJS users can easily implement the COAR system using the OpenAIRE plugin, ensuring:

• Automatic assignment of resource types to submissions.
• Metadata validation for OpenAIRE harvesters.
• Improved visibility of published content in global repositories.

This integration helps your journal transition from simply open access to openly connected — fully interoperable within the international research ecosystem.

Final Thoughts

The COAR Resource Type Classification System is not just a metadata list — it’s a foundation for international visibility, data interoperability, and research transparency.

For journals powered by OJS, adopting this classification through the OpenAIRE plugin means more than compliance; it means joining a global network of discoverable, machine-readable academic content.

The post COAR Resource Types in OJS: Ensuring OpenAIRE Compliance first appeared on OPEN JOURNAL SYSTEM SERVICES.

Introduction: Why Journal Metrics Matter

In today’s publishing world, journals compete not only on the quality of the papers they publish but also on how clearly they communicate their credibility, efficiency, and visibility. Readers, authors, and reviewers are increasingly selective. They want to know: How fast does this journal process submissions? What’s the acceptance rate? Is it indexed in trusted databases? How widely is it read and cited?

That’s where journal metrics come in.
Metrics are not just numbers. They are signposts of trust, evidence of performance, and indicators of future growth. When displayed correctly, journal metrics help authors decide where to submit, reviewers where to invest their time, and institutions which journals to recognize and support.

For journal managers, however, a recurring question is: Which metrics should we present? Where should they appear? In this guide, we’ll break down the most important journal metrics, explain why they matter, and offer practical suggestions on how to showcase them—both on the homepage and in a dedicated “Journal Metrics” or “Statistics” section.

This image shows the metrics section from a custom OJS theme we developed, designed to display key journal statistics in a clear and user-friendly format.

1. Publishing Speed & Process Metrics

One of the first things authors look at is how long it takes to publish in your journal. Nobody wants to wait years for their work to appear. Process-related metrics signal efficiency, transparency, and professionalism.

Key examples include:

• Days to First Decision: Example – 14 days. Shows how quickly editors respond initially.
• Submission to Acceptance: Example – 120 days. Communicates the overall timeline authors can expect.
• Acceptance to Publication: Example – 15 days. Highlights production speed once a paper is accepted.
• Average Review Time: Example – 35 days. Transparency about peer review efficiency.
• Time to First Review Assignment: Example – 20 days. Shows how quickly reviewers are engaged.
• Total Publication Time: Example – 135 days. Summarizes the journey from submission to publication.

Why it matters: Shorter times can make your journal more attractive. Publishing speed also signals strong editorial workflows and reviewer management.

“Instead of reading the full text, you can also watch our video on this topic here:

2. Acceptance & Publishing Statistics

Numbers also tell the story of selectivity and productivity. These statistics highlight both your journal’s scale and its editorial standards.

Examples:

• Annual Submissions Received: Example – 500 per year.
• Submissions Accepted: Example – 150.
• Acceptance Rate: Example – 30%. Indicates competitiveness.
• Rejection Rate: Example – 70%. Often paired with acceptance.
• Articles Published per Year: Example – 120. Shows consistency.
• Number of Issues per Year: Example – 6 issues annually.
• Special Issues Ratio: Example – 20%. Shows flexibility in publishing thematic collections.

Why it matters: These numbers help authors gauge how competitive your journal is, and help readers understand output volume. High-quality journals balance a healthy submission flow with thoughtful acceptance.

3. Impact & Citation Metrics

Perhaps the most widely recognized, impact and citation metrics demonstrate scholarly influence.

Common examples:

• Impact Factor (Clarivate): Example – 3.3.
• 5-Year Impact Factor: Example – 4.2.
• CiteScore (Scopus): Example – 2.9.
• Scimago Journal Rank (SJR): Example – 0.65.
• Source Normalized Impact per Paper (SNIP): Example – 1.2.
• H-Index: Example – 45.
• Average Citations per Article: Example – 3.1.

Why it matters: These are the metrics universities, funders, and researchers often consider first. They highlight not just the quality of articles, but the journal’s reputation in its field.

4. Access & Indexing Information

Beyond citations, a journal’s access model and indexing profile are key to visibility and compliance.

Important items:

• Access Type: Open Access vs. Subscription. Example – Open Access.
• License Type: Creative Commons options (e.g., CC BY 4.0).
• Article Processing Charge (APC): Example – 1000 USD, or “No APCs”.
• Indexing Databases: DOAJ, Web of Science, Scopus, PubMed, TR Dizin, EBSCO, Ulakbim.
• Plagiarism Check Tools: iThenticate, Turnitin.

Why it matters: Indexing increases discoverability. Access policies affect author trust. Displaying them openly communicates transparency and alignment with international publishing standards.

5. Author & Reviewer Diversity

Academic publishing is global, and diversity metrics reflect inclusivity.

Examples:

• International Authorship: Example – 60%.
• Number of Contributing Countries: Example – 40+.
• Reviewer Pool Size: Example – *800+.
• Reviewers per Paper: Example – 2.5 on average.
• Editorial Board Countries: Example – 25 different nations.
• Gender Diversity Stats: Example – 45% women authors.

Why it matters: These metrics demonstrate a journal’s reach and inclusivity. Many indexers (such as DOAJ and Scopus) consider international diversity a key criterion.

6. Reader Engagement & Visibility

Finally, journals should not ignore reader-facing metrics, which show impact beyond academia.

Examples:

• Annual Downloads: Example – 150,000+.
• Downloads per Article: Example – 1,200.
• Monthly Unique Visitors: Example – 20,000.
• Altmetric Attention Score: Example – 8.5 average.
• Social Media Mentions: Example – 1,500 total.
• Mendeley Readers: Example – 5,000 total / 40 per article.
• Registered Users or Subscribers: Example – 3,500 members.

Why it matters: These statistics highlight your journal’s visibility, both academically and publicly. They can reassure authors that their work will be widely read and shared.

7. Beyond Numbers: Integrations and Tools

Metrics are powerful, but so are the technical integrations that support visibility and trust. If your journal runs on Open Journal Systems (OJS), you can leverage built-in integrations:

• ORCID: Enables authors and reviewers to link their publications to a verified researcher ID.
• Crossref: Ensures DOIs are assigned, making articles permanent and citable.
• Google Scholar: Increases discoverability.
• iThenticate/Turnitin: Shows commitment to plagiarism-free publishing.
• PlumX Metrics: Offers alternative metrics beyond citations.
• OAI-PMH Protocol: Ensures interoperability with repositories and databases.
• RSS Feeds: Keeps readers updated.
• Sitemaps: Improves SEO and indexing by Google.

Why it matters: These integrations make your journal stand out, signaling professionalism and technical maturity.

8. How to Present Journal Metrics

Now that we know what to show, the question is: where to show them?

• Homepage: Display headline numbers (e.g., Impact Factor, Acceptance Rate, Days to First Decision). Keep it simple and eye-catching.
• Dedicated “Journal Metrics” Page: Present detailed breakdowns—publishing speed, acceptance statistics, diversity, engagement.
• Indexing Information: On homepage, show 2–3 key indexes (e.g., DOAJ, Scopus). For the full list, link to a dedicated “Indexing & Databases” page.
• Always Include “Last Updated” Date: Transparency builds trust. For example: Metrics last updated: March 2025.

9. Why More (Accurate) Metrics = More Visibility

The more accurate and transparent your metrics, the stronger your journal’s profile becomes. Metrics help you:

• Build trust with authors and reviewers.
• Improve discoverability with readers and databases.
• Increase credibility in evaluations and rankings.
• Enhance scalability for future growth.
• Strengthen your competitive edge in attracting quality submissions.

Put simply: A journal without visible metrics is like a shop without a signboard. People may walk past, but few will come in.

10. Guidance for Journal Managers

Not all journals are at the same stage.

• New journals: Focus on process metrics (speed, acceptance rates), access policy, and integrations (DOIs, ORCID, iThenticate).
• Established journals: Add citation-based metrics (Impact Factor, CiteScore), diversity stats, and reader engagement data.
• All journals: Keep metrics updated and clear. Outdated or missing data damages credibility.

At the end of the day, the right mix of metrics depends on your journal’s maturity, scope, and audience.

11. Extended Checklist of Journal Metrics

Since every journal is unique, here is a broad list of possible metrics. Journals can select the ones most relevant to their scope and maturity:

• Publishing Speed & Process: Days to first decision, review time, acceptance to publication, total publication time.
• Acceptance & Publishing Statistics: Submissions received, accepted, acceptance/rejection rate, articles published, number of issues, special issues.
• Impact & Citations: Impact Factor, CiteScore, SJR, SNIP, H-Index, citations per article.
• Access & Indexing: Access type, license, APCs, indexing databases, plagiarism tools.
• Diversity: International authorship, contributing countries, reviewer pool size, gender diversity.
• Engagement: Downloads, unique visitors, Altmetrics, social media mentions, Mendeley readers.
• Technical Integrations: ORCID, Crossref, Google Scholar, iThenticate, PlumX, OAI-PMH, RSS, sitemap.

Note: These metrics vary between journals. Newer journals may not yet have citation metrics, while established ones can showcase both quantitative and qualitative indicators. Pick what’s relevant, but keep expanding as your journal grows.

Conclusion

Journal metrics are more than just numbers—they are a communication tool. They tell authors that your journal is efficient, respected, and trustworthy. They reassure reviewers that their time is valued. They show readers that published research is widely read and cited.

By strategically presenting metrics on your website—highlighting a few on the homepage, and listing a comprehensive set on a dedicated page—you can strengthen your journal’s visibility, impact, and reputation.

At OJS Services, we help journals achieve exactly that. From new journal setup to OJS upgrades, from plugin integrations to custom theme development, we provide the technical and strategic support you need to present your journal at its very best.

The post Journal Metrics: Why They Matter and How to Present Them in Your Journal Website first appeared on OPEN JOURNAL SYSTEM SERVICES.

Ensuring your journal content remains available and intact in the long run is just as important as publishing it in the first place. This is where digital preservation systems like LOCKSS, CLOCKSS, and the PKP Preservation Network (PKP PN) come into play. Each system provides a safeguard against data loss and ensures persistent access to scholarly work.

🔐 Why Does Archiving Matter in Academic Publishing?

• Guarantees uninterrupted access to your articles—even in case of server or hosting failure.
• Supports compliance with best practices in open-access publishing.
• Meets requirements of major indexing services like DOAJ, Scopus, and Web of Science.
• Improves trust and transparency with authors, readers, and libraries.
• Recommendation: Publish your archiving policy on the “About” page of your journal.

✅ PKP Preservation Network (PKP PN)

• Who can use it? Journals using OJS 3.1.2 or later
• Cost: ❌ Free
• Application Required? ❌ No
• How to activate: Enable from OJS dashboard:
  Settings → Distribution → Archiving → PKP Preservation Network (PN)

Once enabled, your journal content is automatically queued for secure replication in the PKP preservation network. No manual intervention is needed.

🔄 LOCKSS (Lots of Copies Keep Stuff Safe)

• Purpose: Decentralized storage across library systems
• Cost: ⚠️ Often free, but cooperation with institutions is required
• Application Required? ✅ Yes
• OJS Setting Enough? ❌ No

Simply enabling LOCKSS in OJS displays your intent—it doesn’t enroll your journal. You must also create a LOCKSS Publisher Manifest and work with libraries running LOCKSS nodes.

🌐 lockss.org
📧 lockss-support@lockss.org

🕒 CLOCKSS (Controlled LOCKSS)

• Purpose: Long-term “dark archive” preservation
• Cost: ✅ Paid (based on journal size)
• Application Required? ✅ Yes
• OJS Setting Enough? ❌ No

To use CLOCKSS, publishers must establish a formal agreement. CLOCKSS releases content to the public only if the journal becomes inactive, making it ideal for long-term assurance.

🌐 clockss.org
📧 contact@clockss.org

📌 Understanding the Archiving Settings in OJS

In OJS (3.3+), go to Settings → Distribution → Archiving and you’ll see options to enable LOCKSS, CLOCKSS, and PKP PN. These checkboxes:

• Display archiving affiliations in the “About” section of your journal
• Inform readers and indexing services of your archiving policy

Note: Checking LOCKSS or CLOCKSS does not activate actual preservation. External registration is still required.

📝 What Should You Include in Your Archiving Policy?

It’s best practice to clearly communicate your archiving systems under:

• About the Journal → Archiving

Sample policy statement:

This journal utilizes the PKP Preservation Network (PKP PN) to ensure long-term preservation of its published content. Additionally, it supports LOCKSS and CLOCKSS archiving protocols for eligible library networks.

🎯 Comparison Table

🧩 Final Takeaways

• PKP PN is the easiest and fastest preservation solution for OJS journals.
• LOCKSS and CLOCKSS require external coordination and setup.
• Transparent archiving builds trust and supports indexing applications.
• Digital preservation is an essential part of sustainable publishing practices.

The post Long-Term Content Preservation in OJS: A Guide to LOCKSS, CLOCKSS and PKP PN first appeared on OPEN JOURNAL SYSTEM SERVICES.