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Quality management considerations for implementing SGML | Table of contents | Indexes | Experiences of an implementation | ![]() |
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SGML-oriented Integral Editorial System |
| del Aguila Olmos, Beatriz |
| Beatriz del Aguila Olmos |
| Responsible for SGML Production |
CISSPRAXIS (Wolters Kluwer Spain) Spain ![]() Valencia | CISSPRAXIS (Wolters Kluwer Spain),
C/Colón 1, planta 5ª Valencia 46004 Spain Phone: +34 96 310 30 80 Fax: +34 96 352 25 38 email: bdelaguila@ciss.es web site: www.cisspraxis.com |
| Biography |
| Abstract |
SGML ![]() XML ![]() content management system ![]() | General overview |
CISSPRAXIS |
SGML ![]() XML ![]() content management system ![]() | Why create an Integral Editorial System |
SE ![]() | Until the creation of theSE , all the information contained in our publications was "stored" as "paper" or by our external providers (specially, typesetting companies), i.e., it was unavailable at that moment in a reusable digital format (not saved, nor classified, nor indexed). Therefore, we had to recover, manipulate and correct the same information once and again, every time we needed it for a different, or even the same, publication and/or medium. And of course, most of our external providers used their own "proprietary and closed" systems (typesetting and formatting engines) or formats, often incompatible with our internal tools. In the end, all this represented costs in time and money. |
| To the above, we have to add the rapid evolution of communication technologies and, therefore, the changes in our costumers' requirements. |
SGML ![]() XML ![]() content management system ![]() database ![]() editorial system ![]() | Our goals |
In general, the company aims were (and still are):
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| To achieve all these goals we defined several milestones in our project, most of which we have already achieved: |
database ![]() | On one hand, thecreation of an Editorial Database to store all the information required to make up our publications (Legislation, Jurisprudence, Authors' Comments and Added Value related to the publications). |
SGML ![]() | Besides that, we decided to use theSGML standard , to mark-up the information (documents) we want to store in the database, so that we can take advantage of the features of this language (structured information, standard, ...) as well as of the different tools existing in the market (Arbortext, WordPerfect+SGML, Omnimark, FM+SGML, ...) which simplify the automation of the subsequent data processing. |
BDE, Editorial Database ![]() SE ![]() content management system ![]() editorial system ![]() workflow ![]() | In addition, we had to develop a tool (theEditorial System -SE - ) that would enable theinternal management of the information stored in theBDE and would simplify the creation and updating of publications, replacing the usual "Cut & Paste" by a set of electronic applications which make the work easier and enable full exploitation of available information. As a complement to this, we should create a "Workflow System" module to make the communication easier among system users (including internal staff and external authors) and to establish a control of tasks and activities. |
SE ![]() publication delivery | The scope of the project goes beyond theSE , as all this has enabled us toautomate (as far as possible when not completely) the production processes , for both graphic and electronic media publications, which will give us greater independence from external providers and will allow us to keep down costs and time. To achieve this goal, we've taken advantage of some SGML tools, like Omnimark for conversion and FM+SGML for our paper publications. But we are still investigating in this area, seeking the tool or system that best fits our current and future needs (QuarkXPress, 3B2, ...). |
(BDE) ![]() database ![]() | Objective 1.- To create an Editorial Database(BDE) |
| To achieve this, we must create a Database with the most suitable structure and according to our needs. |
DB, Database ![]() | The structure of ourDB is based on the different kinds of documents it will store (Legislation, Jurisprudence, Authors' Comments and Notes, ...), i.e., there are specific tables for each kind of document and its metadata. Also, it contains all the information related to links between documents and all the references to documents contained in the different publications as well. |
| On the basis of all this we can clearly differentiate 2 phases or milestones: |
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DB, Database ![]() | Objective 2.-To create an Editorial System (SE) |
DB, Database ![]() | Creation of a system to enable the internal management of the information stored in theDB |
(BDE) ![]() DB, Database ![]() | The objective is to create an electronic tool to make the editorial work easier and to take advantage of all the possibilities provided by having the information stored on aDB (BDE) . |
DB, Database ![]() | The developed application, the Editorial System, must enable the interaction with theDB
, providing tools for: |
| (TOC) | Besides all that, the application contains a specific tool for "Creation of Table Of Contents"(TOC) (See section ). |
DB, Database ![]() WKE ![]() | Finally, we would like to emphasize that the idea isto create an open, modular system , so that once finished the main part (the "kernel"), we can append new modules with improvements and integrate other applications, irrespective of whether they have been internally (e.g., Work-flow tool- See section ) or externally (e.g., the application for retrieving Legislation documents from theDB of La Ley - anotherWKE company) developed. |
table of contents ![]() | Creation of an automated system to build-up publications |
In the process of generating a product we can distinguish 2 phases:
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TOC ![]() | Within the above-mentioned Editorial System, the most significant innovation is thetool developedto createTOC s of the publications,by reusing information existing in the DB . |
BDE, Editorial Database ![]() | All this entails a new way of working for the publishing areas. From now on, they will actually just maintain and update one big "product", theBDE , from which any of our publications can be generated, in any medium. Besides, this system can change the concept of "publication", as we can now also focus on "information on demand", monographic on a specific subject, etc. and of particular importance are the multiple and different possibilities which open up for electronic media and specially for Internet. |
| Going deeper into each of the phases above-mentioned: |
Building a Publication ![]() table of contents ![]() | Build-up of the Table of Contents (TOC) |
This process is independent from the medium/media in which the publication will be delivered. There are two possibilities:
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TOC ![]() | The criteria to decide which option is chosen will depend on the content of the publication in each medium as well as on the updating-periods, etc. |
DB, Database ![]() TOC ![]() | TheTOC is a SGML document, which contains all the information of the publication, but just "referenced", i.e., not physically included. In few words, theTOC contains all the information specific of the publication itself, like titles, main structure (chapters, sections, etc.) and, in the place where the "information" should appear, there is just a reference to which piece of which document stored in ourDB must be included. For that reason, we have assigned an identifier to our documents and to every element within them. Besides, for every piece of document we'd like to reuse, we can specify wether we want to reuse its associated images and notes (if there are, and which ones) or not. |
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TOC ![]() | With this solution, we can reuse information, we save disk-space and obtain more tractable publication' documents. In section we explain how we fill-in thisTOC to obtain the complete publication. |
Building a Publication ![]() Editorial System ![]() TOC ![]() Table Of Contents | Updating of theTOC |
| An updating can consist of different situations: there's new information to be added and/or some of the existing information has either changed or has been eliminated from the publication. |
SE ![]() | In this aspect, theSE provides support to the publishers, by warning them about changes in documents contained in the publication, so that they can decide whether to apply or to ignore them (theSE obtains this information from the control and checking processes it carries out). |
TOC ![]() | Each time an updating finishes, it is saved as a version of the publication; this way we can always go back to consult. The updating is done based on the last version of theTOC
where modified documents are highlighted. So, the publisher has a "full image" of the publication every time.
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content management ![]() extranet intranet ![]() workflow ![]() | Work-flow |
SE ![]() | The introduction of the SGML/XML technology and the new tools provided by theSE
imply a change of approach, and due to this we have had to make a thorough analysis of the repercussions in order to: |
BU ![]() | In addition to this, using SGML as standard for neutral markup of information has enabled us to unify the tasks related to documental analysis of source information (Legislation and Jurisprudence) among the differentBU s of CISSPRAXIS, speeding up electronic publication updating processes. |
Why use intranet/extranet technology? |
BU ![]() | Intranet module |
| It allows a 1:1 information service, i.e., a personalized access to internal SGML Primary Information database and its added-value (comments, relationships, links), in terms of specific profiles created and maintained by each internal collaborator. |
In addition, we have developed complementary services related to the day-to-day work and available to all areas of the company:
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Extranet module |
BU ![]() | This development providesBU
publishers with an extranet tool accessible by browser and personalized for each external author or collaborator. This allows the integration and management of internal and external workflow tasks related to electronic documents management processes and product maintenance: |
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| Also, this module will allow us to reduce the time needed to update our products and prepare the current workflow processes to the new updating demands needed by on-line services. |
thematic index ![]() thesaurus ![]() | Other support utilities: a Thematic Index and a thesaurus |
BDE, Editorial Database ![]() SE ![]() | Apart from what has already been mentioned in previous sections, we have planned to create certain support utilities that enable us to take full advantage of theSE and the information stored on theBDE . |
thematic index ![]() | Thematic Index |
| The idea of a Thematic Index is to group all the information in the Database by the subject/s the different documents are related to. This can be very useful for internal use and to provide information on demand on a certain subject. |
| First of all, we have to develop an application that allows the creation of the Thematic Index: a tree structure organized by the subject. |
| Once finished that tool, the publishing areas will carry out the task of linking the documents with the related subject/s of the thematic index. |
| The application to create the Thematic Index is already finished. It has been tested and it is ready to be used. The main index is established. The next step is to link the documents with the subjects. |
thesaurus ![]() | Thesaurus |
| It's quite related to the previous utility. They are complementary. This kind of utility enables us to enhance the results of searches based on a certain word or subject, as it can consider synonyms of that word too. |
| The main tasks to build it are: |
CD-ROM, Compact Disk read-only Memory/Media ![]() delivery internet ![]() paper table of contents ![]() | Objective 3.- Publications delivery |
There are 2 different phases (both in the first delivery and in the periodic updating):
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Physical build-up of the publication |
| With "Physical build-up" we mean all the process of substituting the references to the documents (or pieces of them) to be reused, by the documents (or pieces) themselves. The procedure to be followed now ismedium-dependant . These are the different processes: |
Paper: |
DB, Database ![]() | CD: |
there are 2 possibilities:
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TOC ![]() | Internet: |
The procedure will be different depending on the kind of information to be published:
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BDE, Editorial Database ![]() DB, Database ![]() | In both cases, certain data processing is needed, in order to give the information the right format/appearance. According to the popularity acquired by XML in Internet, we are in a advantageous position, as the conversion from SGML to XML is very simple (almost direct). |
Publication's updating |
| The procedure will depend on the delivering medium: |
Paper: |
| This is one of the most critical parts of the project. The automation of the paging is really complex due to the updating system we use, based on the minimization of the number of pages to send. |
| One of the aims within this general objective (updating system) is to study different possibilities to carry out the updating process, trying to make it as automatic as possible and, if we find a proper solution, develop it (internal or external solution and development). Depending on the level of automation achieved, the time and resources needed for typesetting will vary. |
Whatever the definite system to use will be (manual, partly automated or completely automated) the steps to be followed are listed below:
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CD: |
| All the information contained will be processed again, so that all the lists, indexes, etc. are completely updated. Therefore, the process is the same as described for the creation process (See section ). |
Internet: |
DB, Database ![]() | The data we show on the web must be updated as often as possible. This is possible because we feed ourDB daily. |
| Regarding on-line products, the process is similar to the one mentioned when speaking about CD Products. |
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SGML ![]() XML ![]() content management system ![]() database ![]() tool ![]() | Technical information |
| In this section, we provide brief information about the tools we have used and why we have chosen them. |
database ![]() | Database |
| We decided to use Oracle 8 because, apart from its efficiency andscalability, it enables us to store an entire (SGML) document in a binary field up to 4Gb, which well covers our requirements. And it also allows us to search through the content of documents. |
content management system ![]() | Editorial System |
In the development of this Editorial System, the main tools used are:
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SGML ![]() XML ![]() data processing | Data processing |
We have to carry out different kinds of data processing.
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DB, Database ![]() TOC ![]() typesetting | Typesetting |
| This is one of the less developed parts. At the moment we have only tested and used FM+SGML. This tool covers only part of our needs. Therefore, we keep seeking for tools which may be complementary to it and could cover our extra needs or may substitute it in the future, at least for certain kind of publications. |
SGML ![]() XML ![]() advice content management system ![]() problem | Problems, advice, ... |
| From our experience (we have had to face some problems, constraints, etc.), there are certain advice we consider useful to anybody who is thinking of getting involved in a similar project. We had also certain misunderstandings that confused us at the beginning. In this section, we would like to name just a few of them. |
SGML ![]() XML ![]() |
First of all, regarding "information" (data):
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SGML ![]() content management system ![]() database ![]() | Conclusions |
| We have develop a global project that covers all the processes involved in the editorial work, from retrieving documents form any of our sources, to generating a publication in the desired medium/media. |
| To perform it we defined several milestones: |
DB, Database ![]() | Acknowledgements |
| I would like to thank all the people who have been, or still are, involved in the project through its different phases, from the very beginning during the pilot project till now, after the merger, because all of them have made it possible, to convert the initial project into a reality. |
| And special thanks to Salvador Martinez, Manel Montero, Jose Garzó and Jordi Mulet, for their help in the preparation of this document and all the conference arrangements. |
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Quality management considerations for implementing SGML | Table of contents | Indexes | Experiences of an implementation | ![]() | |||