Turning Documents into Publications

We handle over 2,000 publication events annually.

The EDIS Routing system makes the publication process more efficient and centralizes recordkeeping for IFAS' publication activities.

Generalized EDIS publication process

1. Document content and structure is loaded into the system using the EDIS Authoring Tool (EAT)
2. Document undergoes peer review
3. Document and reviewer information is submitted for approval
4. Document is approved for publication
5. Author information is added to the document record if necessary.
6. Publication is indexed for retrieval
7. Publication is made available on the World Wide Web, added to RSS feed, listed in IFAS Publications Catalog and UF Library Catalog
8. Publication is reviewed and/or revised at least triennially.
9. Information about EDIS publishing activities is contributed to Unifas.
10. No longer current or supported publication is archived. Archival copy is available online through UF library catalog.

The Purpose of the EDIS Routing System

1. Enforces publication approval policies
2. Provides Email notification to approvers
3. Web based system replaces paper form (approval can happen anywhere any time)
4. Tracks progress of documents
5. Makes the approval process and record keeping more efficient

How it works

Sets of utilities based on user roles (author, editor, librarian, department chair, center director, program leader).

1. Everybody (view DLN requests, Search document records by department and center)
2. Author Utilities (any registered user)
1. Request DLN
3. Editors
1. Approve New and Major Revision submissions (communications review)
2. Track documents in "cluster"
3. Send reminder to Department Chair
4. "Librarians"
1. Approve Document (technical approval)
2. User Management -- add, edit, and search users
3. View log of submissions
4. Assign DLN for another person
5. Edit document metadata
6. Add secondary authors to a document
5. Approvers (Dept. Head, Center Director, Program Leader)
1. Assign additional reviewers
2. Approve or reject documents
3. Comment on rejected documents

Routing Irregularities

• Non-EDIS publications still use the paper transmittal form.
• Citrus publications have a separate paper transmittal form and review by the Citrus Commodity team.
• transmittal using the paper transmittal form is still a viable option for EDIS publications, though it is becoming much less common

This page is part of the Extreme EDIS Symposium presentation given May 18, 2006 at the UF Hilton Hotel, Gainesville FL.