Trade Tips & Tricks

  • Metadata from <front> to </back>: Publishing Metadata with UTP Journals

    XML Code over Journal Covers

    Last week, we attended Crossref LIVE18 with this year's theme being How good is your metadata? In preparation for the conference, we put together a poster outlining our metadata workflow and how we plan to continually adapt in the ever-changing world of scholarly metadata. Download the poster here (PDF) or continue reading to learn more about how we work with metadata.

    UTP Journals Metadata Workflow

    At UTP Journals, our mission is to publish exemplary works of scholarship and to disseminate knowledge widely for the benefit of society. Metadata is the key to this mission in a digital world. Our metadata workflow starts from manuscript submission and flows through the editorial and production process, building and improving until publication and beyond.

    1. Manuscript Submission

    Authors create their own article metadata in an individual journal’s submission system by completing form fields as part of the submission process. With the power of Clarivate’s ScholarOne Manuscripts™ and a robust XML export process, this metadata is retained throughout editing and production processes.

    Submission metadata includes:

    • Article Title
    • Abstract(s)—some journals publish English and/or French abstracts, as well as lay summaries
    • Keywords—also often available in English and French
    • Contributor information—details about the corresponding author, given name(s), surname(s), institutional affiliation(s), email(s), and ORCIDs (automatically verified)
    • Funders—if applicable
    • Date received—automatic
    • Date revised—automatic, if applicable

    2. Editorial Process

    Editors also contribute article metadata at various stages between manuscript submission and production.

    As part of ScholarOne’s editorial and peer review workflow, editors can accept articles and assign them to specific volumes and issues for a journal, as well as assign or automatically generate a DOI before the article even reaches production.

    Metadata added at this stage includes:

    • Date accepted
    • Volume and issue assignment
    • Issue title
    • TOC subject title
    • DOI

    3. Typesetting and File Prep

    Files are prepped, processed, and tagged before and after copy editing to ensure the manuscript, and particularly the references, are tagged meaningfully prior to publication. We use JATS XML to store journal metadata alongside manuscripts.

    Early in production, individual articles may be published as Advance Online (AO) articles and receive a “preprint” date in the XML. AO DOIs are registered and retained in final publication when they’re updated with the full set of metadata.

    DOIs are automatically added to references when reference data matches Crossref records, so authors don’t necessarily need to hunt down article DOIs in order to improve reference linking.

    Metadata is completed prior to publication, including:

    • Advance Online date
    • EPUB date
    • PPUB date
    • License data including license type and copyright URL
    • References
    • Full-text URL

    4. Publication and Indexing

    Articles published on our UTP Journals Online platform are automatically deposited to Crossref for DOI registration. Our full-text JATS XML files are converted to readable Crossref metadata.

    Advance Online articles and version of record articles share one DOI and one URL. Our platform also allows us to enable multiple resolution URLs for journals simultaneously hosted by our partners, including Project MUSE, EBSCO, and JSTOR. This ensures that users have additional possible avenues of access.

    We have dedicated team members monitoring DOIs for errors and conflicts to ensure the metadata we deposit is high quality and accessible, as well as to make improvements to our metadata deposits as they become available..

    With over 20 complete online archives, all digitized content has been registered with Crossref with unique DOIs and metadata.

    All of UTP’s content is registered with our 10.3138 DOI prefix, and each article begins with a 3-to-8-letter code (usually an acronym) matching the DOI of the journal it’s been published in.

    The Future of UTP Metadata

    How good is our metadata? Only as good as we continuously strive to make it.

    Participation Reports: At UTP, we are now exploring Crossref’s beta Participation Reports tool to see where we can improve our metadata in the future. It all ties into the interest we have in what metadata matters when it comes to UTP’s particular journal content.

    Upcoming Automatic Deposit Support: UTP Journals Online, powered by Atypon® Literatum, is actively improving in its index depositing capabilities to ensure the metadata we retain is deposited wherever possible. One of the features we anticipate is automatic authentication for the ORCIDs that authors provide. Support for abstract deposits are expected in an upcoming release, and we eagerly anticipate future upgrades.

    Investing in Metadata: We have exciting plans to improve our metadata workflow, further enrich the metadata we publish, and invest the necessary time and resources to accomplish our goal of publishing quality metadata across all journals.

    Author Resources

    We want authors to understand the importance of the metadata they provide, as well as how it is used. Our online and print author resources explain:

    • Why is it important to write a meaningful title, abstract, and keywords?
    • Why link to the version of record?
    • What is a digital object identifier (DOI)?
    • How do ORCIDs improve article metadata and discoverability?

    Learn More

    Keep checking Crossref LIVE18 for recorded sessions of this year's conference and see our author resources if you'd like to learn more about publishing with UTP Journals.

  • Strategic, Agile, People-Powered Change – The New Growth Imperative

    By Ellen R. Auster and Lisa Hillenbrand

    Now more than ever, businesses require Stragility: Strategic, Agile, People-Powered Change. And yet silos, hierarchies, and politics get in the way. Careers stagnate, growth stalls, and organizations fall short on delivering their mission. We know people need to be both empowered and agile but we don’t know how to skill up our organization to deliver it. From our book Stragility, here are three actions you can take and recent examples of firms that have put them into practice.

    Sense and Shift Instead of Lock and Load

    So often in today’s business world, we lock and load on the first feasible solution and sell it up the hierarchy. American Express' Chief Marketing Officer, Elizabeth Rutledge, is embracing a new model. Her team recognized the need to re-skill the organization and created an agility training and a certification program. They have developed agile methodologies and work processes and they are creating shared ownership enabling people to make decisions on the spot, without the need to send them up the hierarchy.

    Marketers are collaborating like never before and finding “human connection moments” with each other and customers. The changes are enabling AMEX’s 55,000 employees to deliver their new promise of “Don’t live life without it” and meet growth objectives. (Source: Keynote talk by Elizabeth Rutledge, Association of National Advertisers, October 26, 2018)

    Inspire and Engage Instead of Tell and Sell

    Telling and selling ideas is tempting but without strong purpose and compelling stories and programs, real change will never happen. Disney continues to create passionate “cast members” who delight their customers year after year by encouraging them to exemplify the Disney magic. Take for example a recent story of a deaf child who was able to sign with Mickey and Minnie Mouse cast members that was shared widely inspiring both cast members and customers.

    And their #Dream Big Princess campaign is inspiring girls everywhere to be brave and intelligent and to lead, instead of waiting for their prince to come.

    Change Fitness Instead of Change Fatigue

    Faced with a barrage of change, it’s easy for people to get overwhelmed. CIGNA decided to do something about it. They are tackling the three biggest causes of illness (and lost productivity): opioid addiction, loneliness, and stress. And they have begun each program with their employees. Already 96% of employees have gotten an annual health assessment. Here’s CIGNA’s opiod announcement from May.

    Lisa Bacus, their Chief Marketing Officer, explains the program at the ANA meeting in Orlando, October 25, 2018.

    For more ideas on how your organization can be more agile and more effective, pick up a copy of Stragility at or contact the authors at to request a customized workshop or consultation.


    Lisa Hillenbrand is the founder of Lisa Hillenbrand & Associates. She previously served as Global Marketing Director at Procter & Gamble. She specializes in marketing, strategy and organization change interventions that return brands to growth. She led the team that “re-engineered” Procter & Gamble’s company-wide brand building approach. Hillenbrand has delivered keynotes for the AMA, Marketing Science Institute, and Thomas Edison Foundation, and has consulted with and led top rated workshops for Google, Facebook, Estée Lauder, ConAgra, and many others.

    Ellen R. Auster is Professor of Strategic Management and Executive Director of York Change Leadership at the Schulich School of Business at York University. She has more than 25 years of experience as an academic and consultant specializing in shared leadership, stakeholder inclusive, value creating approaches to change that cultivate the capabilities needed for continuous reinvention and ongoing success. She has published widely in journals including The Academy of Management Review, Management Science, Sloan Management Review, The Journal of Business Ethics, Organization Studies, Human Resource Management, Research Policy, and written four books.

  • Metadata - How to choose Keywords

    In this series of blog posts we will be talking about how to make your article more discoverable by giving it rich, descriptive metadata. If you missed it, read our first post about what metadata is and how search engines use it, our post on how to write a great title, and our last post on how to write a great abstract.

    The final piece of metadata we are going to discuss is keywords. Similarly to titles, it is important that keywords are not vague and that they instead use direct, descriptive terms that accurately reflect the article you have written.

    Keywords do not have to be the words that appear the most times in your article, but should instead offer a reader at a glance an idea of the subject area and field of study. Keywords do not need to be only one word, which is an important point to remember. They can be two-to-four word phrases that make sense in the context of describing your article.

    As is the case with other pieces of metadata, keywords are crawled and used to index your article by search engines. Having keywords that are strong indicators of the content of your article will boost your article in ranking and search results.

    Some tips for writing keywords:

    • Don’t feel restricted to pick one-word keywords. They can be two-to-four word phrases.
    • Avoid broad keywords, or anything too general (e.g., “education”; “medicine”; “history”).
    • Avoid words that are too narrow or specific that are unlikely to be used by readers in searches.
    • Keywords are not restricted to the keyword section – they can (and should) be repeated in the title and abstract.

    A good way to start thinking about what the keywords should be for your article is to ask yourself what you would type into a search bar to find the article you have written.

  • Metadata - Why bother writing an abstract?

    In this series of blog posts we will be talking about how to make your article more discoverable by giving it rich, descriptive metadata. If you missed it, read our first post about what metadata is and how search engines use it and our post on how to write a great title.

    Abstracts – are they really important? Do you really need to write one? How much of a difference can having an abstract really make? The answer is pretty clear – any article that is going to appear online 100%, absolutely, must have a well written abstract to accompany it.

    The reason for this is simple. As explained in our first post on how search engines work, the abstract for your article is going to be searched, the keywords it contains indexed, and this information will contribute to how your article is ranked by search engines. If you write a detailed, descriptive abstract, your article will be ranked higher than an identical article with no abstract. It is that simple. If you want people to find your article, an abstract is crucial.

    Getting people to find it is just the first step. You also want your article to be read and cited. A well written abstract is the best tool to achieve this. By telling readers exactly what your article contains, they can quickly and easily determine if the content in your article is pertinent to their research.

    So now that you’re convinced, what does a great abstract look like? Not all abstracts will look the same – they vary from discipline to discipline. An abstract in a scientific journal will look different than one in a literary journal. Regardless of your field of study, your abstract should consider the following information:

    1. What – what is the article about? What type of research is being discussed? What makes this article different than others on the same topic?
    2. How – if you are a life scientist or social scientist your abstract should describe how you conducted your research. If you are a humanities scholar, your abstract should tell your readers what theoretical approaches, if any, you are using.
    3. Where – Was there a particular geographic location, or region associated with the research?
    4. When – Was there a particular time period examined?
    5. Why – what makes this research new/interesting/important?
    6. So What – what were the conclusions, findings or implications?

    Here are Antonia’s Dos and Don’ts for writing an abstract


    • Write one
    • Use key words / terms / phrases
    • Define all acronyms, even common ones
    • Work within the set word
    • Obtain feedback from other subject specialists.


    • Don’t just use the first paragraph of the article, or a collection of sentences
    • Don’t use too much technical or specialized jargon
    • Don’t include any information that is not also in the full article
    • Don’t include references – you want people to read your article, not go off and find one referenced in your abstract.



    • Every article that will be published online absolutely needs an abstract.
    • A good abstract will increase the ranking and discoverability for search engines, and help readers decide which articles to read.
    • Abstracts should contain keywords and terms.

    Next – key words!

  • Metadata - Importance of the Title

    In this series of blog posts we will be talking about how to make your article more discoverable by giving it rich, descriptive metadata. If you missed it, read our first post about what metadata is and how search engines use it.

    The first piece of metadata that we are going to talk about it the TITLE and what makes a good title.

    A good title should be descriptive – it should tell the reader exactly what the article is about. It should not use jargon, puns, or sarcasm. While humans may understand these figures of speech, the web crawlers that are reading the title, and ranking the article based on the words it contains, are not going to understand them.

    For example, if an article about rats in New York City is titled “A very furry problem” a human reader might guess the topic, but there are no key words in this title to tell an internet crawler what the article is about. The article would therefore rank lowly in any searches on the topic of rats in NYC.

    Your title should state what the article is about as simply and accurately as possible. If you have a pun, play on words, or joke you would like to use, be sure that it is only one part of your title, and that the other part meets the above criteria.

    When writing the title for your article ask yourself – what is this article about? What makes this article interesting? If I were doing a search online for this article, what words would I search for? Does the title alone immediately tell readers what the article is about? The answers to these questions can help you come up with an informative title that will help your readers find it and boost your article in the right search rankings.


    • Bad metadata will make even the very best article difficult to find, therefore affecting how many people read it and cite it.
    • A good title will boost your article in search rankings, making it easier to find for your readers and ultimately result in more readership and potentially citations.
    • A good title is descriptive and avoids jargon, puns, and sarcasm.

    Next up – Abstracts!

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