Introduction

This guideline provides information on how the Journal content should be zipped and the specifications to follow while managing the folders inside the Zip package, and it covers the following areas.

1. Packing data for submission
2. Accepted file types
3. Naming Conventions

Packaging data for submission


Folder organization and naming

Follow the below conditions to package the contents into ZIP files.

  • Journal content should be zipped into one or more ZIP files.
  • A ZIP package must contain either a single Journal file, or multiple Article files.
  • The article files should be from the same Journal and they should be unique within the package.

Note: Journal files must be packaged according to guidelines specified in this document before they can be transferred using Nova.

Imports Journal

Generally, Nova identifies Journals by ISBN. There are two methods that the Nova can import the Journal content.

  • Nova will create a new Journal and import the Journal metadata from the XML files, If you import Journal content with an ISBN that does not exist in the database.
  • Nova will import the content to that Journal, If you import Journal content with an ISBN that matches a Journal in the database.

Note: Nova will not update Journal level metadata from subsequent imports to a Journal.

Editing Metadata

To edit the metadata, go to the Journal details page for the Journal. If a article’s ID does not match any article already in the Journal, the article will be added to the end of the Journal. If the article’s ID matches a article already in the Journal, it will replace the existing article. 

Specification

Journal files must be packaged according to the Nova before they can be transferred using Nova. Follow these specifications to ensure you get the most out of the Nova platform.

1. The ZIP package must contain a folder named “xml” that contains the XML files. The ZIP package may also contain a folder named “assets” that contains all other associated files such as figure images, pdf files, supplemental data files, and Journal-level ancillary files.
2. File types are constrained to those recorded in the Packaging Guidelines.
3. File names for journal content found in the “assets” folders must be one of a kind all through the book, regardless of whether they are imported through various different packages..
4. Ancillary Journal-level materials (e.g. journal cover image) are not called out in the XML, so they must follow the naming convention mentioned in this document.

Note: 
1. Folder names must be all one word, with no spaces. If there are no files for the assets, then the folder does not have to be included in the zip file. 
2. File types are limited to those listed in the below type.

​​Folder Name​​Contents​​Allowed File Types​​Notes
​​XML​​XML of the Journal​​XML​​This folder is must. The XML can be either a single XML file or multiple XML files, one per article. All files in the XML must belong to the same Journal.
​​assets​​PDF versions of the Journal and/or Journal article​​PDF
​​assets​​All graphic files​​Accepted Web Image File Type​​Includes images tagged as < inline-graphic>​, < graphic>​, or < fig>​ and tables.
​​assets​​Image or PDF versions of the cover, front matter or back matter connected with the Journal​​Any accepted file type​​Image file for the Journal cover, PDF of the Journal TOC or other front and back matter. Front and back matter should also be coded into the Journal XML.
​​assets​​Supplementary data for either the Journal or the articles​​Any accepted file type​​Includes media, PDFs, etc, but not figures or tables referenced in the XML.

Table 1: Folder structure

Journal-level component files

Journal may have ancillary material such as a journal cover, front matter, etc. that publishers want available on the site in non-html formats. As mentioned above, these ancillary material should be in the “assets” folder. Generally, PDF format is preferred.

Subordinate materials are not called out in the XML, so they must follow the naming convention mentioned in the below table for the system to identify and import them. And also, files that are called out in the XML (e.g. figure images) must avoid use of the naming conventions mentioned below. 

​​Note: The text of the front and back matter additionally needs to be included in the journal XML to show up on the site as html. These naming conventions allude just to interchange versions of the subordinate material. The below table describes the naming conventions to be used for Ancillary material.

​​File​​File name must start with​​Examples
​​Cover​​cover​​cover.pdf; cover_Journalname.pdf
​​Front Matter​​front​​frontMyJournalName.pdf, front_matter_for_this_Journal.pdf
​​Back Matter​​back​​backMyJournalName.pdf, back_matter_for_this_Journal.pdf
​​Editorial Board​​ed_boarded_board.pdf
​​Table of Contents​​toc​​toc.pdf

Table 2: Naming Conventions for Ancillary material

If you have additional Journal-related files, please contact your Project Manager.

Accepted file type

The below table describes the list of file types we prepared to accept, along with the file name extensions we recognize for them. This list applies to journal-level files and files included with articles, such as figure images.

​​Media type​​Extensions
​​PDFpdf
Video​​mpg, mpeg, mov, avi, wmv
Audio​​mp3, wav, mp4, au, wma
HTML​​htm, html
Excel​​xls, xlsx
PowerPoint​​ppt, ppx
Document​​xml, txt, doc, docx
Images​​PNG (preferred), JPG (.jpg/.jpeg), GIF, TIFF (.tiff/.tif), BMP

Table 3: Accepted file type

Image files

Ensure that the image satisfies the below requirement,

  • Nova requires the original digital image files, at the highest resolution you want to display, for all figures in the Journal.
  • The file names should match with the XML name. In the event that pictures are utilized for tables, similar principles apply.
  • The preferred graphic file format is png–24.

Note:
1. EPS files are NOT supported, so they must be converted to PNG.
2. Nova converts and shrinks any web art above 2MB or over 1800 px in width or height to provide a good web experience.

PDF versions

If you choose to have PDFs of the Journal or Journal articles available on the site, provide print quality PDFs if possible.

Supplementary data

Supplementary data, as characterized by the NLM DTD documentation, are extra “information files that contain data straightforwardly supportive of the document, for instance, an audio clip, movie, database, spreadsheet, applet, or other external file.” Any format listed in Table (3) is permitted. When given, these should be described in the XML document and tagged with the <supplementary-material> tag.

Naming conventions

Files names must contain spaces, as they are case insensitive. File names should be unique within the Journal. Use consistent naming convention for files. Good file names will show the journal and article they have a place with, to enable cross-checking against their subdirectories. Alternate versions of the similar content should be given the same name with the proper file extension. 

Example: An article XML file named JournalName_article001.xml would have a PDF file named JournalName_article001.pdf.

References to files in the XML must reference the filename exactly, including the file extension,  all together for the system to find and link them to the content. Proposed file naming conventions are illustrated in Table (2). These are discretionary; the basic point is that files are named consistently across file types and content.

​​Type of File​​Naming Convention
​​Journal​​JournalTitle.xml
Article​​Journal_articlenumber.xml
Figure​​Journal_articlenumber_f001.png
​​Table Image​​Journal_articlenumber_t001.png
​​Supplementary data​​Journal_articlenumber_ds001.pdf
​​PDF​​Journal_articlenumber.pdf

Table 4: Naming Convention for files

Note:
1. The JPEG extension is needed for JPGs displaying on Amazon Kindle.
2. GIF files may not have a transparent background.