1. Extending Discovery: Help Others Find Your Conference’s Content Adam Philippidis, 26 July 2008 IEEE Indexing & Database Production

2. Extending Discovery: Indexing & Database Production Introduction What Indexing & DB Production does for all IEEE publications  Ensure article PDFs are Xplore®-compatible  Capture metadata for use in Xplore®  Feed outside Abstracting and Indexing (A&I) Services: –ISI (Thompson), Compendex (Elsevier), Inspec (IET)  Feed files to Xplore®

3. Our Shared Goal: Accurate Consistent Metadata Ultimate goal for all involved in knowledge dissemination and preservation  IEEE as publisher and meeting facilitator  Conference Organizers on behalf of Authors  Abstracting and Indexing (A&I) Services  Librarians, Researchers, Lawyers … We all have a vested interest in this

4. Conference Proceedings – Once Were Structured & Well Defined Proceedings document technology’s progress over time  Provides completeness for archiving  Volumes provide manageable chunks of information  Tables of contents support discovery: current awareness browsing & serendipity  Page numbers indicate sequence, location, size and completeness for document delivery Information is implied/inferred from structure

5. Latest Publishing Technologies Can Disrupt the Order... No Tables of Contents (ToC) Changes in layouts, pagination, and other visual clues for readers (and citation) Extended articles (Multimedia) Perhaps less serendipity  Dependence on discovery via machine searching vs browsing Faster delivery of electronic files  Paradox: may not be as findable unless A&Is have complete and correct metadata

6. Some Practices We’re Seeing Multiple conferences being packed together into a single package  Sharing articles between multiple conferences!  Blurs conference identity, creates new hybrid objects ToCs (if provided) are not always a sequential list of presented articles Articles might be presented together but might be grouped anywhere on CDs. Some unique identifiers assigned correctly, some not Articles may have pagination, or may not

7. We Need Standards! O r at Least Some Best Practices Situation plays havoc with many systems  IEEE Xplore®  A&I services: Thompson ISI & Web of Science (WoS), Elsevier’s Compendex, IET Inspec  Citation linking (CrossRef, DOIs)  Library systems (OPACs)  Reference management systems Complete information gets articles found –If you can’t find it, you can’t cite it! IEEE working with ISI Thompson on a possible conference citation product –Ask Gordon MacPherson for more information

8. And If You Can’t Cite It, You Won’t Find It Authors are expected to provide full citations when they reference the work of others: –Intellectual honesty: acknowledge the sources –Findability: ensure that others can retrieve the same information –Accountability: others can verify the accuracy of the reference

9. Best Practice Info Is Available Online! Visit the IEEE Online Resource Center for Conference Publication Organizers http://www.ieee.org/confpubcenter  Submission requirements  PDF specification for Xplore® compatible files  Multimedia specification (includes metadata!)  Provides settings and parameters to use All necessary components to ensure your conference proceedings is complete

11. See “IEEE Conference Proceedings Defined” for Proceedings Components Ensure submitted material represent the complete conference proceedings http://www.ieee.org/pubs/confpubcenter/pdfs /confprocdef2003.pdf Defines all components that make up a full conference proceedings –Not just technical articles –Essential non-technical article content  ‘Frontmatter:’ Keynotes, Contributers, Organizers

12. See “IEEE Conference Proceedings Defined” for Proceedings Components Advises where information from LoA (Letter of Acquisition) should be used Newly Updated Full information gets articles found & cited

13. Many different conferences, same problems to solve... Eliminate difficulty in specifying the precise document that was presented Assure there is no ambiguity about what is being cited –Precision is achieved by assembling a combination of elements designed to eliminate all ambiguity and point to only one item

14. Thank you!Questions? Adam Philippidis Manager, Indexing & Database Production a.philippidis@ieee.org 732.562.6840