Psychoanalytic Electronic Publishing (PEP) support@p-e-p.org

Supplying Journals and Books to PEP

  • Journals can be supplied in “Paper Only”  or “Paper and PDF”.  We can accept “PDF Only” (by itself), but it is useful in any case to set up a subscription for the paper to our data input agency.  This ensures timeliness of conversion and publication.  XML is an extra option which can be helpful (see below).

Important Note: We need all issues as soon as they’re published!  We will add current data to PEP-Web, but users will only see the abstracts, or the first page when no abstract is supplied, for any articles under date embargo.

  • For each new journal to be added, the Journal Information Form should be filled in and submitted.  This includes data that will let us set up a dropbox for the PDF data to be distributed.  The form should not be submitted until you have a signed contract with PEP to publish the journal.
  • The Paper (Journal Subscription) should be sent directly to our to data input agency–Aptara.  This ensures no issues will be missed, and they will be at least as timely as they are for subscribers.

TECHBOOKS -APTARA-PEP
Attn: Vivek Bhatt
A-28 Mohan Cooperative Industrial Estate
Mathura Road
New Delhi-110044
India
Tel: 011-4168-2424 /2525

  • For Electronic delivery of PDF files, they shall be delivered as single issue or complete volume PDFs when there are not separate issues.  The should be named as follows

    {Abbr}(-{LangCode}).{Year}.{Vol}({Issue})

LangCode is used for journals where there are “variants” in other languages, like ANIJP

for example:

A single volume (61) PDF for Psychoanalytic Study of the Child for 2006:

PSC.2006.061.pdf

Two articles from 2011, Volume 18 of Psychoanalytic Social Work (note that if page numbers do not restart with each issue, issue number is optional:

PSW.2011.018.0001.pdf
PSW.2011.018.0107.pdf

If each issue in a volume restarts with page 1, be sure and include the issue number, e.g., 1 below:

PSW.2011.018(1).0001.pdf
PSW.2011.018(1).0107.pdf

Psyche, 2015 volume 69 issue 1 (full)

PSYCHE.2015.069(1).pdf

Psyche 2011 volume 65 issue 1 separated articles:

PSYCHE.2011.065(1).0001.pdf
PSYCHE.2011.065(1).0030.pdf
PSYCHE.2011.065(1).0063.pdf
PSYCHE.2011.065(1).0084.pdf
PSYCHE.2011.065(1).0088.pdf
PSYCHE.2011.065(1).0091.pdf

For including a separate TOC with a whole issue:

IJAPS.2006.003(1).pdf
IJAPS.2006.003.TOC1.pdf

issue 2:

IJAPS.2006.003(2).pdf
IJAPS.2006.003.TOC2.pdf

  • Figures/Illustrations.   Although we can extract figures from the PDF, it’s more cost effective and efficient when we also get them as separate files along with the PDF.  They should be named as the base article and suffixed with FIG and the figure number.  Add the suffix FIG001 where the number indicates the corresponding figure number in the document. If the figure is not numbered, the number in the file name can be arbitrary, but must be larger than 900 to indicate this. The number should be padded to 3 digits with leading Zeros. Add the file extension (PDF, TIF, BMP, JPG, as appropriate).
  • ZIP files can be named similarly, with the correct extension .ZIP instead of PDF
  • The PDFs should be EXACTLY as in print, including the same page breaks and numbers.
    • For fastest processing and to save scanning expense, PDFs of each issue (or volume) should be uploaded to our shared Dropbox (each journal has one we share).  If you cannot use Dropbox, contact us and we will set up an account for you on our FTP site which is automatically copied over to our dropbox when you update.
      • A complete issue should be broken up into articles.  We used to allow a whole issue in one PDF, but starting in January 2017, we will be offering original journal format PDFs as a download option to users who want to see the article in it’s original format.  NOTE: The original format PDF downloads are for subscribers (and only for articles not in the embargo period).  So if you upload a whole issue as a single PDF, then we have to pay to have the PDF split as well as keyed.  So we ask that publishers supply the issues split into articles.  If this is a problem, please contact us.  
      • The files should be named for the journal or book code, followed by a period, followed by the volume number padded to 3 digits, followed by the issue number in parentheses if applicable.  E.g.,
        • Abbr.Year.Vol(Issue).StartPageNbr   for PDFs of individual articles.
          • Example: AIM.1941.002(3).0201.pdf
      • Important notes about splitting issues into articles
        • If an issue is split into separate article PDFs, don’t worry if there’s some redundancy when articles start in the middle of a page, after another article.  Each PDF should have a complete article, even if there’s something extra from a previous or subsequent article.
        • Before placing in our dropbox, it’s best to ZIP the articles together and label the ZIP file per the issue naming rules, e.g., AIM.1941.002(3).zip
  • If XML is available, it should be supplied alongside the PDFs with the same file name (but having an XML extension).
    • The XML DTD used must be supplied and discussed in advance with PEP.  Right now, we can accept and prefer data coded to the Journal Article Tag Suite (JATS DTD).
    • The XML must include page breaks and numbers representing the same pagination as the printed edition to be useful/cost effective to PEP.  Since JATS doesn’t support page numbers, they must be coded using processing instructions.
    • Figures/illustrations can be supplied in TIF or JPG format.  It is not necessary to supply them separately if only supplying paper or PDFs.
  • Other Formats: e.g., if Word files, or HTML is available, it can be helpful to supply this as well (if there’s no XML)
    • While not as desirable as XML, since they require extra manual effort, these formats can still be helpful because they may eliminate the need to rekey everything.
    • File naming must be standardized…each article must carry the volume, issue, and starting page number per the rules above for PDFs.
    • Supplying these are still an “addition”…we must also receive PDF or printed copy.
  • If article DOIs (Crossref Document Identifiers) are available but not printed on the article, they should be supplied in a text/doc file showing the DOI for each article.  DOIs allow us to link back to your site for current content behind the publication wall…so they are important!
  • If articles are a translation of another article, for example in the various Annuals which are tranlations of IJP, each article should include a footnote on the first page or other clearly indicated reference to the original article.  If that is not included, please supply a mapping with each article , for example, as below:Example Translation Map
  • Lead time between when we receive the issue and it’s appearance on PEP is about three weeks.

Important:  If you already have a contract signed with PEP, use the form on this page to submit information about your journal before supplying materials.  We will email you an invitation to a shared dropbox folder where you can deposit electronic files.