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National Library

of Canada

Bibliothèque nationale

du Canada

Electronic Publishing

Guide to Best Practices

for Canadian Publishers

Version 1.0

Ottawa, 2001

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Introduction

Welcome to the National Library of Canada's Best Practices Manual for online publishing.

In Canada as elsewhere, the nascent field of electronic publishing is confusing and fraught with

unanswered questions. What sort of electronic texts are publishers producing? What formats and

protocols are they using? Where and how are they distributing their electronic publications once

they have created them? What is the market for electronic publications? Are electronic

documents being 'deposited' with NLC as traditional print publications have been?

The purpose of this document is to provide publishers with an introduction to the pros and cons

of various approaches to electronic publishing. Through the use of hyperlinks, it highlights

examples of some of the most creative and efficient uses of new media technology for

publishing, and points to sites maintained by organizations that provide resources for online

publishers.

As a 'living' electronic document, this manual will respond to the issue of constant change in the

field of electronic publishing through regular adaptation and iteration. NLC welcomes your

input; if you have specific suggestions for this document, or would like to inform NLC of your

own electronic publishing practices, you can contact the Library's staff.

PART ONE: Surveying the Universe of Electronic Publishing

Who Wrote This Manual?

Who Should Use This Manual?

What's Out There?

Pros and Cons of Electronic Publishing

PART TWO: Entering the Universe of Electronic Publishing

Designing an Appropriate Structure for Your Document

Presentation-Based Design

Structural or 'Semantic-Based' Design

Existing Best Practices and Standards

Open Standards

The Free Software Foundation/Open Source

JPEG (.jpg) graphics

PNG (.png) graphics

Plain text/ASCII text

HTML

XML

The Open eBook Publication Structure

Proprietary Standards

GIF (.gif) Graphics

RTF

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Word Documents (.doc)

PDF

Microsoft Reader

Macromedia Director and Flash

eBook Hardware Platforms

Metadata

Meta Tags

The Dublin Core

Accessibility Standards

People Using Assistive Technologies

People Using Older Technology

Storage and Backup

Archival Media

Version Control

PART THREE: The NLC and Electronic Publications

- The National Library's Mandate for the Collection of Electronic Publications

- Electronic Deposit and Its Benefits

- Who Should be Interested in Electronic Deposit?

The Professional Publishing Community

Self-Publishers

- Benefits of Electronic Deposit

A Worldwide Audience

Organization and Classification

Backup, Redundancy And Posterity

- What Sorts of Electronic Texts are Currently in the Library's Collection?

- How To Submit An Electronic Publication to the National Library

- How To Access An Electronic Publication on the National Library Web Site

- Some Common Misconceptions about Electronic Deposit

Effects On Copyright

Effects on Distribution and Salability

- Related Services

ISBN and ISSN

CIP

The New Books Program

CASE STUDIES

The Association for Progressive Communications

Broken Jaw Press

Coach House Books

The Reference Group

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Part One: Surveying the Universe of

Electronic Publishing

Who Wrote This Manual?

This manual was produced by the National Library of Canada, in conjunction with several

members of The Commons Group and in consultation with a reference group composed of

members of the Canadian academic and publishing communities. The project grew of out the

NLC's January 2000 Consultation on Online Publications, a day-long conference whose

objective was to provide an informal forum for identifying the key issues that the National

Library must address when collecting and providing access to Canadian online publications.

Who Should Use This Manual?

This manual was written for writers and publishers who are relatively new to the realm of

electronic publishing, and want to educate themselves about the options that are available to

them before they proceed. Though publishers of all sorts will find parts of this document useful,

those parties who are already producing print materials and wish to translate their publications

into robust electronic versions suitable for a wide variety of applications (including archiving

and long-term storage) stand to gain the most use from these pages.

Part Two of the manual, 'Entering the Universe of Electronic Publishing', provides brief but

detailed descriptions of the most common formats for electronic publications, along with links to

more detailed resources, and the Web sites of publishers who are already utilizing these formats.

Part Three, 'The NLC and Electronic Publications', describes the NLC's mandate for collecting

electronic publications, and outlines the various programs that the Library has instituted to

facilitate the production, cataloguing and archiving of electronic publications in Canada. Part

Three also provides links, email addresses and contact information for those wishing to learn

more about these programs, or to reach Library staff directly.

The Universe of Electronic Publications: What's Out There?

The short answer to 'What's out there?' in the world of electronic publishing is 'Everything.' If

something can be published in print, it's also being published online, somewhere. What's more,

many kinds of publishing that aren't possible on paper or other types of physical media, such as

animation, interactive applications and 3-dimensional games, are also happening concurrently.

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A few of the many different kinds of online publishing that currently exist appear on the

following diagram. There are many ways to conceptualize such a list; this diagram presents a

grid that ranges from commercial to non-commercial forms on one axis, and from proprietary

formats to standard formats along the other.

Outside of all four quadrants lies the realm of 'Things we don't know about yet', which will

probably remain the major category of electronic publications as long as the current rate of

innovation continues.

This manual currently deals with a relatively small segment of the online publishing universe,

specifically, the portions that are most analogous to traditional print publications. While the NLC

is actively interested in collecting all forms of electronic publications, its current electronic

collection consists primarily of texts produced by print-based writers and publishers who have

begun expanding their activities into the digital realm. In the coming years, the NLC hopes to

strengthen its relationships with the producers of digital-only materials, as these materials

constitute the majority of what is published electronically. As these relationships grow, the

contents of this manual will also grow.

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Pros and Cons of Electronic Publishing

Motivations for publishing online are varied and complex.

Before 1994, the Internet was in essence a 'free' medium, characterized by an open sharing of

information, without regard to the commercial possibilities of digital publication. The

development of the graphical Web browser, combined with the steady increase in access speed,

produced a much wider interest in the medium, expanding the user base far beyond the original

circle of academics and hobbyists. The first commercial web sites and 'dot.com' companies

appeared not long afterward, though many lacked (and still lack) viable business models for

making money online. In the late 1990s, the most common approach was 'Let's just get online

now and we'll figure the money stuff out later'. Since the spring 2001 downturn in technology

stocks, the level of interest among commercial enterprises for all things digital has become

substantially cooler, and many companies have retreated to a more conservative position, either

scaling back or cancelling their online ventures entirely.

For many print publishers thinking about expanding into digital publishing, the current 'wait and

see' atmosphere comes as something of a relief. Selling books is a difficult business at the best of

times; adding the expense of producing simultaneous digital editions without the presence of any

clear solutions for the problems surrounding rights and licensing and secure distribution of

digital publications is prohibitive for many publishers. On the other hand, some publishers have

found that capitalizing on the general aura of excitement surrounding new technology by

producing digital publications on a limited scale has boosted the sale of their print titles.

For other types of publishers, though, commercial success isn't an issue. Many individual writers,

small magazines, specialized small presses, non-profit organizations and government

departments have found the digital realm to be ideally suited for their purposes. Digital

publications can be produced and circulated relatively inexpensively, and can reach a readership

far wider than small-scale print publications. And beyond the selfish notion of 'publicity', many

publishers see the process of creating broader access to texts of all sorts as a public good.

Here are some of the serious arguments for why electronic publishing isn't such a great idea:

Rights Management and Control: it's virtually impossible to keep someone from copying

an electronic publication if they have their mind set on doing so. Further, there are no

effective national or international systems for managing rights and licensing issues

around electronic publications, though some companies, such as ContentGuard, have

made significant advances with XrML (Extensible Rights Markup Language).

Startup Costs: outlay for the training, hardware and software necessary to publish

electronically can be considerable.

Competing Standards: There are currently a multitude of competing incompatible formats

and delivery systems for electronic publications; some even require specialized (and

expensive) hardware to access them.

Vague Market: it's unclear who will buy electronic publications, and how they will buy

them. The current downturn in the fortunes of the technology marketplace has created an

atmosphere of fear, uncertainty and doubt around electronic publications, and many

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companies have decided to take a 'wait and see' approach to the question of whether or

not to expand online.

On the other hand, there are many good reasons for extending traditional publishing activities

into the electronic universe:

Portability: once a document is in electronic form, it is easy to repurpose it for any

imaginable format (Braille, print-on-demand, Web content, etc.)

Renewal: legacy material such as out-of-print books can take on a whole new life if

recreated as electronic publications.

Enhancement: electronic documents have characteristics not found in print documents,

such as animation and hyperlinking. It's also far cheaper to produce full-colour electronic

documents than it is to produce full-colour print documents.

Ubiquity: if placed online, electronic documents have a potential audience far greater

than any print document.

Publicity: because of the excitement surrounding electronic publishing, electronic

documents make effective advertising for your company and your other products.

While each business has to make such decisions for themselves, it's clear that electronic

publishing in some form is an inevitability. There are definite benefits to be reaped from

approaching electronic publishing with a pragmatic, carefully organized approach. This

document is designed to help anyone interested in electronic publishing locate all of the

resources they need to begin to publish online in an informed, risk-free manner.

Part Two: Entering the Universe of

Electronic Publishing

Designing an Appropriate Structure for Your Document

Presentation-Based Design

When most people use the term 'design', they have presentation-based design in mind.

Presentation-based design proceeds from the assumption that documents are fixed and stable,

whether in print or on screen, and will be viewed through exactly the same types of display

devices by all readers.

Unfortunately, these assumptions are rarely true in electronic publishing, especially in networked

environments such as the Internet, where readers look at documents through a wide variety of

display devices, ranging from 21" full-colour monitors to one-inch monochrome LCD cellular

phone screens, and can reconfigure fonts, background and foreground colours, etc. at will.

Proprietary formats such as PDFs and CD-ROM based publications in Macromedia Director or

similar environments provide a certain amount of stability, but cannot eliminate all of the

unknown factors in electronic publication design. Such formats are most useful when

presentation is the paramount concern, but an overt reliance on presentation-based criteria and

proprietary formatting will drastically limit the accessibility and usability of any electronic

publication.

Structural or 'Semantic-Based' Design

Semantic-based design proceeds from the perspective that the structure of an electronic

publication should follow from the meaning of the information it contains, rather than from its

intended appearance on the page or onscreen.

This document (along with many other Web pages) is an example of information presented

semantically. Markup languages such as HTML and XML are ideal environments for semantic-

based design, because they identify the internal elements of a document's structure, regardless of

the appearance of those elements. This means that it is not only possible to search semantic-

based documents more efficiently (for all subheadings of a particular type, say), but also that it's

possible to use style sheets or other types of scripting to adapt semantic-based documents for

many different kinds of display environments. It's also possible to add new types of information

to existing documents with relative ease.

Jakob Nielsen of Nielsen Norman Group is a world-renowned expert on the subject of Web

usability in general and semantic-based design in particular. His Web site contains much

valuable information on the subject, including information about his milestone book, Designing

Web Usability: The Practice of Simplicity (Indianapolis: New Riders Publishing, 2000).

Usable Web is a collection of links about information architecture, human factors, user interface

issues, and usable design specific to the World Wide Web.

Microsoft's guidelines for improving Web Site usability and appeal are also worth a look.

Existing Best Practices and Standards

There are many working definitions of 'best practices', but generally, they are similar to this one,

adapted from a definition penned by the Canadian Association of Career Educators and

Employers (CACEE):

A Best Practice is an optimal process which:

is recognized by peers in similar situations

is applicable to a cross-section of organizations with varying resources and sizes

takes ethical, legal, and moral requirements into consideration

Many organizations provide documentation of best practices in their particular fields as a

resource for their constituents. For example, The World Wide Web Consortium is a world leader

in establishing best practices for the various compatible technologies (specifications, guidelines,

software, and tools) that lead the Web toward its potential as a forum for information, commerce,

communication, and collective understanding. NLC will strive to make this manual play a

similar role for electronic publishing in Canada.

Best practices frequently involve the use of Standards. The US Federal Glossary of

Telecommunication Terms defines 'standard' as follows:

Guideline documentation that reflects agreements on products, practices, or operations by

nationally or internationally recognized industrial, professional, trade associations or

governmental bodies. This includes formal, approved standards, as contrasted to de facto

standards and proprietary standards, which are exceptions to this concept.

An exact value, a physical entity, or an abstract concept, established and defined by

authority, custom, or common consent to serve as a reference, model, or rule in

measuring quantities or qualities, establishing practices or procedures, or evaluating

results. A fixed quantity or quality.

In the milieu of electronic publishing, practices and goals vary widely from publisher to

publisher, and professional and governmental organizations dealing with new media are

relatively new entities. Still, there are a number of standards committees and bodies (such as the

W3 Consortium) which set the benchmarks that guarantee that computers can interact. However,

because the notion of 'central authority' in the online environment is contentious at best, there are

also 'de facto' standards which are defined by custom or common consent rather than authority.

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