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Streamlining an editorial office with microcomputer technology
Letter From the Editor-in-Chief FERTILITY AND STERILITY Copyright
0
1983 The American Fertility Society
Vol. 39, No.1, January 1983 Printed in U.SA.
Streamlining an editorial office with microcomputer technology
Roger D. Kempers, M.D. Professor of Obstetrics and Gynecology, Mayo Medical School, and Consultant in Obstetrics and Gynecology, Mayo Clinic, Rochester, Minnesota
Reprint requests: Roger D. Kempers, M.D., Editor-in-Chief, Fertility and Sterility, 200 First Street SW, W-lO, Rochester, Minnesota 55905. Vol. 39, No.1, January 1983
The year 1982 marked another milestone in the growth of Fertility and Sterility. With the urging and support of a progressive Journal Committee, Board of Directors, and Medical Director, this editorial office has been adapted with remarkable ease to the electronic world of desk-top computers. The complex problem of selecting the most appropriate hardware and software system was resolved with the advice of associates who are computer consultants and with on-line evaluation of different systems. Early last spring, following several weeks of evaluation, computer programmers gained a full understanding of our wide range of specialized data processing needs. It soon became clear that in order to guarantee our requirements, which included complete mechanical reliability, large storage capacity, and highly accelerated search time, a hard disk rather than a floppy disk system was required. The equipment and program originally selected were upgraded appropriately. We now have a hard disk system with a capacity of 5 Megabytes (1 Megabyte = 1 million characters) and a transfer rate of 500 bits (approximately 62 characters) per second. At the present time we have stored 2500 manuscript records, 270 referee records, and text files. At the close of 1982, approximately 75% of the hard disk space had been utilized. Inactive records were transferred from the hard disk to a floppy disk for storage, and only active records were retained to give us ample capacity for anticipated needs in 1983. The relatively slow search time of 20 to 30 seconds in the original equipment has been reduced to 1 to 3 seconds with conversion to a newly developed high-performance program system. The desk-top hardware with standard video console and typewriter style keyboard require a minimum of space. The system drives a high-speed printer producing letter-quality printing at 55 characters per second. The system satisfies our editorial needs, which are largely data processing and, to a lesser extent, word processing. Automation has greatly increased office efficiency. We operate the editorial publishing office with two editorial assistants-one fulltime and one half-time. Although the office work load has continued to increase, the microcomputer has now eliminated the need for additional secretarial help. The system is programmed to log in many factors related to processing each manuscript. In this way we are able to track the many functions being performed on each manuscript at any given moment, to store information, and to instantly retrieve these data. Details of the day-to-day status of these manuKempers Editor's letter
1
scripts are now at our fingertips. In addition, we are able to efficiently monitor the reviewing being conducted by the many referees who have so graciously helped us this year. We are able to print at high speed the significant amount of correspondence generated by each manuscript received, reviewed, returned to authors, and given final disposition, as well as other business matters generated by an editorial-publishing office. The system has eliminated the traditional complex card file system we originally utilized and the lengthy typing of individual letters and other
items of correspondence. The cost of the system was approximately $16,000, and there is an additional monthly maintenance fee (Metafile Sensorbased Systems, Chatfield, MN). When the average month's work load is analyzed, one can readily appreciate the vastl~ ~m proved efficiency of operation by streamlmmg with this microcomputer. For example, in any given month approximately 45 to 50 new manuscripts are received. Because manuscripts are constantly being transmitted to referees for review, to authors for revision, to the copy editor, and to the printer, approximately 200 manuscripts are processed each month. This and other correspondence involved in publishing a journal generates 1200 letters per month. We believe the smooth automated operation now functioning can serve as a model for other editorial-publishing offices. I wish again this year to express deep appreciation to the members of the Editorial Board for the many long hours they have spent reviewing manuscripts. In addition, warm thanks are extended to all of those who so graciously served as ad hoc reviewers, some on numerous occasions, during 1982.
Immediate Past Editorial Board Members 1981 Richard D. Amelar, M.D. Lawrence Dubin, M.D. Carl L. Pauerstein, M.D. John J. Sciarra, M.D., Ph.D. William N. Spellacy, M.D.
1980 Howard L. Judd, M.D. Patrick C. Walsh, M.D. Donald R. Tredway, M.D., Ph.D.
1979 Georgeanna Seegar Jones, M.D. Donald J. Mehan, M.D. J. William McRoberts, M.D. Richard J. Blandau, Ph.D., M.D. David F. Archer, M.D. 2
Kempers Editor's letter
Fertility and Sterility
Ad Hoc Reviewers-1982 c. F. ABBOUD E. Y. AoASm SEZER AKSEL R. D. AMELAR R. N. ANDERSEN BYRON ANDERSON DEBORAH ANDERSON MASON ANDREWS W. C. ANDREWS J. F. ANNEGERS A. H. ANSARI R. A. APPELL D. F. ARCHER MARK ARMSTRONG R. H. ASCH G. W. ASHMAN M. S. BAGGISH HARVEY BANK R. L. BARBIERI ANORZEJ BARTKE G. W. BATES F. R. BATZER ANTHONY BELLVE GEORGE BETZ A. A. BEZJIAN J. D. BIGGERS ZVI BINOR R. E. BLACKWELL R. J. BLANDAU LUIS BLASCO ERIC BLOCH R. P. BLYE A. M. BONGIOVANNI E. J. W. BOWIE B. G. BRACKETT G. D. BRAUNSTEIN R. M. BRENNER J. S. BROWN W. J. BUTLER V. C. BUTTRAM, JR. JUDY CAMERON P. C. CARPENTER THOMAS CHANG M. C. CHANG C. P. CHANNING ROBERT CHATTERTON THOMAS CLARKSON E. B. CONNELL-TATUM C. B. COULAM DANIEL CRAMER RUTH CROZER J. E. DAVIS M. Y. DAWOOD A. H. DECHERNEY GoRDON DEWALD DAVID DIPIETRO G. S. DIZEREGA W. P. DMOWSKI S. D. DOUGLAS T. S. DRAKE BEATRICE DUCOT C. A. DUCSAY W. R. DUKELOW BONNIE DUNBAR
Vol. 39, No.1, January 1983
C. A. EDDY D. A. EDELMAN ESTHER EISENBERG SHERMAN ELIAS A. C. ENDERS LA WHENCE ESPEY
W.1. LEE T. LIN HARRY LIPNER M. B. LIPSETT R. A. LOBO ALEXANDER LOPATA
GEORGE FUCKINGER R. H. FOOTE MATTHEW FREUND JAN FRmERG M. A. FRITZ
G. D. MALKASIAN CHARLES MARCH R. P. MARRS AUCE MARTIN LUIGI MASTROIANNI, JR. P. F. MCCOMB VIRGINIA MICHELS D. R. MISHELL, JR. A. A. MITCHELL S. E. MONROE D. L. MOYER
PENELOPE GADDUM-RoSSE P. GALASK P. C. GALLE CELSO-RAMoN GARCIA R. S. GIBBS J. R. GIVENS R. H. GLASS B. L. GLEDHILL MITCHELL GoLBUS ALFREDO GoLDSMITH J. W. GOLDZIEHER VICTOR GOMEL K. R. GOTTESFELD E. F. GRAHAM S. D. GRAHAM, JR. S. H. GREENBERG G. S. GREENWALD LEE GREGORY
R.
G. G. HAAS, JR. S. A. HALBERT J. L. HALL MARILYN HAMILTON MARY HAMMOND A. F. HANEY M. J. K. HARPER R. M. HARRISON W. F. HENDRY D. L. HEss L. M. HILL G. D. HODGEN C. W. HOHLER J. A. HOLT G. L. HOLTZ RICHARD HORTON J. F. HULKA D.
A.
IDDENDEN
R. W. JEANLOZ RAPHAEL JEWELEWICZ IAN JOHNSTON G. S. JONES H. W. JONES W. R. JONES
R. H. KAUFMAN E. L. KLAmER M. J. KOERING
E.
J. LAMB N. H. LAUERSEN
R.
M. NAKAMURA HOWARD NANKIN L. H. NELSON K. L. NOLLER J. J. NORA R. C. NORTHCUTT M. J. Novy COLM O'HERLIHY W. D. ODELL TAKASm OKAGAKI GENE OLIPHANT J. W. OVERSTREET C. J. PAUERSTEIN D. F. PAULSON M. L. PERNOLL E. P. PETERSON W. H. PFEFFER D. E. I'ITTAWAY A. N. POINDEXTER GEORGE PKETI J. T. QUEENAN W. L. G. QUINLIVAN EWA RADWANSKA R. H. REINDOLLAR J. V. REYNIAK JoANNE RICHARDS D. H. RIDDICK J. A. ROCK L. J. RODRIGUEZ-RIGAU B. J. ROGERS N. R. ROSE ANTHONY SACCO M. SALASSA C. SANDERS C. SAUNDERS ISAAC ScmFF SHELDON ScHLAFF M. L. ScHMEHL Cy SCHOENFELD HAROLD ScHULMAN ANTONIO SCOMMEGNA SHELDON SEGAL
R. R. R.
M. M. SEmEL J. W. SENNER M. M. SHANGOLD J. K. SHERMAN R. J. SHERRINS P. K. SIITERI A. Y. SILVERMAN J. L. SIMPSON IRVING SIVIN DENNIS SLONE M. R. SOULES W. N. SPELLACY RICHARD STANBAUGH J. J. STANGEL V. C. STEVENS R. J. STILLMAN B. T. STOREY J. S. STRAUSS HERLINDA SULUV AN R. L. SWEET ALLAN SYMS DANIEL SZOLLOSI G. E. TAGATZ H. J. TATUM M. L. TAYMOR A. J. THOMAS, JR. GEORGE TOllS ATTILA TOTH PHILIP THOEN DAN TULCHINSKY RICHARD TuRECK T. T. TuRNER
R. L. URRY W. H. UTIAN R. F. VALLE R. D. VISSCHER HERBERT WALKER J. C. WEED GERSON WEISS NEAL WEST H. O. WILLIAMSON S. J. WINTERS D. P. WOLF CARL WOOD R. J. WORLEY KAREN WRIGHT R. M. WYNN Ryuzo Y ANAGIMACHI J. B. YOUNGER EDWARD YUREWICZ LUCIANO ZAMBONI L. J. D. ZANEVELD G. I. ZATUCHNI B. R. ZIRKIN
Kempers Editor's letter
3
0
1983 The American Fertility Society
Vol. 39, No.1, January 1983 Printed in U.SA.
Streamlining an editorial office with microcomputer technology
Roger D. Kempers, M.D. Professor of Obstetrics and Gynecology, Mayo Medical School, and Consultant in Obstetrics and Gynecology, Mayo Clinic, Rochester, Minnesota
Reprint requests: Roger D. Kempers, M.D., Editor-in-Chief, Fertility and Sterility, 200 First Street SW, W-lO, Rochester, Minnesota 55905. Vol. 39, No.1, January 1983
The year 1982 marked another milestone in the growth of Fertility and Sterility. With the urging and support of a progressive Journal Committee, Board of Directors, and Medical Director, this editorial office has been adapted with remarkable ease to the electronic world of desk-top computers. The complex problem of selecting the most appropriate hardware and software system was resolved with the advice of associates who are computer consultants and with on-line evaluation of different systems. Early last spring, following several weeks of evaluation, computer programmers gained a full understanding of our wide range of specialized data processing needs. It soon became clear that in order to guarantee our requirements, which included complete mechanical reliability, large storage capacity, and highly accelerated search time, a hard disk rather than a floppy disk system was required. The equipment and program originally selected were upgraded appropriately. We now have a hard disk system with a capacity of 5 Megabytes (1 Megabyte = 1 million characters) and a transfer rate of 500 bits (approximately 62 characters) per second. At the present time we have stored 2500 manuscript records, 270 referee records, and text files. At the close of 1982, approximately 75% of the hard disk space had been utilized. Inactive records were transferred from the hard disk to a floppy disk for storage, and only active records were retained to give us ample capacity for anticipated needs in 1983. The relatively slow search time of 20 to 30 seconds in the original equipment has been reduced to 1 to 3 seconds with conversion to a newly developed high-performance program system. The desk-top hardware with standard video console and typewriter style keyboard require a minimum of space. The system drives a high-speed printer producing letter-quality printing at 55 characters per second. The system satisfies our editorial needs, which are largely data processing and, to a lesser extent, word processing. Automation has greatly increased office efficiency. We operate the editorial publishing office with two editorial assistants-one fulltime and one half-time. Although the office work load has continued to increase, the microcomputer has now eliminated the need for additional secretarial help. The system is programmed to log in many factors related to processing each manuscript. In this way we are able to track the many functions being performed on each manuscript at any given moment, to store information, and to instantly retrieve these data. Details of the day-to-day status of these manuKempers Editor's letter
1
scripts are now at our fingertips. In addition, we are able to efficiently monitor the reviewing being conducted by the many referees who have so graciously helped us this year. We are able to print at high speed the significant amount of correspondence generated by each manuscript received, reviewed, returned to authors, and given final disposition, as well as other business matters generated by an editorial-publishing office. The system has eliminated the traditional complex card file system we originally utilized and the lengthy typing of individual letters and other
items of correspondence. The cost of the system was approximately $16,000, and there is an additional monthly maintenance fee (Metafile Sensorbased Systems, Chatfield, MN). When the average month's work load is analyzed, one can readily appreciate the vastl~ ~m proved efficiency of operation by streamlmmg with this microcomputer. For example, in any given month approximately 45 to 50 new manuscripts are received. Because manuscripts are constantly being transmitted to referees for review, to authors for revision, to the copy editor, and to the printer, approximately 200 manuscripts are processed each month. This and other correspondence involved in publishing a journal generates 1200 letters per month. We believe the smooth automated operation now functioning can serve as a model for other editorial-publishing offices. I wish again this year to express deep appreciation to the members of the Editorial Board for the many long hours they have spent reviewing manuscripts. In addition, warm thanks are extended to all of those who so graciously served as ad hoc reviewers, some on numerous occasions, during 1982.
Immediate Past Editorial Board Members 1981 Richard D. Amelar, M.D. Lawrence Dubin, M.D. Carl L. Pauerstein, M.D. John J. Sciarra, M.D., Ph.D. William N. Spellacy, M.D.
1980 Howard L. Judd, M.D. Patrick C. Walsh, M.D. Donald R. Tredway, M.D., Ph.D.
1979 Georgeanna Seegar Jones, M.D. Donald J. Mehan, M.D. J. William McRoberts, M.D. Richard J. Blandau, Ph.D., M.D. David F. Archer, M.D. 2
Kempers Editor's letter
Fertility and Sterility
Ad Hoc Reviewers-1982 c. F. ABBOUD E. Y. AoASm SEZER AKSEL R. D. AMELAR R. N. ANDERSEN BYRON ANDERSON DEBORAH ANDERSON MASON ANDREWS W. C. ANDREWS J. F. ANNEGERS A. H. ANSARI R. A. APPELL D. F. ARCHER MARK ARMSTRONG R. H. ASCH G. W. ASHMAN M. S. BAGGISH HARVEY BANK R. L. BARBIERI ANORZEJ BARTKE G. W. BATES F. R. BATZER ANTHONY BELLVE GEORGE BETZ A. A. BEZJIAN J. D. BIGGERS ZVI BINOR R. E. BLACKWELL R. J. BLANDAU LUIS BLASCO ERIC BLOCH R. P. BLYE A. M. BONGIOVANNI E. J. W. BOWIE B. G. BRACKETT G. D. BRAUNSTEIN R. M. BRENNER J. S. BROWN W. J. BUTLER V. C. BUTTRAM, JR. JUDY CAMERON P. C. CARPENTER THOMAS CHANG M. C. CHANG C. P. CHANNING ROBERT CHATTERTON THOMAS CLARKSON E. B. CONNELL-TATUM C. B. COULAM DANIEL CRAMER RUTH CROZER J. E. DAVIS M. Y. DAWOOD A. H. DECHERNEY GoRDON DEWALD DAVID DIPIETRO G. S. DIZEREGA W. P. DMOWSKI S. D. DOUGLAS T. S. DRAKE BEATRICE DUCOT C. A. DUCSAY W. R. DUKELOW BONNIE DUNBAR
Vol. 39, No.1, January 1983
C. A. EDDY D. A. EDELMAN ESTHER EISENBERG SHERMAN ELIAS A. C. ENDERS LA WHENCE ESPEY
W.1. LEE T. LIN HARRY LIPNER M. B. LIPSETT R. A. LOBO ALEXANDER LOPATA
GEORGE FUCKINGER R. H. FOOTE MATTHEW FREUND JAN FRmERG M. A. FRITZ
G. D. MALKASIAN CHARLES MARCH R. P. MARRS AUCE MARTIN LUIGI MASTROIANNI, JR. P. F. MCCOMB VIRGINIA MICHELS D. R. MISHELL, JR. A. A. MITCHELL S. E. MONROE D. L. MOYER
PENELOPE GADDUM-RoSSE P. GALASK P. C. GALLE CELSO-RAMoN GARCIA R. S. GIBBS J. R. GIVENS R. H. GLASS B. L. GLEDHILL MITCHELL GoLBUS ALFREDO GoLDSMITH J. W. GOLDZIEHER VICTOR GOMEL K. R. GOTTESFELD E. F. GRAHAM S. D. GRAHAM, JR. S. H. GREENBERG G. S. GREENWALD LEE GREGORY
R.
G. G. HAAS, JR. S. A. HALBERT J. L. HALL MARILYN HAMILTON MARY HAMMOND A. F. HANEY M. J. K. HARPER R. M. HARRISON W. F. HENDRY D. L. HEss L. M. HILL G. D. HODGEN C. W. HOHLER J. A. HOLT G. L. HOLTZ RICHARD HORTON J. F. HULKA D.
A.
IDDENDEN
R. W. JEANLOZ RAPHAEL JEWELEWICZ IAN JOHNSTON G. S. JONES H. W. JONES W. R. JONES
R. H. KAUFMAN E. L. KLAmER M. J. KOERING
E.
J. LAMB N. H. LAUERSEN
R.
M. NAKAMURA HOWARD NANKIN L. H. NELSON K. L. NOLLER J. J. NORA R. C. NORTHCUTT M. J. Novy COLM O'HERLIHY W. D. ODELL TAKASm OKAGAKI GENE OLIPHANT J. W. OVERSTREET C. J. PAUERSTEIN D. F. PAULSON M. L. PERNOLL E. P. PETERSON W. H. PFEFFER D. E. I'ITTAWAY A. N. POINDEXTER GEORGE PKETI J. T. QUEENAN W. L. G. QUINLIVAN EWA RADWANSKA R. H. REINDOLLAR J. V. REYNIAK JoANNE RICHARDS D. H. RIDDICK J. A. ROCK L. J. RODRIGUEZ-RIGAU B. J. ROGERS N. R. ROSE ANTHONY SACCO M. SALASSA C. SANDERS C. SAUNDERS ISAAC ScmFF SHELDON ScHLAFF M. L. ScHMEHL Cy SCHOENFELD HAROLD ScHULMAN ANTONIO SCOMMEGNA SHELDON SEGAL
R. R. R.
M. M. SEmEL J. W. SENNER M. M. SHANGOLD J. K. SHERMAN R. J. SHERRINS P. K. SIITERI A. Y. SILVERMAN J. L. SIMPSON IRVING SIVIN DENNIS SLONE M. R. SOULES W. N. SPELLACY RICHARD STANBAUGH J. J. STANGEL V. C. STEVENS R. J. STILLMAN B. T. STOREY J. S. STRAUSS HERLINDA SULUV AN R. L. SWEET ALLAN SYMS DANIEL SZOLLOSI G. E. TAGATZ H. J. TATUM M. L. TAYMOR A. J. THOMAS, JR. GEORGE TOllS ATTILA TOTH PHILIP THOEN DAN TULCHINSKY RICHARD TuRECK T. T. TuRNER
R. L. URRY W. H. UTIAN R. F. VALLE R. D. VISSCHER HERBERT WALKER J. C. WEED GERSON WEISS NEAL WEST H. O. WILLIAMSON S. J. WINTERS D. P. WOLF CARL WOOD R. J. WORLEY KAREN WRIGHT R. M. WYNN Ryuzo Y ANAGIMACHI J. B. YOUNGER EDWARD YUREWICZ LUCIANO ZAMBONI L. J. D. ZANEVELD G. I. ZATUCHNI B. R. ZIRKIN
Kempers Editor's letter
3