Word document
For the Word document(s) with the text of the publication, the following naming convention is used:
{imprint}_{bookID}_{free-text}.docx
with:
- Imprint is a predefined string for supported imprints:
- brill
- vr
- bwk
- bvw
- sfm
- bookID is a 4 to 6 digit number. Although this could be any unique ID, the default ID are the 5 digits in the ISBN next to the publisher's ID, positions 8 - 12.
- free-text is an additional string to identify the title. It can be used to add series/volume information or the name of the author for out of series titles
Examples:
- brill_42354_VTS203.docx
- vr_62454_Luebking.docx
- bwk_52442_Perovic.docx
- bvw_21504_Reitter.docx
- sfm_79115_Morgenstern.docx
In case of an edited volume with separate files for each chapter, the free-text could be used to include the name of the author or an additional numbering can be added to series information (VTS203-1; VTS203-2, etc.). A combination of series information with the name of the author is also possible.
Image files
Illustrations can be included in the Word document or uploaded as separate files in either JPG (minimum resolution 300 dpi) or PDF format. If uploaded as separate files, one of the following naming conventions specified hereafter should be used. In the Word document with the text, the filename is included at the location where the image should be inserted. The name of the file should be styled with the appropriate style b_figure to indicate that the information concerns an external image. Caption and Source information can be entered next to the filename, using the stiles b_figure_caption and b_figure_source. For reasons of simplicity, the "fig" in the filename is used for all illustrations, graphs and jpg- or pdf-files with tables. In the caption text, a distinction can be made, and the numbering can be adjusted. The source files with the images could be grouped together per type by using subsequent numbers per type. For example in case of a manuscript with 10 illustrations, 5 graphs and 2 tables, that are all provided as images the files could be numbered as follows:
- Illustrations: brill_42354_fig001.jpg/pdf to brill_42354_fig010.jpg/pdf
- Graphs: brill_42354_fig011.jpg/pdf to brill_42354_fig015.jpg/pdf
- Tables: brill_42354_fig016.jpg/pdf to brill_42354_fig017.jpg/pdf
- The captions would however read: Figure 1 (–10):+ caption-text, Graph 1 (–5):+ caption-text and Table 1: (- 2)+ caption-text.
All images files for a publication are uploaded in a zip-file with the name:
{imprint}_{bookID}_{free-text}_images.zip
The values for imprint, bookID and free_text are copied from the Word document.
One Word document with the complete contents
In case of one Word document that is converted: the following naming convention should be used for separate image files:
{imprint}_{bookID}_fig{nnn}.jpg/pdf
Imprint and bookID are copied from the Word file. nnn is a three-digit numbering, starting with 001. In case of multiple images that are presented together with one caption text, a letter a-z can be added. Examples:
- brill_42354_fig001.jpg
- brill_42354_fig002a.jpg - for the 2nd image that is presented together with:
- brill_42354_fig002b.jpg
Word documents for each chapter
If the word document is split in separate chapters, for example in case of an edited volume, a two digit chapter number is added to the file name:
{imprint}_{bookID}_fig{nnn}-{cc}.jpg/pdf
Also now, a letter a-z can be added to the image number in case of images that are presented together. Examples:
- bwk_52442_fig003-02.jpg - for the 3rd image in chapter 2.
- bwk_52442_fig002a-05.jpg - for the 2nd image in chapter 5 that is presented together with:
- bwk_52442_fig002b-05.jpg
Metadata files
Additional metadata that is necessary for the XML and preliminary pages is provided in an Excel file. Naming convention for this file is copied from the Word document:
{imprint}_{bookID}_{free-text}.xlsx
