How PLOS revitalized its production process and reached 85% first proof acceptance

Introduction: Transforming Open Access Publishing for the Modern Era

In the fast-paced world of scientific research, delivering accurate and timely information is paramount. As the world’s largest open access publisher, the Public Library of

Science (PLOS) provides unrestricted access to scientific knowledge. However, with increasing competition and the need for efficiency, PLOS faced significant challenges in maintaining its leadership position. This case study delves into how PLOS, with the expert assistance of Apex CoVantage, transformed its production processes, leading to enhanced speed, cost-efficiency, and overall satisfaction.

The Challenge: Navigating the Complexities of High-Volume Publishing

Production Inefficiencies: PLOS publishes thousands of scientific articles each year, making it a leader in the field of open access publishing. However, its production

workflows were outdated, struggling to cope with the growing volume of submissions.

Key challenges included:

• Time-Consuming Processes: The existing workflows had not evolved with the increasing volume, resulting in delays from article acceptance to publication.

• High Production Costs: Inefficient processes contributed to high per-article production costs, affecting the organization’s return on investment (ROI).
• Accuracy Standards: Maintaining PLOS’ reputation for exceptional accuracy was non-negotiable, adding another layer of complexity to the challenge.

Operational Challenges: The need for quick, accurate, and cost-effective production posed a significant challenge. PLOS required a comprehensive solution that could

streamline its operations, reduce costs, and improve time-to-market without compromising on quality.

The Solution: Apex’s Innovative Approach to Workflow Transformation

PLOS partnered with Apex Content & Media Solutions to overhaul its production processes. Apex provided end-to-end support, implementing cutting-edge workflows and technologies tailored to meet PLOS' specific needs.

Efficient Workflow Implementation

Apex introduced a series of advanced tools and processes that redefined PLOS’ production capabilities:

• ProTrak® Implementation: Apex deployed its web-based management tracking platform, ProTrak®, to streamline the management of article submissions, tracking progress in real-time and ensuring timely processing.
• XML-First Workflow: By adopting an XML-first approach, Apex facilitated the efficient handling of content, reducing manual intervention and speeding up the publication process.
• Cost-Effective Production: The new workflow resulted in a 25% reduction in per-article production costs, making the process more financially sustainable.

Streamlined Processing and Integration

Apex ensured the seamless integration of these new systems into PLOS' existing infrastructure:

• Reduced Time-to-Market: Depending on the journal, the time from article acceptance to publication was reduced by an average of 12 to 27 days.
• Maintained Accuracy Standards: Despite the accelerated timelines, the new processes upheld PLOS’ high standards of accuracy, ensuring that the quality of published content remained impeccable.

Key Results: Achieving Unprecedented Efficiency and Quality

The collaboration between PLOS and Apex yielded transformative results, setting new benchmarks in scientific publishing:

• Increased Output: More than 20,000 scientific articles were published annually under the new system, demonstrating the enhanced efficiency of PLOS’ production processes.
• Significant Cost Savings: A 25% reduction in production costs per article was achieved, allowing PLOS to allocate resources more effectively.
• Faster Publication Times: The time from acceptance to publication was cut by up to 27 days, depending on the journal, giving PLOS a competitive edge.
• Higher Acceptance Rates: PLOS ONE’s first-proof acceptance rate surged to 85%, reflecting higher satisfaction levels among authors and reviewers.
• Enhanced Satisfaction: Both PLOS and its contributing authors reported high levels of satisfaction with the new processes, reinforcing the organization’s reputation for excellence and reliability.

Conclusion: A Partnership Built on Innovation and Success

Since implementing these transformative changes, PLOS has not only maintained but strengthened its leadership in the open access publishing industry. The partnership with Apex Content & Media Solutions highlights the importance of innovation in driving efficiency and maintaining quality in high-volume publishing.

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