In the series Typesetting TeXniques, we share our expertise as professional copyeditors and typesetters of mathematics. We frequently hear from authors that our work makes their papers better. This is how we do it.
In the previous post in this series, we presented some guidelines for citing references. This post, in conjunction with the video below, outlines MSP’s production process for the references section of an accepted article.
TeXnical overview of the process #
MSP’s journals use the bibtex package for processing bibliographies. Typically, to prepare a paper’s references section, the production editor starts from a .bbl file provided by the authors, either directly or indirectly (for example, when authors provide a .bib file but not a .bbl file). Through a combination of scripts and human interventions, the production editor arrives at a .bib file whose entries are complete, correct, and in accordance with the journal’s style. That .bib file is then used to generate the .bbl file for the article.
Routine checks and changes #
Complete and correct bibliographic details #
Production editors run an in-house script that attempts to find a bibtex record for each reference using free MathSciNet tools. Editors review and, as needed, modify the output to make sure that there is a correct record for every item. This part of the process corrects run-of-the-mill typos and omissions of details in the accepted manuscript. It also helps ensure up-to-date references: for example, if authors cited a preprint that has since been published, the script may find a record for the published version.
Conformity to journal style #
While a journal’s bibtex style file controls essential formatting choices, not all aspects of a journal’s style preferences are met in this way. For additional formatting of references, production editors use a (second) in-house script. This script makes routine changes automatically and alerts production editors to other changes that may be desirable.
Other modifications #
Electronic links provided #
Links to references available online are a great convenience for readers, yet very often, accepted manuscripts do not include them. The scripts we’ve mentioned and, occasionally, human intervention aim to include a DOI or URL in the bibtex record of each electronic reference, so that readers of the digital version of the article may simply click to navigate directly to a cited work.
Only cited items included #
Production editors identify items that an author included in the references section yet never referred to in the body of the paper. In such cases, the production editor notifies the author that the item has been removed. Authors are offered the opportunity to reinstate the reference during proof corrections by citing it somewhere in the text in a way that makes its relevance clear.
Beyond the basics #
As it’s designed to be, the process we’ve described is often entirely routine, but sometimes references call for special handling. For example, citations to appendices, corrections (corrigenda), online resources (such as entries in the OEIS), reprints of classic texts, and translations may receive extra attention.
Why we do it #
A reader may become disappointed, if not downright frustrated, whenever inadequate or inaccurate details complicate their effort to find a cited item. Even when simply looking for “when” and “where” something appeared, a reader can be misled by incorrect details or the inclusion of references that are not publicly available. Precise citations to references with reliable bibliographic details increase the value of an article for readers, and clarity of presentation makes those details easy to use. By removing bibliographic roadblocks and providing accurate maps to cited works, MSP’s production editors aim to ensure seamless communication between authors and readers.
Watch the video #
In the video, an MSP production editor prepares a (fanciful) list of references for publication. The editor runs the first script mentioned above and reviews the output to make sure that each item has a correct bibtex record. Next comes the formatting script and the editor’s responses to its alerts. (Most of the action is occurring from within vim.) Along the way there are some additional modifications and a final visual check of the compiled .tex file.
Header image by Ricardo Gomez Angel, available from Unsplash. Free to use under the Unsplash license.