WRP - Functions

Functions for a Typical Publication

1: Acquiring and Editing Copy
    WRP has extensive experience in acquiring content for magazines. Of the eight historical society magazines currently being produced by WRP, WRP editors are responsible for the entire content of four of these magazines, and partially responsible for two of the other four. The same principles that WRP uses to acquire content for these magazines will be applied to your magazine. We firmly believe that articles are much more forthcoming when they are presented in a dramatic and pleasing fashion, and very soon authors will be looking at your magazine as a viable place for their articles. For example, in nearly six years at the helm of North Western Lines, WRP has logged in over 200 articles, which are listed in a spreadsheet that includes information such as what's in hand, what's needed, who is working on it, etc. By keeping track of things in a spreadsheet, communication with hobbyists with photographs or other pertinent material is quick and easy, and wish-lists can be generated quickly and efficiently. This helps bring along articles that need help and get them ready for publication. The spreadsheet is color-keyed so the editor can quickly see what he's got to choose from for a particular issue. Keeping an ideal blend of articles (east vs. west, prototype vs. models, steam vs. diesel, etc.) is much easier with a spreadsheet keeping track of the content.
    Editing is a key element to a professional high-quality publication. There is nothing worse than picking up a magazine from the printer and seeing a drastic grammar or spelling error. WRP runs all magazines through a battery of copy editors, each with different strengths, who catch nearly all mistakes, making our publications nearly error-free. Most publications have at least five editors who double-check editorial copy, and your magazine would be no different. The result is articles that are reader-friendly, pertinent, and accurate. Our editors have many years of experience, and that knowledge is applied to each magazine. Style issues are addressed on a magazine-by-magazine basis, but there are standards in place for most railroad-specific language. For example, is it SD40 or SD-40, C420 or C-420? WRP typically goes by the Second Diesel Spotter's Guide, resulting in EMD products being un-hyphenated (SD40) and Alco's being hyphenated (C-420).
    The editing that applies to articles is identical to that for the other items listed, such as convention articles, society business, and columns.

2: Graphic Design and Layout
    WRP performs all graphic design and layout for all the magazines we produce. The production team for your specific magazine is typically assigned based on a combination of availability and interest level. Each magazine has an editor who is a fan of that road, resulting in superior production with few errors.

3: Pre-Production Services
    WRP provides all pre-press services, and all our magazines go to print as PDF files ready for direct-to-plate or Computer-to-Press (CTP) processing by any capable printer. WRP has been all-CTP since 2001. We also provide all color proofs so there is no additional proofing charge from the printer.

4: Acknowledgment of Material
    WRP already has in place a logging system (previously described here) to keep track of inbound and outbound material. Most material is acknowledged and returned within two or three weeks. Anything being held longer is normally acknowledged very soon after it is received. WRP has typically not included copyright release forms for the historical society magazines, but have experience with release forms for the film projects we've produced, and can develop those forms if deemed appropriate.
    Declined submissions will be quickly returned, normally within a few weeks. WRP currently has procedures in place so that submissions, whether planned for publication or not, are returned quickly. Material held for scanning and publication is rarely held for more than a few weeks.

5: All-Color in 2005
    WRP launched the historical society world into the future in 2005, as all of our magazines went all-color. This allows color to be on every printed page, and even though we naturally still run lots of older black-and-white material, the presence of color means we can include maps, graphics, shadows, and other graphic elements that improve the appearance of the magazine, and everyone knows that color sells.

6: Scanning
    WRP has been performing all scans for all publications since the publication of the C&O West End book in 1999. That particular book suffered because of the lack of experience in the scanning field, but soon thereafter WRP perfected the process of making scans ready for press. WRP's current products present color work superior in the field. WRP has in place a detailed method for sharpening and color correction for each and every scan. All our magazines are currently fixed-price contracts (only a couple are written contracts), and whether it's 40 or 60 images per magazine the price stays the same. WRP also scans and logs images for potential future use and simply keeps them on file. For the C&NWHS, for example, in the first six years of production we scanned and logged over 13,000 images, each on two removable hard drives--one on the scanning computer and one in the fireproof safe.

7: Digital Images
    As can be seen in the WRP Submittal Guide, WRP has extensive experience with digital camera files, and has put in guidelines for those who prefer that format. Digital images are the future, and WRP uses digital images in many magazines. WRP is also well-aware of the potential pitfalls of low-resolution digital images.

8: Events Listing
    WRP has extensive experience working with organizations who are regularly asked to run various "public" announcements. We are well aware that sometimes these are not in the best interest of society members or goals. WRP will work directly with your society to gain an understanding of the policies of your society regarding these postings.

9: Website Interface
    The editor for your publication will work with the webmaster and can provide, for example, a right-size PDF of the cover of the magazine for the website. We often also provide editorial copy (such as a President's message) direct to the webmaster for posting so your website is up to date.

10: Columns
    Compiling and writing an Editor's column is considered one of the editor's duties, and can be included in the publication. With a number of the historical society publications, WRP accepts and runs columns from various editors who compile and write columns. Editor's columns are currently written and appear in five of the nine magazines published. The other four have editors within the organization that write the editor's column. Additionally, WRP will work with other columnists to develop each of their columns according to publishing deadlines.

11: Society Committees
    WRP's team will interact on a regular basis with the society committees and help develop articles and information for publication to promote society products and services. WRP's full-service approach to magazine publishing is ideal for seamless solutions to dissemination of information and making things run smoothly from project design to promotion through the publication. WRP has experience with product promotion in nearly every area imaginable, whether books, digital media, models, decals, or any other aspect of the railroad hobby.

12: Ghost Writing
    Few people outside the publishing world realize how much ghost writing is included in a typical historical society publication. WRP's staff are experienced railfans, authors, modelers, and writers, with combined experience exceeding 115 years. As can be seen by reviewing the resumes under Staff, Mike Schafer, Kevin EuDaly, and Dale Sanders are all accomplished authors, writers, and modelers in the railroad field, with experience in essentially every geographic area in the U.S. and Canada. All three have attended or been part of operating sessions on many model railroads, and have been involved in "Pro-Rail"-type operating groups. All have also been part of entering, judging, or setting up model and photo contests for historical societies, and are accomplished ghost-writers.

13: Classified Advertising
    WRP has extensive experience at tracking and managing classified advertising. With article logs, mail logs, and advertising logs for most of our publications, this integrated approach to a complicated publication is necessary to keep periodicals on time and to keep work flow running smoothly. Dan Hansen's extensive experience with database management, organization of sales accounts, and developing standard procedures will make this aspect of publishing your magazine a smooth integrated operation. All aspects of communication regarding advertising will be through a single point person at WRP, resulting in a simple communication flow from first vendor contact through ad appearance in the finished magazine. The management of funds received for advertising does not differ from WRP's current management of Membership Services for several historical societies, wherein WRP's Sales Manager and database expert has a well-developed system for handling every aspect of the advertising process and transfer of funds.

14: Membership Secretary Duties
    WRP acts as the membership secretary for several of our organizations including one of our largest (the C&NWHS) as well as one of our smallest (the Illinois Traction Society). This involves a defined system of logging in checks (and stamping them with the society's bank deposit account information) and updating the member database, and includes such duties as printing face sheets or labels for the membership magazine mailing, sending renewal notices at regular intervals, providing financial data to the treasurer with each batch of checks, and providing membership lists to board members. This is typically done on a fixed cost per member basis.

15: Reports
    WRP regularly prepares reports of a wide variety of subjects for the societies for which reports are necessary. These include such items as a regular Editor's Report (for North Western Lines) and a Membership Services Report (for North Western Lines and The Flyer), and will include at a minimum an overall performance report, an editor's report, an advertising report, an annual budget, and an annual assessment of printing services. WRP will consult with the society to be sure all aspects of reporting are identified and met.

16: Printing Costs
    WRP is one of the most competitive railroad periodical producers, and prides itself on a great product at a great price. We recently negotiated a printing scenario where all the historical society magazines we produce are color throughout, at almost no increase in cost to our clients. WRP is keenly interested in a smooth printing and fulfillment process. Our fixed cost approach allows the freedom to secure the most ideal printing situation for each of our clients.

17: Maintaining Data Archives
    WRP maintains all production files on a minimum of two hard drives at all times. These files can regularly be transferred to another media and forwarded to the society archives. These files include all production files, all image files, and all final PDF files for CTP printing.

18: Working with Submitters
    WRP works with authors, photographers, and designers extensively in our historical society publications, and has long been considered one of the most "author-friendly" firms in the railroad publishing field. WRP has worked with a myriad of authors and photographers over the years and maintains a professional process for acquiring articles for print, and friendly communication to help authors achieve an article of a caliber necessary for inclusion in any publication. WRP has a vast store of resources, including a prototype photo collection well in excess of 350,000 images, and another 40,000 images stored digitally. Kevin EuDaly, Mike Schafer, and Dale Sanders are all photographers, and all have experience in photographing models and model railroads.

19: Letters to the Editor
    The review process for letters to the editor is similar to the process for all editorial copy: there is usually a point person for a review process for this sort of material, and WRP will forward such letters to the designated historical society staff for approval and answers. The WRP Editor will normally respond to those which apply directly to the magazine, while deferring those letters to which he doesn't have responsibility to the appropriate society staff personnel. All answers to letters to the editor would go through the review process that the entire magazine is subject to.

20: Annual Conventions and Convention Photos
    WRP has extensive experience with model and photo contests, and is intimately involved, for example, with the photo contest every year for the Chicago & North Western Historical Society. Responsibilities have included organizing the process by which entries are made and logged in, and organizing the photo sessions to be sure there is adequate photography for the Annual Meet issue of North Western Lines.
    WRP has long had the philosophy that the editor of a publication should be intensely involved with the organization that publication represents. Our editors are attending conventions and often board meetings for most of our client organizations. For example, in nearly six years at the helm of North Western Lines, Kevin EuDaly has attended every Annual Meet, and the Iowa Division Regional Meet every year. He has also attended every board meeting of the C&NWHS in support of North Western Lines, which includes three per year.
With this philosophy in place, the editor of your magazine will attend at least the annual convention, and perhaps any additional conventions as time and need dictate.

21: Photography of New Products/Models
    With a staff that includes talented photographers, WRP is in a perfect position to be able to supply any current photography needed for your magazine regardless of the area the photography is needed. From prototype to model, outdoors to layout, WRP photographers can provide the photography necessary to cover any product, model, or event. Professional videography services can cover any event, and WRP has experience at producing DVDs of such events. Twilight on the Rails was an official selection as a feature film at the Kansas City Film Festival Jubilee in 2004.

22: Proof Copies
    WRP produces full proofs for every product that goes to press so the pressmen can achieve what we want in each publication. For review procedures, WRP produces any number of B&W laser prints required for editorial review. Full color proofs are normally reserved for the final stage of production just prior to going to press. WRP has found a successful alternative to true press-ready proofs, which is to use a low enough resolution PDF file that each editor can get a complete full-color PDF via email for proofing.

23: Office Hours
    WRP maintains regular office hours of 8am to 5pm Monday-Friday CDT, but staff are almost always here between 7am and 7pm Monday-Friday and occasionally on weekends. We are available on a toll-free line for all clients, including their boards and other pertinent people.

24: Forwarding Questions
    Part of the regular communication process for any ongoing concern is the assurance that all questions are forwarded to the right individual or department. This is currently being handled for all our magazine clients, and includes a large number of individuals for each organization.

25: Advertising Support Services
    This Advertising Support portion includes dedicated staff that can be responsible for all aspects of handling advertising, including each of the sections below, if needed. Most historical society publications don't accept commercial advertising, but for those that do we have procedures in place and the capability to handle all types of advertising.
    A: Receiving and Converting Ads. WRP is fully functional regarding various media and various software. WRP can handle nearly any type of file, and can convert nearly everything in the marketplace today. WRP is well-versed in file conversions across software platforms and across hardware platforms.
    B: Preparing Ads. A regular part of handling advertiser's material is the conversion of advertising material into formats that are appropriate for offset printing. WRP routinely handles all aspects including font support, replacing low-resolution images with high-resolution images, correcting errors, and converting color spaces (RGB to CMYK) and color profiles (for proofing).
    C: Providing Technical Support. To the extent possible WRP will provide technical support to advertisers and where their native software is unfamiliar, WRP will assist them in finding adequate technical support services, either through their software vendors or web-based technical support solutions.
    D: Archiving Ads. Archiving ads falls under the same general practice used in archiving all material, and with hard drives in pairs and archives being generated at regular intervals, archiving advertising will be handled in the same manner.
    E: Placing Ads. Placing ads in the issue is the combined responsibility of the advertising manager at the society, the advertising manager at WRP, and the editor of the magazine. WRP has streamlined processes in place for work flows that involve multiple individuals, and from the beginning a smooth process for ensuring advertising consistency and reliability will be in place.
    F: Indexing Advertisers. WRP is equipped to prepare indices using a large number of methods. We produce indices for books, products, ads in historical society magazines, and other applicable situations. Because the advertising manager at WRP is familiar with all types of spreadsheets and databases, an advertising index with a list of preferred names and spellings will be accurate and up-to-date at all times.
    G: Ad Summary. As described under "F" above, a smooth process can be put in place to ensure that there are no discrepancies in the advertising process.
    H: Proofs. This was discussed extensively in No. 22 above, and basically the same applies here. Again, PDFs are the way to go for color proofing.

26: Masthead
    Maintaining the official contacts page or masthead is similar to maintaining any area in a magazine where the copy changes occasionally, such as mastheads, membership information, hobby shop dealer lists, and the like. Our experience is that the single best method for handling changes to these areas in publications is via email, where the email message in the editor's inbox becomes the action item for updating the associated material or section.

27: Mailing List and Distribution
    All aspects of distribution fall under the duties of WRP's Sales and Distribution Manager, Dan Hansen. Dan is proficient in all aspects of spreadsheet and database development and transfer, and currently handles these duties for the nine historical society clients currently being served by WRP. Quantities being mailed are verified against the original list to guarantee the right number of pieces are being mailed. WRP maintains two types of mailing permits, and we are familiar with the postal regulations for all types of bulk and second-class mailing, including periodical and not-for-profit type mailings. WRP handles the distribution of all nine of our magazines, and has processes in place to ensure accurate distribution in the most cost-effective manner.

28: Membership Growth
    WRP has extensive experience at helping historical societies grow. Paramount to growth is a dynamic and interesting magazine, with articles that arouse interest and inspire readers. WRP will immediately begin to consult with the your society Board of Directors to help the organization reach its full potential. This can include items such as evaluating magazine content, evaluating and implementing procedures to help the renewal process, looking for areas where new members can be found, and promoting the organization through other organizations--in particular finding new outlets where the magazine can be sold to help boost membership. We have proven experience and methods to help grow membership, and these can be applied to your society.

29: Inserts
    WRP has produced many items for inserts for societies, and can produce inserts for annual meet announcements, sales items, tear-out perforated renewal cards, and many other applicable items, each of which can either be bound into the magazine or stuffed in the polybag with the magazine mailing.

30: Improvement
    White River Productions brings to your society a superior publishing company with proven techniques in place for superb publishing services. We have a large experience base working with historical societies in challenging political situations, where WRP has worked tirelessly to improve publications, communication, exposure, and as a result, the client's bottom line. Even small groups have found WRP to be the answer for their publications, and have seen growth to levels they never thought they could achieve. With renowned artists and photographers like Mike Schafer, Kevin EuDaly, and Dale Sanders, and support staff that excel in their fields, WRP is positioned to push your magazine to the next level of professionalism, appearance, and appeal. With staff that includes such notable authors and photographers, and the dedication to the highest quality publication, WRP will push your magazine to the top of the historical society publication chart.