Comparing 8 Journal Manuscript Management Systems

Introduction

The write-up explores and compares eight journal manuscript management systems that can streamline the editorial process, improve peer-review efficiency, and enhance the quality of academic journals.

These systems have become incredibly important for academic journals and publishers, allowing them to streamline the submission, peer review, and publication processes.

By automating and organizing workflows, manuscript management systems enable journals to handle submissions more efficiently and ensure a high-quality, rigorous peer review process. This review will focus on some of the most popular options:

ScholarOne

Editorial Manager
Open Journal System (OJS)
Manuscript Manager

Scholastica
PeerTrack
Editorial Office

BenchPress.

I have worked professionally with ScholarOne for over a decade and had hands-on experience setting up the OJS. Additionally, I have looked at the demos of a few other systems.

With the number of manuscript submissions growing yearly, academic journals cannot handle the workflow manually anymore. Manuscript management systems help editors and publishers track submissions, assign reviewers, manage communication between authors and reviewers, and organize the editorial decision-making process.

This improves productivity, enhances collaboration, and maintains the integrity of peer review. While these systems aim to simplify manuscript handling, they have different strengths and weaknesses. This post explores the top systems’ key features to help readers determine which solution may work best for their journal.

The review will comprehensively compare each system’s user experience, customization options, pricing, integration capabilities, and other functionality. There is no one-size-fits-all manuscript management solution, so weighing each option’s pros and cons is essential.

Whether a journal is just starting or looking to switch platforms, this analysis should provide invaluable guidance on selecting the right system.

What are Journal Manuscript Management Systems?

Journal manuscript management systems are software platforms designed to streamline and organize academic journal submission, peer review, and publication processes. These systems provide a centralized hub for handling manuscripts and facilitating collaboration between authors, reviewers, and editors.

Key Features and Functionalities

Some of the key features and functions of manuscript management systems include:

Online submission system for authors to upload manuscript files, metadata, and required forms

Tools for managing reviewer invitations and assignments
Workflow automation to track a submission through different stages of review and revision
Communication tools for correspondence between authors, editors, and reviewers

Plagiarism checks and other screening tools to evaluate submissions
User dashboards and notifications to stay updated on manuscript status
Reporting and analytics for tracking performance metrics

Benefits of Manuscript Management System for Journal Workflows

Manuscript management systems provide several key benefits for journal editorial offices and publishers:

Simplified submission by allowing authors to upload and format files easily
Organized peer review through automatic reviewer assignment and manuscript tracking

Enhanced transparency via status updates for authors and reviewers
Reduced administrative workload through workflow automation
Secure archiving of manuscript histories and correspondence

Metrics and reports to identify areas for improving efficiency

By streamlining cumbersome manual tasks, these systems enable editorial teams to focus on improving journal quality and providing better service to authors and readers.

Why are Journal Manuscript Management Systems Important?

Before manuscript management systems were widely adopted, academic journals faced numerous challenges in managing submissions and peer review.

Editors had to manually track and organize paper submissions, which was incredibly time-consuming. Communication between authors, reviewers, and editors was also difficult without centralized platforms. This often led to lost manuscripts, delays in the review process, and administrative headaches.

The adoption of manuscript management systems has provided several key benefits for journals:

Improved Efficiency

These systems automate and streamline much of the busy work associated with submissions. Editors can easily assign reviewers, monitor review timelines, and make decisions without getting bogged down in logistics. Authors can submit papers and track progress through user-friendly portals. Reviewers can access submission details and provide feedback more quickly.

Enhanced Collaboration

With everything housed in one place, manuscript management systems facilitate better communication and transparency between authors, reviewers, and editors. Authors can see review comments, editors can easily message reviewers, and reviewers can discuss submissions privately or with editors.

Better Organization

These systems bring order to the editorial process by storing all submissions, reviews, and correspondence in one secure location. Editors can create customized workflows to match their journal’s needs. Many systems provide helpful analytics and reporting as well.

By streamlining these crucial editorial tasks, manuscript management systems enable journals to focus on upholding rigorous peer review standards and disseminating high-quality research. The improved efficiency and organization empower journals to handle more submissions without compromising quality or integrity.

Exploring Some Journal Manuscript Management Systems

Let’s look at some of the market’s established journal manuscript management systems. When deciding which journal manuscript management system is best for you, it’s essential to take a comprehensive look at each platform’s features, functionality, and overall user experience.

Here are some of the top systems on the market:

1. ScholarOne

ScholarOne is a comprehensive manuscript management system many academic journals and publishers use. Clarivate Analytics, a scholarly analytics company (that also runs the Web of Science database), owns ScholarOne.

Some of ScholarOne features:

Submission and peer review: ScholarOne provides an online platform for authors to submit their manuscripts. It also offers tools for editors to manage the peer review process, including assigning reviewers and tracking the progress of reviews.
Workflow automation: The system automates various stages of the editorial process, from initial submission to final decision and publication. This includes automatic reminders for reviewers and status updates for authors.

Integration capabilities: ScholarOne integrates with other publishing tools and databases, including ORCID, Crossref, and PubMed, which can streamline the publication process and improve data accuracy.
Reporting and Analytics: ScholarOne provides detailed reporting and analytics features, allowing journals to track key performance metrics and make data-driven decisions. Tracking manuscript submission trends (growth or decline) is a breeze, including customized reporting.
Customization: Journals can customize their workflows, forms, and templates to suit their needs.

Advantages of ScholarOne:

Comprehensive and robust: ScholarOne offers a wide range of features that cover all aspects of the manuscript management workflows, including submission, peer review, and production.
Integration: Its ability to integrate with other systems is a significant advantage, making the entire publication process more efficient.

Customization: The high level of customization available allows each journal to tailor the system to their unique workflow.

The challenges of ScholarOne:

Complexity: Given its extensive functionality, ScholarOne can be complex to set up and use, particularly for smaller journals with limited resources. The company does provide training for new users.

Cost: ScholarOne can be expensive, especially for smaller journals or those with fewer submissions. The more volume of manuscript submissions you handle, the cost may increase.
Learning curve: Due to its extensive features and options, new users may have a steep learning curve.

Verdict: ScholarOne is a powerful, comprehensive manuscript management system suitable for large and small journals. However, its complexity and cost may be a barrier for some users.

2. Editorial Manager

Editorial Manager is another popular manuscript management system many academic journals and publishers use. Aries Systems, a provider of scholarly publishing technology solutions, runs this system.

Some features of Editorial Manager include:

Submission and peer review: Editorial Manager provides an online platform for authors to submit their manuscripts and facilitates peer review. Editors can easily assign reviewers, track the progress of reviews, and communicate with authors and reviewers.
Workflow automation: Editorial Manager automates various stages of the editorial process, from initial submission to final decision. This includes automatic reminders for reviewers and status updates for authors.

Integration capabilities: The system integrates with several other publishing tools and databases, such as ORCID, Crossref, and PubMed, which can streamline the publication process and improve data accuracy.
Reporting and analytics: Editorial Manager offers robust reporting and analytics features, allowing journals to track key performance metrics and make data-driven decisions.
Customization: Journals can customize their workflows, forms, and templates to suit their needs.

Advantages of Editorial Manager:

Comprehensive functionality: Editorial Manager offers a wide range of features that cover all aspects of the manuscript management workflows, including submission, peer review, and production.
Integration: Its ability to integrate with other systems is a significant advantage, making the entire publication process more efficient.

User-friendly: Many users find Editorial Manager’s interface user-friendly and intuitive, reducing the learning curve for new users.

Challenges of Editorial Manager:

Complexity: While generally user-friendly, Editorial Manager can be complex to set up and use due to its extensive functionality.

Cost: Like ScholarOne, Editorial Manager can also be expensive, especially for smaller journals or those with fewer submissions.
Learning curve: Some users may find navigating the extensive features and options challenging, creating a learning curve.

Verdict: Editorial Manager is a robust, comprehensive manuscript management system suitable for large and small journals. Its user-friendly interface and comprehensive features make it a popular choice, but the cost and complexity may be a barrier for some users.

3. Open Journal Systems (OJS)

Open Journal Systems (OJS) is a free, open-source manuscript management and publishing system developed by the Public Knowledge Project (PKP). It is widely used by academic journals worldwide, particularly those with limited resources. OJS facilitates all aspects of journal publishing, from submission and peer review to online publication and indexing.

Key features of OJS:

Submission and peer review: OJS provides an online platform for authors to submit manuscripts and facilitates peer review. Editors can assign reviewers, track review progress, and manage communication between authors and reviewers.
Workflow automation: OJS automates various stages of the editorial process, including reviewer reminders and author status updates.

Customization: Journals can customize their workflows, forms, and templates to match their unique needs. Because it is an open-source system, you must have the proper community support. It will be advantageous if your institution has a dedicated IT department and embraces open-source systems.
Integration: OJS integrates with several other tools and databases, such as ORCID and Crossref, which can streamline the publication process.
Hosting and publication: Beyond manuscript management, OJS also supports online publication, providing a platform for hosting journal content. It offers customizable journal website designs and supports multiple languages.

Reporting and analytics: OJS provides essential reporting and analytics features, allowing journals to track key performance metrics.

Advantages of OJS:

Cost: OJS is free as an open-source platform, making it accessible for journals with limited budgets. This is one of the reasons my organization decided to migrate our journal system to OJS.

Flexibility: The high level of customization available allows each journal to tailor the system to their unique workflow.
Community Support: Being open-source, OJS has many users and developers who contribute to its continuous improvement and provide support through community forums.

Challenges of OJS:

Technical expertise: While OJS is free, setting up and maintaining the system requires some technical expertise, which may be a challenge for some users.
Limited features: Compared to commercial systems like ScholarOne and Editorial Manager, OJS may offer fewer features, particularly advanced analytics and integrations.
User interface: Some users may find OJS’s interface less intuitive and more difficult to navigate than other systems.

Verdict: OJS is a cost-effective and flexible manuscript management system that can be an excellent choice for journals with limited resources. However, it requires technical expertise to set up and maintain, and its user interface may not be as polished or intuitive as some commercial options.

4. Manuscript Manager

Manuscript Manager is a web-based manuscript submission and peer review system designed to support the editorial process of academic journals. It is built with an emphasis on simplicity, efficiency, and user-friendliness, offering a range of features that streamline the submission, review, and publication processes.

Key features of Manuscript Manager:

Submission and peer review: Manuscript Manager provides a platform for authors to submit their manuscripts online. Editors can assign reviewers, monitor the progress of reviews, and manage communication between authors, reviewers, and editors.

Workflow automation: The system automates various stages of the editorial process, including automatic reminders for reviewers, status updates for authors and decision-making workflows.
Customization: Manuscript Manager allows journals to customize their workflows, forms, and templates to suit their needs.
Integration capabilities: Manuscript Manager integrates with other tools and databases, such as ORCID and Crossref.

Reporting and analytics: Manuscript Manager offers reporting and analytics features, enabling journals to track key performance metrics and make data-driven decisions.

Advantages of Manuscript Manager:

User-friendly: Manuscript Manager is known for its intuitive interface and ease of use, reducing the learning curve for new users.

Flexibility: The high level of customization available allows each journal to tailor the system to their unique workflow.
Cost-effective: Compared to some other commercial systems, Manuscript Manager is often considered more affordable, making it a viable choice for smaller journals or those with limited budgets.

Challenges of Manuscript Manager:

Limited Features: While Manuscript Manager covers the basics well, it may not offer as many advanced features as other systems, such as ScholarOne and Editorial Manager.
Learning curve: Despite its user-friendly design, new users might have a learning curve to adapt to the system’s functionality.
Support: As a smaller company, Manuscript Manager may not offer as extensive customer support as larger providers.

Verdict: Manuscript Manager is a user-friendly and cost-effective manuscript management system suitable for journals of all sizes. While it might lack some advanced features compared to other systems, its simplicity and affordability make it an attractive choice for many users.

5. Scholastica

Scholastica is a modern, web-based manuscript management system that simplifies managing academic journals. It provides an end-to-end solution that covers the entire publishing workflow, from submission and peer review to final publication. Scholastica is widely used by academic journals, particularly those looking for a user-friendly, affordable solution.

Key features of Scholastica:

Submission and peer review: Scholastica provides an online platform for authors to submit their manuscripts. It also facilitates the peer review process, allowing editors to assign reviewers, track the progress of reviews, and manage communication between authors, reviewers, and editors.

Workflow automation: The system automates various stages of the editorial process, including automatic reminders for reviewers and status updates for authors.
Customization: Scholastica allows journals to customize their workflows, forms, and templates to suit their needs.
Integration capabilities: Scholastica integrates with other tools and databases.

Publication and hosting: Scholastica supports online publication, providing a platform for hosting journal content. It also offers customizable journal website designs.
Reporting and analytics: Scholastica provides reporting and analytics features, enabling journals to track key performance metrics and make data-driven decisions.

Advantages of Scholastica:

User-friendly: Scholastica is known for its intuitive, modern interface and ease of use, reducing the learning curve for new users.
Affordability: Compared to some commercial systems, Scholastica is often considered more affordable, making it a viable choice for smaller journals or those with limited budgets.
End-to-end solution: Scholastica covers the entire publishing workflow, from submission to publication, providing a comprehensive solution for journals.

Challenges of Scholastica:

Limited advanced features: While Scholastica covers the basics well, it may not offer as many advanced features as other systems, such as ScholarOne and Editorial Manager.
Support: Scholastica may not offer as extensive customer support as larger providers.

Learning Curve: Despite its user-friendly design, new users might still have a learning curve to adapt to the system’s functionality.

Verdict: Scholastica is a user-friendly and affordable manuscript management system that provides a comprehensive solution for academic journals. While it might lack some advanced features compared to other systems, its simplicity, affordability, and end-to-end capabilities make it an attractive choice for many users.

6. PeerTrack

PeerTrack is a web-based manuscript management and peer-review system. It is designed to streamline the editorial process for academic journals, from initial submission through final publication.

Key features of PeerTrack:

Submission and peer review: PeerTrack provides an online platform for authors to submit their manuscripts. It also offers tools for editors to manage the peer review process, including assigning reviewers, tracking the progress of reviews, and managing communication between authors, reviewers, and editors.
Workflow automation: The system automates various stages of the editorial process, from initial submission to final decision. This includes automatic reminders for reviewers, status updates for authors and decision-making workflows.
Customization: PeerTrack allows journals to customize their workflows, forms, and templates to suit their needs.

Integration capabilities: PeerTrack integrates with other tools and databases.
Reporting and analytics: PeerTrack provides reporting and analytics features, enabling journals to track key performance metrics and make data-driven decisions.

Advantages of PeerTrack:

Flexibility: The high level of customization available allows each journal to tailor the system to their unique workflow.
Comprehensive functionality: PeerTrack offers a wide range of features that cover all aspects of the manuscript management workflows, including submission, peer review, and production.
Integration: Its ability to integrate with other systems is a significant advantage, making the entire publication process more efficient.

Challenges of PeerTrack:

Complexity: Given its extensive functionality, PeerTrack can be complex to set up and use, particularly for smaller journals with limited resources.
Cost: Like other commercial systems, PeerTrack can be expensive, especially for smaller journals or those with fewer submissions.
Learning curve: Due to its extensive features and options, new users may have a steep learning curve.

Verdict: PeerTrack is a robust, comprehensive manuscript management system suitable for large and small journals. Its extensive features and integration capabilities make it a powerful tool, but the complexity and cost may be a barrier for some users.

7. Editorial Office

Editorial Office is a web-based manuscript management and peer-review system designed to streamline the editorial process for academic journals, from initial submission through final publication. It offers a comprehensive solution that covers all aspects of the manuscript management workflow.

Key features of Editorial Office:

Submission and peer review: Editorial Office provides an online platform for authors to submit their manuscripts. It also offers tools for editors to manage the peer review process, including assigning reviewers, tracking the progress of reviews, and managing communication between authors, reviewers, and editors.
Workflow automation: The system automates various stages of the editorial process, from initial submission to final decision. This includes automatic reminders for reviewers, status updates for authors, and decision-making workflows.
Customization: Editorial Office allows journals to customize their workflows, forms, and templates to suit their needs.
Integration capabilities: Editorial Office integrates with other tools and databases, which can streamline the publication process and improve data accuracy.
Reporting and analytics: Editorial Office provides reporting and analytics features, enabling journals to track key performance metrics and make data-driven decisions.

Advantages of Editorial Office:

Comprehensive functionality: Editorial Office offers a wide range of features that cover all aspects of the manuscript management workflows, including submission, peer review, and production.
Customization: The high level of customization available allows each journal to tailor the system to their unique workflow.
Integration: Its ability to integrate with other systems is a significant advantage, making the entire publication process more efficient.

Challenges of Editorial Office:

Complexity: Given its extensive functionality, Editorial Office can be complex to set up and use, particularly for smaller journals with limited resources.
Cost: Editorial Office can be expensive, especially for smaller journals or those with fewer submissions like other commercial systems.
Learning curve: Due to its extensive features and options, new users may have a steep learning curve.

Verdict: Editorial Office is a robust, comprehensive manuscript management system suitable for large and small journals. Its extensive features and integration capabilities make it a powerful tool, but the complexity and cost may be a barrier for some users.

8. BenchPress

BenchPress is a manuscript management system developed by HighWire Press, a leading ePublishing platform. It’s designed to streamline the editorial process for academic journals, from initial submission through final publication. BenchPress is widely used by academic journals and publishers, offering an end-to-end solution that covers the entire publishing workflow.

Key features of BenchPress:

Submission and peer review: BenchPress provides an online platform for authors to submit their manuscripts. It also offers tools for editors to manage the peer review process, including assigning reviewers, tracking the progress of reviews, and managing communication between authors, reviewers, and editors.
Workflow automation: The system automates various stages of the editorial process, from initial submission to final decision. This includes automatic reminders for reviewers, status updates for authors, and decision-making workflows.
Customization: BenchPress allows journals to customize their workflows, forms, and templates to suit their needs.
Integration capabilities: BenchPress integrates with other tools and databases, which can streamline the publication process and improve data accuracy.
Reporting and analytics: BenchPress provides reporting and analytics features, enabling journals to track key performance metrics and make data-driven decisions.

Advantages of BenchPress:

Comprehensive functionality: BenchPress offers a wide range of features that cover all aspects of the manuscript management workflows, including submission, peer review, and production.
Customization: The high level of customization available allows each journal to tailor the system to their unique workflow.
Integration: Its ability to integrate with other systems is a significant advantage, making the entire publication process more efficient.

Challenges of BenchPress:

Complexity: Given its extensive functionality, BenchPress can be complex to set up and use, particularly for smaller journals with limited resources.
Cost: BenchPress can be expensive, especially for smaller journals or those with fewer submissions like other commercial systems.
Learning curve: Due to its extensive features and options, new users may have a steep learning curve.

Verdict: BenchPress is a robust, comprehensive manuscript management system suitable for large and small journals. Its extensive features and integration capabilities make it a powerful tool, but the complexity and cost may be a barrier for some users.

How to Choose the Right Journal Manuscript Management System

Selecting the ideal manuscript management system for your journal can seem like a daunting task. There are several key factors to consider during your evaluation process:

Journal Size and Volume

Your journal’s size and submission volume should significantly influence your system choice. Larger journals with hundreds of submissions per month will require a robust system that can efficiently handle large workloads. Smaller journals may opt for an affordable system with just the essential features.

Budget Limitations

Pricing can vary widely between manuscript management solutions. Consider your budget constraints and whether you require a cloud-based or self-hosted system. Some vendors provide discounts for non-profit and open access journals.

Customization Options

Evaluate how easily each system allows you to customize workflows, create user roles, design interfaces, and integrate with other tools. Prioritize systems that can adapt to your journal’s unique needs.

User Experience

The system should provide an intuitive experience for your editors, reviewers, and authors. Assess the submission wizards, dashboard designs, and communication tools. Can users easily find what they need? What about mobile optimization?

Security Protections

Data security is critical. Examine the system’s encryption, permissions, and access controls. Can confidential information be adequately secured? What safeguards are in place?

Customer Support

Consider the availability, responsiveness, and knowledge level of customer support. Are online resources and documentation provided? Is onboarding assistance available?

Feedback from Users

Connect with colleagues at journals already using the systems you’re evaluating. Request demos and free trials. Pilot the workflow using real submissions. There’s no better test than hands-on experience.

By carefully weighing these key factors, you can determine the ideal manuscript management solution for your unique journal needs and streamline your publication process.

Conclusion

As we end the write-up, it is clear that journal manuscript management systems provide immense value to the academic publishing process. By streamlining submissions, peer review, and editorial workflows, these platforms enable journals to operate more efficiently and effectively.

The systems we explored – ScholarOne, Editorial Manager, OJS, and others – each have unique strengths catered to different journal needs and budgets. Larger publishers may benefit from robust systems like ScholarOne, while open access journals can leverage OJS for affordable management. No matter the system, the core functionality of organizing submissions, assigning reviewers, and tracking decisions remains invaluable.

For readers exploring manuscript management options for their journals, outline your specific requirements and evaluate the systems accordingly. Reach out to colleagues familiar with shortlisted tools to gain further insights. While the transition can require some effort, the long-term gains for your editorial team and contributors will make the investment worthwhile.