E-mail to New Project Managers
I've granted you Project Manager (PM) status at DP. Your PM mentor should look through each of your projects after you load it onto the server before you release it for proofreading and give an OK to release it.
Please do this for your first few projects -- until your mentor is fully satisfied that you're doing quality PM work (though you're welcome to continue consulting your mentor when in doubt after that).
In order to help you start out, here is a list of the most important things that new PMs should watch for:
1. Please make sure that the book isn't already in progress at common proofreading sites, or already posted to PG. Some good places to check:
• David's List ( http://www.pglaf.org/~ccx074/gutip.html ): Clearances more than five years old roll off the list; new clearances may not make it on the list for a month or two, but in general, this is a good place to check and see if a book has been cleared within the last five years.
• Project Gutenberg ( https://www.gutenberg.org )
• In progress at Distributed Proofreaders ( https://www.pgdp.net/c/tools/search.php ) or Distributed Proofreaders - Canada ( https://www.pgdpcanada.net/c/search2.php ). Note that the extended search at DP Canada also searches their FadedPage display site ( https://www.fadedpage.com/ ).
If your search string doesn't find anything, please try variations. Sometimes projects are duplicated because the search string was too restrictive. Common words may find too many results, but the shortest string that will uniquely identify a title is usually best. If the title is extremely common ("Poems", for example), try searching for both title and author.
2, 3, and 4: Please make sure that new projects have all their pages. You should check to be sure that all the proofing images are readable, that all the pages are present, and that high resolution versions of all illustrations have been uploaded. I cannot emphasize strongly enough how important this is! Also please include a high resolution image of the book cover or, if a decent one is not available, a copy of the title page. If the title page and/or half-title are decorative, have some kind of graphic on them, or printed in multiple colors, they should be included as illustrations even if there is a usable cover. Otherwise, a high resolution copy of the title page is encouraged, but not required. The Project completeness checklist (https://www.pgdp.net/wiki/DP_Official_Documentation:CP_and_PM/Project_completeness_checklist) is a useful reminder of things to check for.
5. Please ensure that the proofing images are not too large. The proofing images are the page images that the proofers and formatters will use. We try to keep these down to around 50K each (and certainly under 100K) because many of our volunteers are still working on dial-up or usage-metered Internet connections. Generally a 300 dpi B&W image that has been scaled to 1000 pixels wide will fall into that range. Some projects with small type, poor contrast, or other issues may require larger proofing images in order to be readable. That's OK when really required but shouldn't be used for a significant number of projects. On the other hand, please don't make the proofing images so small that they are difficult to read!
6. Please make sure that the page margins are of a reasonable size. Some projects come in from new PMs with absolutely huge amounts of white space around the text block in the proofing image. This is not likely to happen if the project was scanned by hand, but does turn up occasionally in scans that were harvested from some of the large book-scanning projects. Don't worry about a bit of white space around the text block. Having some does make the page easier to read. But when that white space is as wide or wider than the text block itself, that's a problem.
7. No inline formatting markup! Please be sure that any and all inline markup has been removed before a new project is loaded. This is really more a Content Provider (CP) issue, but since many PMs are also CPs I mention it here.
8. Before loading project files, you should verify that you have chosen the correct character suite(s) for your project. Any characters in the text files that aren't in the character suites associated with your project will either be converted to another character (e.g. a tab will be converted to a space) or omitted altogether. Byte Order Marks (BOMs) will always be removed. Replacement will be indicated by the project load dialog, and you will be given the choice of discontinuing the project load to fix any problems or accepting the changes and proceeding with the project load. All Character Suites ( https://www.pgdp.net/c/tools/charsuites.php ) displays all enabled character suites, as well as those that are proposed, but not yet enabled.
9. Please do not upload to DP projects that are currently in copyright in your own country.
And here is some additional advice that may help your PMing:
1. Please make sure that you keep your Good and Bad Word Lists up to date.
2. Please monitor the discussion threads for your projects and try to deal with issues right away. In particular, be sure to change project comments to reflect any changes to, or clarifications of, the Guidelines.
3. Remember, db-req (email: email@example.com) is your friend. When problems crop up (and they will for even the most diligent PM) db-req can answer questions, and do a number of tasks that PMs can't do, such as renumbering projects, adding missing illustrations after a project leaves P1, and more. Please see the wiki page: https://www.pgdp.net/wiki/Db-req .
4. Before you release any new project into the rounds, please run "Project Quick Check" ( https://www.pgdp.net/c/tools/project_manager/project_quick_check.php ) to test the project and then you should correct any problems that you find. Project Quick Check identifies bad characters in a project. It shows a table for each page that has one or more bad characters, with a count of the number of occurrences of each one. You will now have a count of how many tabs or non-breaking spaces are on a page. If you're interested in the details, please see the Explainer for Bad Bytes Reports at https://www.pgdp.net/c/tools/project_manager/bad_bytes_explainer.php . While you are being mentored, you should send the Project Quick Check test results (the HTML page) as an attachment to your mentor if you're communicating together by regular e-mail. Otherwise you should upload it to your dpscan folder and move it to your mentor's dpscans directory.
5. If you would like help creating formatting instructions for your project, please send a note via https://www.pgdp.net/noncvs/send_email.php?to=dp-format . One of the formatting-round experts from the dp-format group will contact you to help create the instructions for your Project Comments.
6. If you know that you will be away from DP for more than a day or two while you have projects actively in the rounds, please drop a note to one of the PFs to ask that the PFs (as a group) look after your projects while you are away. Also, because of the amount of regular practice required to maintain Project Management skill, DP may remove your upload access if you have not worked in PMing for a year or more.
7. If you plan to produce a project in a language other than English, please consult with the associated language coordinator if one exists for that language.
To upload your files to dpscans, please use the Remote File Manager (the first time you use it, it will create a dpscans folder for you): https://www.pgdp.net/c/tools/project_manager/remote_file_manager.php (To learn more about the Remote File Manager and how to use it, please read this -- https://www.pgdp.net/wiki/Remote_File_Manager.)
As a Project Manager you will receive occasional e-mail notifications of new Project Management tools or changes to policy/procedures but please also review the PM forums regularly. There are also certain situations in which your e-mail address may be visible to others.
Useful Links: Content Providing FAQ: https://www.pgdp.net/wiki/DP_Official_Documentation:CP_and_PM/Content_Providing_FAQ Project Managing FAQ: https://www.pgdp.net/wiki/DP_Official_Documentation:CP_and_PM/Project_Managing_FAQ
Thank you for your contributions to DP!