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May 2, 2006

Dear AP Sounding Board members,

Fifteen newspapers participated in our latest survey covering a variety of AP advisory practices: photo and graphics identifications; summary lines on the last digest of each news cycle; suggestions for making news digests more useful; and relevance of news digests to members' online operations.

1, A majority favored retaining AP transmission numbers on photos. Several said they don't need photo numbers, relying instead on key words or slugs consistent with stories being illustrated. Two said a generic AP Photo on stories would suffice.

2, A solid majority also want AP to keep labels or slugs on graphics. Only two opted for a generic AP Graphic label on stories.

3. A majority favored condensing the last digest of each cycle to lines on late-breaking topics. Two suggested leading the digest with these new topics, while retaining full lines. Five urged sticking to the current practice of repeating the full lines on the wrapup digest.

4. There were several suggestions for refining AP news digests: highlight stories by 10 a.m. so they can be localized; transmit the mid-afternoon digest no later than 3:45 p.m. for members' 4 p.m. planning sessions; for AMs, move a list similar to NYT's Express Budget of stories available at 10 to 12 inches for ever-tighter news holes; make sure that stories and sidebars are listed together on news digests; and don't let the digests get too long.

5. Eight said their Online operations use the digests, five said they don't.

Your comments provide AP with valuable guidance on news digests and related issues. Tweaking the cycle-ending digests is at least a possibility based on panelists' sentiments, thought that question will be studied further before a decision is made.

Thanks to all participants for taking the time to provide feedback. Your full comments follow in order of receipt:

— Dave Minthorn

Jason Adrians, nation/world Editor, Wisconsin State Journal, Madison:

1. I believe that, in all cases, especially with the system we locate our photos on, having the transmission numbers of ALL photos (spot news, advance, standalones, etc.) is extremely helpful.

2. As above, having the names of all graphics on budgets is extremely helpful.

3. I believe a little bit of both. Having a list of previous digest items is fantastic, but topping them with late-breaking items would be ideal.

4. Your digests are very easy to use. No other suggestions here.

5. Yes, they use the news digests. No comments ...

Dave Ledford, executive editor, The News Journal, Wilmington, Del.:

1. Because everyone at the table has a printout of the budget with the numbers attached, it is easy for anyone at the news huddle to suggest to the photo editor to pull up an AP picture on the large screen we use at news huddles.

The numbers are useful because they narrow the search, eliminate the waste of time when 20 or more people are in a room making a decision.

2. Inclusion of graphics – and an estimate of size – would ensure that more graphics are used. That way whoever is running the meeting doesn't have to inquire about graphics (another waste of time) and the news editor can let everyone know if there's adequate space to run the piece with graphic in the page it's slotted.

3. Go for the updates. Getting quicker to what's new would be helpful to those angling for the next day's edition.

4. Find a way to highlight stories that possess a solid opportunity for localization, and get that information out by 10 a.m. Eastern time.

5. Since we use the AP to automatically update our web site, most of our online focus is exclusively local.

Bill Rose, managing editor, Palm Beach Post, Palm Beach, Fla.:

1. The numbers don't really help us. They used to, but not with our current search software. We search for topics and key words. This applies to advance photos and standalones as well.

Key words are great, but they can pull up a slew of images that key word exists in. Numbered images will only pull up those images. (Problem is, sometimes they are duplicated because AP has sent out that code before. But that's a lot easier than looking at maybe 30 pictures of George Bush because the keyword is Bush. So there ARE times when we would use the numbers. And if you did away with the numbers, we'd still survive nicely.)

2. We don't really have trouble finding AP graphics. However, if there are multiple graphics on the same topic, slugs would be helpful. So yes, the names of spot news graphics would be slightly helpful.

3. Repeat the full summary lines, please. Otherwise we're hopping back and forth to gather info.

4. We have a daily 4 p.m. news meeting. The 3:45 usually comes in the nick of time, but it would be great to have more consistency in moving that digest at 3:45.

5. No, our online staff doesn't really use the news digests, EXCEPT for the Florida digest. They scan that constantly.

Kevin Mason, night editor, Wyoming Tribune-Eagle, Cheyenne, Wyo.:

1. I think the transmission numbers are useful. Sometimes I can't find photos when using key words. Sometimes the slugs change or if I type in "Iraq" and I'm looking for a photo that goes with a certain story it's not always easy to find – if it comes up at all. I think the transmission numbers are also useful for advance photos and stand alones.

2. YES. The names are helpful for both photos and graphics. If AP was to just say "AP graphic" and the story was on breast cancer and I type in "breast cancer" but three graphics come up it makes it easier to have the exact graphic's name that goes with the related story. The same goes for advance photos and standalones. I think it is better to be more specific than vague. A veteran may be able to navigate and find graphics or photos and pay attention to dates of transmission, etc. For a new or inexperienced editor it will take time and mistakes will be made: the wrong graphic will run with the wrong story or the same could happen with a photo. I've seen it happen. Side note: I just asked one of my copy editors if she uses the names of graphics and if she would know what to do if it just said "AP graphic." Her eyes got big and she said "I'd prefer a name."

3. Definitely repeat the summaries. I only look at the latest digests so I don't see the earlier ones sometimes. I want all of the information to be there at my fingertips. I like the notes at the top of the digests also – on developing stories or optional stories or speech or meeting times.

4. I think the digests are quite good. I like the under-35 advisory and the advance features.

5. N/A

Nan Seelman, national editor, The Detroit News:

1. I have used photo numbers when I haven't been able to find a photo via slug. Don't necessarily need them, though. As long as photos have the same slug as the stories, I'm good with that. And just saying AP Photos works for me. Same with advance photos (although it would be nice if they stayed online longer).

2. Graphic slugs don't always match story slugs, so having the slug of the graphic is useful for me.

3. I like having the full summary lines.

4. I think the news digests are useful.

5. From our Online editor: We do use the news digests to find longer versions of stories that have been cut for the newspaper, or occasional supplemental materials such as additional photos, sidebars, graphs that were unused in print. We also use it to check by slug for later versions of stories that appeared after the newspaper went to bed. So yes, I would say it's a regular part of our routine.

Bill Betterton, news editor, Arizona Daily Star, Tucson, Ariz.:

1. While the news editors don't search by transmission numbers, they are helpful for our photo editors to confirm that a photo is in. Sometimes we get a transmission number before we receive the photo or the slug is off. The transmission numbers are helpful but not vital.

2. Yes. We often search for the graphics by slug to determine before we get a hard copy whether they are worth running with the story.

3. It would suffice to use just what is new.

4. The NY Times has a express budget that lists stories it is going to condense to 10-15 inches. AP might consider this. The news hole is shrinking and it is rare for us to run a news story (unless it's on the front page) that is longer than 15 inches. They're more like 10-12 inches and even shorter.

5. They use the digests and look for multimedia presentations and whether there are enough photos and graphics to put together a slide show.

Aaron, J. Latham, photo editor, Arizona Daily Star:

1. Although the transmission numbers are recycled each day, they are still useful as search tools because the story slugs and photo slugs don't always match exactly. For all digests we feel it is best to include any relevant information (slugs, keywords, xmit numbers) so that we are more likely to find the appropriate photos.

2. Again, the more information the better. If a transmission number or slug is incorrect, we need secondary information to search.

Kathy Kroll, national editor, The Plain Dealer, Cleveland:

1. Yes. We use the numbers to find photos. It also helps to know how many photos there are with each story. We also use them for advance stories.

2. Yes. Again, it makes it easier to find them.

3. The last digest could just include the late-breaking developments and changes.

4. I would like the stories and their sidebars to appear together on the digest. The line that says more on Iraq below doesn't really help.

5. Yes, they look at them.

Ken Canfield, nation/world editor, Dayton Daily News, Dayton, Ohio:

1. We don't search by transmission numbers, so I think "AP Photos" would work fine.

2, This is the same answer as question 1.

3, Late-breaking developments and changes.

4. No, they are OK as is.

5. We do use our printed wire budgets from the 3 p.m. News meeting to look at specific stories we should be on the lookout for, so in that sense we use them. But we don't search the wires for them or compile our own.

Ken Tuck, managing editor, Dothan Eagle, Dothan, Ala.:

1, Yes, photo numbers are nice to have ... I used them if they are there

2, Yes, names are great. The more specific the better.

3. I think late-breaking stories should be repeated,

4. No they work fine for me.

5. Yes.

Jody Seaborn, national editor, Austin American-Statesman, Austin, Texas:

1, I find the photo transmission numbers useful and would recommend they remain a part of the digests.

2, "AP Graphic" is a sufficient indicator that a grahic is available.

3, Last digests in each cycle should focus only on late-breaking developments and changes to previously listed stories.

4, No other comments.

5, Our online editors do not use the news digests.

Harold Freeman, wire editor, The Courier-Journal, Louisville, Ky.:

1. Our chief Web honcho, photo director designer and I all agree that we want all the clues we can get to finding photos of all types, and in all references to them. This means we prefer having the transmission numbers. Here's what the other two had to say:

Kim Kolarik, Web-news overseer: My experience on photo desk and in design is the tran numbers is helpful, especially if you need to find it on the ap-rerun site. It helps narrow the search.

David Harrison, director of photography: I agree. Certainly general searches are usually done with slugs and keywords, but when looking for a specific image, the trans number is helpful.

2. Kim Kolarik: Why eliminate specifics?

3. Harold Freeman: We have people starting shifts at various times of the day, so any of your various digests may be the first one called up by some of these folks. That means complete info would be most help. For the mid-evening digest, however, emphasis on new or updated items would be appreciated. That would help get a quick grasp of the changes as print deadlines approach.

4. Kim Kolarik: From a Web point of view I would like to see some of the changes that have happened over the course of the news cycle. It provides context.

Harold Freeman: The timing of the main early-afternoon digests seems fine. Any earlier, and you probably would not be aware of what some stories are likely to say. Any later, and it would push us to get our own news budgets together before our afternoon meeting.

5. Kim Kolarik: The online content for wire is a dynamic link through Gannett; it changes as they write through, etc.

Mark Bowden, editor, The Gazette, Cedar Rapids, Iowa:

1. Keywords are critical in all circumstances. Occasionally, we may look at a photo number if there are photos from similar events or locations. Editors here say AP should make sure the "advance photos" are available when the advance stories move. Far too often, the transmissions of advance content(text and photos) are not coordinated, causing editors to search for material that may/may not have moved.

2. Names are critical in all circumstances. "AP Graphic" seems too generic. Editors want to know what's coming.

3. You'd think the wire would be clogged with updates, write-thrus, etc. on the breaking news. Consequently, any late-cycle digest would be helpful if it succinctly reminded editors of some of the enterprise content.

4. Once again, I advocate more "topical" advisories throughout the day: Here are the "health" stories, the "consumer" stories, the "technology" stories and so forth moving on today's wire. Readership "roadmap" initiatives suggest newspapers be more aggressive in placing similar content on the same page. Topical digests would help us understand what's available. Topical budgets would be in addition to the the main budgets.

5. Yes. Online editors look for the local relevancy.

Paul Brouillette, wire editor, The Tampa Tribune:

1. Our photo editors do NOT use the photo transmission numbers. They use slugs to identify photos and match them with stories.

2. We think spot news graphic names are useful in matching graphics with stories.

Names on advance photos and graphics also are helpful.

3. We prefer full news digests at the end of each cycle.

5. Several of our online editors use the APNewsDigest

Hank Klibanoff, managing editor, Atlanta Journal-Constitution:

1. Would rather have story slug rather than a number on the photos because it's too hard to find them in DT. Definitely note on digest that a story has photos/hopefully marked with the slug to look for it. Would like advance photos to move several times because we don't always pull them early in the week for weekend use. Standalones are usually found just by trolling through the photo wires.

2. Yes, would like to have digest include graphics, again marked with the story slug. Same with advance photos.

3. I think full digests are best, but noting at top the late-breaking developments.

4. Could the morning Preview digest move a little earlier? It now moves at 10:30 a.m. It would be better if it moved at 10 a.m. or 10:15 a.m.

5. Checking with other producers. ... my sense is, we don't use the budgets all that much, except for state budget and sometimes nation budget ... there may be some that others use.

Bill Church, executive editor, Star-Gazette, Elmira, N.Y.:

1. "AP Photos" or key words would be fine. Numbers have not been helpful with our front-end system.

2. Key words are helpful.

3. Focus on late-breaking news would have value. Shortened digests also would assist editors if broken down by key words/topics.

4. Digest length can be cumbersome.

5. No.

Dave Minthorn, manager, AP News Administration, coordinates the questions and answers. Newspaper editors wishing to suggest a topic can send an e-mail to Minthorn at dminthorn@ap.org.

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