Archiving 2022 Author/Presenter Information
On this page
Congratulations! We're excited to have you present at the upcoming Archiving Conference. The following guidelines are designed to help you have a successful experience. If you still have questions after reading through the details below, please contact [email protected].
Finalizing and Submitting your Manuscript
Authors have the option to submit a proceedings paper that will reside in the IS&T Digital Library or an extended abstract, which is distributed to attendees only. The submission process is the same.
- Length: 4-6 pages for proceedings manuscripts; 2 pages for extended abstracts. We strongly suggest that you refer to the reviewer comments as you revise/finalize your submission.
- Deadline: 15 May
- Manuscript format: Manuscript Template (MSWord)
- Final submission format: Print-ready PDF; be sure that all fonts and graphics are embedded. PDFs are published as submitted to IS&T. Please proofread your work!
- Submitting documents: Use the OpenConf system to upload the manuscript, source document, and copyright transfer form, as well as the poster PDF (for interactive only). IMPORTANT: Be sure to update the submission system with ALL changes, i.e., title, author(s), affiliation(s). See Updating Information in OpenConf below.
- Copyright requirement: IS&T offers four (4) copyright options, including a Creative Commons (CCBY) and government options. All are found within the copyright transfer agreement file. Select ONE. Download, complete, sign, and submit.
- Registration Obligation: At least one author per paper is required to pay for a full conference registration (member/non-member rate).
Preparing and Giving Your Talk
Presentation Lengths
- Interactive Paper Poster Preview: Each author has 5 minutes (confirmed) to summarize work prior to the Interactive Paper Poster Session.
- Oral: 20 minutes; includes speaker change, intro, and Q&A—we suggest you plan your talk for 14-16 minutes.
- Focal: 30 minutes, includes speaker change, intro, and Q&A—we suggest you plan your talk for 24-26 minutes.
- Keynote: 50 minutes; includes speaker change, intro, and Q&A—we suggest you plan your talk for 40-42 minutes.
Presentation Slides: Best Practices
- Use images, keywords, or brief phrases instead of large chunks of text—you want the attendees to be listening to you, not reading a slide. This may mean more slides, but it will make a more engaging presentation.
- Slides should be concise, clear, and the appropriate quantity for the length of the talk so you do not have to rush.
- Practice the talk and the timing to ensure a successful presentation. Talks will be kept to schedule.
- If you cannot present LIVE due to an emergency or unplanned circumstances, we require notice of three working days and must be provided with a recording of your talk. Here’s a step-by-step guide to turn a PowerPoint presentation into a video.
- Additional details about your talk will be provided closer to the event.
Training and AV Check
Training sessions are held before your scheduled talk to test your background, lighting, audio, webcam, and slide deck to ensure your presentation runs smoothly.
- During the AV check you will learn how to interact with the software platform—Zoom—and the Archiving Conference Portal.
- Depending on the conference schedule, the training session will take place either the day before your talk or earlier. You will receive an email inviting you to select from the available training sessions.
- For the training, it is preferable to be in the same location from where you will present your talk, using the same hardware set up and internet connectivity.
Day of Presentation
- Be online during the break before your session or 30 minutes prior to the start of the day to do a quick, second AV check to ensure everything is working properly.
- The session chair will announce the title of the paper, author(s), affiliation(s), and the speaker. If you are a substitute speaker, let us know during the AV check.
- Please help keep the session running on time. Talks may not run over—prepare accordingly.
- Q&A is permitted only if there is time remaining in what was allotted for your talk. To be fair to the next presenter, do not take any questions if you have used up your allotted time.
Interactive Poster Paper Author FAQs
Giving an Archiving 2022 Interactive Poster Paper consists of four ways for you to interact with other attendees and get feedback on your paper, specifically through
- your POSTER, which will be posted online as a PDF for feedback and comment;
- an INTERACTIVE PREVIEW, where you give a 5-minute (confirmed) summary talk of your research/poster (your specific time was sent by email, you can also find it in the online program);
- an INTERACTIVE SESSION, scheduled for 9 June, 12:25-13:25 (NY); where you display your poster virtually and talk with others about your work; and
- your PROCEEDINGS PAPER, which is published in the conference proceedings and on the IS&T Digital Library, or your 1-2 page EXTENDED ABSTRACT, which is shared with conference attendees but not published in the IS&T Digital Library.
Interactive Paper presenters need to prepare 3 things:
- Proceedings manuscript or 1-2 page extended abstract (see above)
- Preview slides
- Poster for viewing
How Interactive Poster Paper Session works
IS&T is using Gather for the Interactive Poster Paper Session. Your posters will be available for viewing 24/7 via the Gather interface.
Gather allows you to stand in front of your poster as you would in a live event and for attendees to come up to you and ask questions. As a poster author, you are expected to be online in the Gather platform and available to answer attendee questions for the entire Interactive Poster Session. This is a special opportunity to learn from and meet experts in your field and gain valuable contacts for the future.
The Interactive Poster Paper Session is scheduled for 9 June, 12:25-13:25 (NY).
Prepare your Poster
- UPLOAD DUE DATE: 30 May
- Design your poster to be approximately A0 size (1.9 x .85 meter or 48 x 36 inches) as you would for an in-person event.
- See "Poster Layout Samples" in the "Files and Links" section in the left column of this page.
- We suggest a horizontal/landscape orientation.
- Pay particular attention to keeping text to a minimum and using images, graphs, and/or charts to enhance its visual interest.
- Save the poster as a PDF and SUBMIT to IS&T via the OpenConf System using the “Poster PDF” field.
- Consider the “Better Poster” guideline and templates to assist you in preparing your poster. (These templates were created by Mike Morrison, a doctoral student in Psychology at Michigan State University. If you want to know more and have time, his YouTube video is an entertaining exploration of some of the problems with scientific papers and his ideas for improvements. Fast forward to 10:40 for his explanation of the template).
Poster Preview Slides
The goal is to entice people to come talk with you about your work during the Interactive Poster Session. (Don't forget to include a slide with the name and authors of the paper!)
- For your 5-minute (confirmed) Interactive paper preview, we suggest you create 3-5 slides to highlight your talk.
- View the preview as an introduction/overview to your topic and invitation to talk to you during the Interactive Paper Poster Session.
- Your slides should answer these questions:
- What problem did you want to solve?
- What was your approach/methodology?
- What are your results?
- If you cannot present LIVE due to an emergency or unplanned circumstances, we require notice of three working days and must be provided with a recording of your talk. Here’s a step-by-step guide to turn a PowerPoint presentation into a video.
Best Practices for Live and Pre-recorded Presentations
IS&T has put together a document full of best practices for giving a live, or if necessary pre-recorded, presentation. We understand if all recommendations are not possible in individual cases. Please review the list and implement as many suggestions as you can.
Author Resources
1. Packaging your PowerPoint Slides
Detailed instructions can be found in the Package Your Power Point Slides pdf. Here is an overview:
a. In PowerPoint, select FILE –> EXPORT –> Package Presentation for CD.
b. Be sure to check the boxes to "include linked files and embedded TrueType fonts".
c. Check "Inspect presentation for inappropriate or private information" if you have concerns about this.
d. No need to add a password.
e. Select "Copy to Folder".
f. We recommend creating a new folder to hold the entire package; it will contain the PPT and any associated files. Give the folder a unique name, easy to identify, and compact. (hint: YearMonthSurnameInitial, i.e., 2021JuneYeeM).
g. Confirm that you do want to copy all the linked files to your computer; this includes any files that might be on company servers.
h. After you click "Yes", a package is created and placed in the location you specified above. It will contain the PPT presentation with all of the fonts and graphics embedded. Put a backup copy on a USB drive and have it nearby for the conference.
2. How to Update/Edit Author Information in OpenConf
a. Go to the OpenConf homepage
b. Click Edit Submission.
c. Enter your OpenConf Submission ID number and password: If you have forgotten your password, there are measures to change your password on the OpenConf site.
d. Click Edit Submission.
e. Review the submission and correct any information that has changed.
f. Click Submit Changes.
3. How to Upload your Files to OpenConf
a. Go to the OpenConf homepage
b. Click Upload File.
c. From the pulldown menu, select your upload type: (i.e., manuscript PDF, source document, copyright form, etc.).
d. Enter your OpenConf Submission ID number and password.
e. Click Choose File to select the file you want to upload.
f. Click Upload File.
g. Repeat steps for each file you need to upload.
Note: Please ensure that there is an entry for each author that includes the following: First/Given Name, Last/Family Name, Affiliation, Country, Email address.
4. How to Prepare a Good Poster
a. Design your poster to be approximately A0 size (1.9 x .85 meter or 48 x 36 inches) as you would for an in-person event.
b. See the Poster Layout Samples in the "Files and Links" section of this page.
c. Consider the “Better Poster” guideline and templates to assist you in preparing your poster. (These templates were created by Mike Morrison, a doctoral student in Psychology at Michigan State University. If you want to know more and have time, his YouTube video is an entertaining exploration of some of the problems with scientific papers and his ideas for improvements. Fast forward to 10:40 for his explanation of the template).
d. Don't include too much information. Details are best presented in a form that is easy to interpret visually, without requiring a lot of time spent reading.
e. Strong visuals—images, figures, graphs—are ways to draw others to your work.
f. Each section of the poster should have a descriptive heading; display the material in a logical sequence.
Call for Papers
The Call for Papers is closed, but information is provided below for historic purposes.
CALL FOR PAPERS DETAILS
Program Topics
Authors are invited to submit 1-2 page abstracts for peer-review describing original work in technical areas related to 2D, 3D, and AV materials,. Papers may also address business and cost models; collaborations and partnerships; best practices, lessons learned, and case studies. Submissions are welcome in, but not limited to, the following areas.
Digitization / Imaging
- New developments in digitization technologies and workflows
- Advanced imaging techniques and image processing, e.g., multispectral imaging, 3D imaging, software
- Large scale/mass digitization and workflow management systems
- Quality assurance and control of digitization workflow, e.g., data, targets, software, automation, integration
Preservation / Archiving
- Management of metadata; adapting to and crosswalking cataloging
- Archival and preservation models and workflows
- Emulation, containerization, and normalization
- Formats, specifications, and systems
- Computational techniques for analyzing and processing collections at scale
- Repository assessment; standards and guidelines for preservation processes, archiving methods, new ISO standards, adapting institutional processes to meet new external standards
- Email and web archiving
|
|
Access / Presentation
- Dissemination/use of digitized/imaged materials, e.g., rights management, crowdsourcing, data mining, data visualization
- Deep learning algorithms to improve search results; AI, machine learning, etc.
- Data visualization and automated programming interface (API) e.g. IIIF, Tableau, Storymaps
- Open access and open data strategies
- Integration of linked open [usable] data (LOD/LOUD)/Open source solutions
- New methods for storytelling
- Online exhibits and associated metadata
- Prototypes and work-in-progress
Management and Assessment
- Policies, strategies, plans, and risk management; repository assessment
- Work models: adaptation and opportunities in a hybrid model
|
In recognition of limitations within lab and in-person environments, submissions may be updates or additions to previous work presented; updates to existing projects or projects in progress; lessons learned, including approaches that turned out to be less than optimal (lessons of what not to do).
PEER REVIEW PROCESS AND PUBLICATION
All submitted proposals are peer-reviewed to ensure that the program provides significant, timely, and authoritative information.
- Papers presented at the conference should be complete in regard to advancing the state of knowledge in the area of cultural heritage archiving.
- All papers presented at Archiving 2022 are published Open Access in the conference proceedings, indexed with various services, filed with the US Library of Congress, and made available as downloadable PDFs through the IS&T Digital Library. Authors may also post the authoritative version of accepted papers in repositories and on websites.
- Authors are expected to adhere to the guidelines and ethics found in the IS&T Publication Policy
.
- Conference registration is required for paper presentation. All papers will be presented live.
- The conference language is English.
How to Submit
Prospective authors are encouraged to review all the details below, as well as the IS&T Publication Policy .
Submit: Archiving Submission Site
Submission Deadline: EXTENDED 8 April 2022
Submission Format: 1-2 page extended abstract
Review Format: Peer-review
Submission Template (MS-Word)
REQUIREMENTS
- Extended abstract (1-2 pages of content excluding references) describing original work in any technical areas related to the program topics. This may include updates to existing projects or projects in progress, as well as completed projects.
- Only abstracts submitted according to the IS&T guidelines and template will be considered.
- The abstract should clearly explain the technical content, including how the material is new or distinct from previously presented/published work on the same topic, or whether it is an update or addition to previous work. Submission may also include "lessons learned", approaches that turned out to be less than optimal that can be shared as learning experiences of what not to do. The paper may speculate on how your research ideas will impact the field in the future.
- List primary author and all co-authors with a maximum 50-word bio for each.
- Provide complete contact info (address, phone, e-mail) for the primary author.
- Agree to register for the conference and present the paper live during the technical program as scheduled.
- Agree to submit a final paper by 15 May 2022, if accepted. While IS&T encourages 4-6 page proceedings papers, we also accept 1-2 page extended abstracts. Extended abstracts are provided to registrants, but not posted with the Archiving Proceedings in the IS&T Digital Library.
PRESENTATION FORMAT
- All presentations occur live.
- Authors may request a 20-minute oral presentation (includes Q&A) or 40-minute interactive poster session presentation format; both are considered of equal value, importance, and merit.
- The interactive poster option enables presenters to engage with other conference delegates and get more feedback during an interactive poster session. Plans are to use Gather to facilitate an in-person experience.
DECISION NOTIFICATION
Final decisions on acceptance and presentation format (oral or interactive poster paper) are at the discretion of the Technical Program Committee. Notices of acceptance will be sent by 26 April 2022.
Upon notice of acceptance, authors are sent detailed instructions for submitting the revised 1-2 page extended abstract for inclusion in the final program to registrants, or the full text of the final 4-6 page paper for publication in the conference proceedings, including forms for "transfer of copyright," which includes CC-BY and government employee options. Please note that each author is responsible for obtaining appropriate clearance as necessary.
Final papers and extended abstracts are due 15 May 2022. THE SUBMISSION SITE IS NOW CLOSED
Questions? Contact [email protected]