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Files and Forms

IS&T Publication Policy 
Submission Template (MS Word)
Final Manuscript Template (MS Word)
Copyright Form 
Visa Invitation Request Form 
Poster Layout Samples 

JIST Special Issue Invitation

Archiving 2023 presenters are invited to expand the paper/work presented at Archiving in June to a journal-length, journal-quality manuscript for peer-review and publication in a special issue of the Journal of Imaging Science and Technology. Authors are required to pay page charges, but will have their papers published Open Access vs. behind the subscriber firewall.

JIST is published in the IS&T Digital Library. View current and past issues by clicking on the link.

JIST Guidelines

• Authors are expected to adhere to the IS&T Publication Policy  and IS&T Publication Guidelines
• Authors should review:
  • JIST Author Guidelines
  • JIST Transfer of copyright form
  • JIST Page Charges

Submission Details

Submit via: jist.msubmit.net / select the Archiving Special Issue option
Submission Deadline: 30 September 2023
Submission Format: Standard-length, publication-ready paper
Review Format: Standard journal peer-review

Initial decisions and requests for any revisions will be sent to authors by 15 December 2023. Final papers are due by 15 February 2024. As soon as manuscripts are finalized, they will be published on FastTrack, then compiled for issue #2 (March-April) . Upon final acceptance, authors will pay JIST page charges ($80/page) and return the appropriate transfer of copyright.

Final papers are due by 15 Febuary 2024.

Questions? Contact us at either [email protected]

Author / Presenter Information

 Checklist for Authors/Speakers

☐  Confirm intention to present ☐  Apply for a visa, if needed      Submit      ☐  Final manuscript      ☐  Thumbnail Image      ☐  Copyright agreement      ☐  Additional Items for Interactive Presentations ☐  Update title and author info in OpenConf ☐  Upload files to OpenConf ☐  Pay the registration fee for Archiving 2023 ☐  Make travel arrangements and hotel reservation ☐  Prepare presentation

 

Manuscript / Extended Abstract Preparation

1. Confirm your intention to present

Upon receiving acceptance notice, confirm intention to present work at Archiving 2023 and confirm the speaker.

2. Apply for a US visa, if necessary

Consular delays can be significant. Apply as soon as possible. On request, using the Visa Support Request Form, IS&T will provide a letter of support confirming that you are expected to speak at the conference.

3. Prepare Final Manuscript / Extended Abstract

• 4–6-page proceedings manuscript
  • if you plan to submit an extended abstract in lieu of a proceedings paper, you may submit a revised 1-2 page document; if no revision is uploaded by the deadline, we will use your abstract exactly as originally submitted.
    
• Deadline: 15 May 2023
• Use the reviewer comments to revise and finalize your submission.
• Use the Word template to format your submission.
• Final documents should be high-quality print-ready PDFs. Submit PDF along with source files. Be sure that all fonts and graphics are embedded. Type 3 Fonts are not allowed. 
• If there are any hyperlinks in the manuscript (including in the references), please confirm that they work as expected. If linking to an electronic document, link to the DOI.
• IMPORTANT: IS&T does not edit nor proofread papers. We publish the final version that you provide.

4. Create a Thumbnail Image

This is going to appear next to your article in the Digital Library, so it should not be very detailed. Select a visually interesting image or portion of an image/graph from the paper. 

• Crop to (w) 350 pixels x (h) 206 pixels set to 150 dpi.
• Color mode: RGB
• Flatten the image, if an option.
• Save as PNG or JPEG/JPG 

5. Sign the Copyright Agreement

A completed copyright agreement is required for publication. Standard transfer, CCBY, and government options are available, select only one.

6. Update Submission Information

• Update the final manuscript title, author(s), affiliations, and short abstract to match your final paper exactly. See Updating Information in OpenConf below.
• Update/add the biography of the presenting author; this is shared with the session chair for the introduction of your paper.
• Update your contact information and any co-author information any time it changes.

7. Upload files to OpenConf

• See How to Upload your files in OpenConf below.
• Upload your manuscript (PDF and Source), thumbnail image, copyright agreement, and any other requested documents.

8. Register for the conference

At least one author per paper must pay the full conference registration fee (member/non-member; not student).

9. Prepare your presentation

See Presentation Preparation details below.

Presentation Preparation

Before the conference

Presentation Length

• Interactive (Poster) Paper Previews: 2 minutes; no time allotted for questions and answers (Q&A).
• Interactive (Poster) Paper Session: 75 minutes
• Oral: 20 minutes; this includes 1 minute for chair introduction; 15-16 minutes for your talk; and 3-4 minutes Q&A
• Keynote: 50 minutes; this includes 1-2 minutes for chair introduction; ~42 minutes for your talk; and 5-7 minutes Q&A

PowerPoint Preparation

• Slide aspect ratio 16:9 is preferred, but 4:3 is also acceptable.
• Presenters will be using a shared computer and must come prepared to load their presentations onto it the day before they present.
• Projector details will be provided close to the date of the event.  We expect to standardize on an HDMI interface. Please be prepared to bring an adapter if necessary.
• You may also use the conference artwork from Archiving Slide Art Elements.
• We recommend using the "Package Presentation for CD" process in PowerPoint to collect all of your materials for transport and for backup.
• Put a backup of the presentation in the cloud or on a USB in case of any problems.

Additional Instructions for Interactive Presenters

About Interactive (Poster) Papers

Interactive (poster) papers offer the unique opportunity for authors to make a 2-minute oral presentation during a technical session PLUS have a poster of their work displayed during the entire conference + get direct feedback from other attendees during the Interactive Paper Session. Interactive Papers have three (3) components:

1. Proceedings manuscript as described above
2. Slides for your 2-minute oral preview. 
3. Poster for viewing

The Poster Preview

The goal is to entice people to come talk with you about your work during the Interactive Paper Session. Refer to your acceptance letter or the Program for the day and time of your preview talk.

Please use the Interactive Preview Slide Template to prepare your slides.  You may also use the conference artwork from Archiving Slide Art Elements. (Don't forget to include a slide with the name and authors of the paper!)

Prepare 3-5 slides; keep your 2-minute presentation concise and focus on the key points:

• What problem did you want to solve?
• What was your approach/methodology?
• What are your results?

The Poster

• Posters must fit within 4'x4' (~1 meter x 1 meter). ARCH E and A0 are common sizes that will fit in this area.  ARCH E (36" x48") is most common in the US, A0 may be easier if printing outside the US.
• We discourage the use of multiple pieces of paper; a large-format print is preferred. Simply affixing copies of your paper from the proceedings to your poster board is not acceptable.
• Remember: people will read your poster materials from a distance of ~ 3 feet/1 meter, so text should be large and legible.

Checklist additions for Interactive Presenters Everything from the Checklist for Authors/Speakers (above) PLUS: ☐  Poster Preview Slides (PDF) (upload by June 5) ☐  Poster for Display (hardcopy) ☐  Photo for Interactive sign (upload by June 5)

At the conference

All presenters

• You will be expected to connect with your Session Chair to review any changes to the program, etc. Details will be provided closer to the day of the event.
• Report to the meeting room 10-20 minutes before the session is scheduled to begin.
• The session chair will announce your title, the author(s), affiliation(s), and speaker. If you are a substitute speaker, state your name and the author’s.
• Please help keep the session running on time. Your session chair will signal you when your speaking time is almost done.
• Please note that personal belongings such as briefcases, computers, backpacks, coats, book bags, etc. should not be left unattended in meeting rooms.

Oral Presenters Only

• Still to be determined, but if you are to use your own computer, then either day of or prior to, test your computer on the actual AV equipment in the room—during a coffee break or lunch—to make sure your presentation runs smoothly.
• Q&A is permitted only if there is time remaining for your talk. To be fair to the next presenter, do not take any questions if you have used up your allotted time. Repeat each question into the microphone before answering it.

Interactive presenters only

Poster Set-up

Begins Tuesday afternoon. Go to the registration desk for instructions.

• Your poster location will be identified by a sign with your photo, name, and paper title.
• Materials will be supplied for hanging the poster.
• Proximity to an electrical outlet is not guaranteed given the space so please plan accordingly.

The Interactive (Poster) Paper Previews Sessions

The Interactive (Poster) Paper Preview Sessions take place on Wednesday 21 June and Thursday 22 June. It is important that you arrive early for the session and with the help of the Session Chair, arrange yourselves in the correct order to give your 2-minute slide presentation.

The Interactive (Poster) Paper Session

The Interactive (Poster) Paper Session takes place on Thursday 22 June 11:00-12:15. It is important that you stand by your poster during the entire scheduled time of the Session so that you are available to discuss your work with attendees. We hope you will enjoy the lively interaction that this direct contact provides.

Using OpenConf

1. How to Update/Edit Author Information in OpenConf

• Go to the OpenConf homepage.
• Click Edit Submission.
• 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.
• Click Edit Submission.
• Review the submission and correct any information that has changed.
• Click Submit Changes.
• 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.

 

2. How to Upload your Files to OpenConf

• Go to the OpenConf homepage.
• Click Upload File.
• Enter your OpenConf Submission ID number and password.
• For each file you want to upload, click Choose File to select the file you want to upload, (E.g., Manuscript PDF, Source, Copyright Agreement, etc.).
• On the same row for each file, carefully select the Format for each file to be uploaded.
• Click Upload Files.

Call For Papers

provided for reference only

Program Topics

Authors are invited to submit a minimum 2-page abstract (not including references and bio) using the Archiving Submission Template as a base (all sections MUST be addressed) 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 some continued limitations within lab and in-person environments, we will still consider a selection of submissions that may be more focused on significant updates or additions to existing projects or projects in progress; lessons learned are also welcome, 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 2023 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 .
• To help support free access to manuscripts, a paid conference registration is required for each paper presented.
• 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.

Authors have the option to submit either a traditional conference paper, which will be published in the Archiving proceedings, or a Journal-first paper, which appears in the journal prior to the meeting start date, and as a reprint in the Archiving proceedings, giving the author a journal citation. Journal-first is available for the Journal of Imaging Science and Technology (JIST) or the Journal of Perceptual Imaging (JPI).  

CONFERENCE PROCEEDINGS PAPER

 

Prospective authors are encouraged to review all the details below, as well as the IS&T Publication Policy .

Submit: Archiving Submission Site closed
Submission Deadline: 3 March 2023
Submission Format: minimum 2- page (excluding bio and references) using the Archiving Submission Template (MS Word)
Review Format: Peer-review

REQUIREMENTS

• Extended abstract (minimum 2-pages of content excluding references and bio) 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 during the technical program as scheduled.
• Agree to submit a final paper by 15 May 2023, if accepted. While IS&T encourages 4-6 page proceedings papers, we also accept 1-2 page extended abstracts.

PRESENTATION FORMAT

• 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.

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 around 10 April 2023. 

Upon notice of acceptance, authors are sent detailed instructions for submitting the revised 1-2 page extended abstract or a 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 2023.

Questions?  Contact [email protected]

 

JOURNAL-FIRST PAPER—Option Now closed

Submit via: jist.msubmit.net OR jpi.msubmit.net closed
Submission Deadline: 15 December 2022
Submission Format: Standard-length, publication-ready paper
Review Format: Standard journal peer-review

Why Journal-first?

• Gain an Open Access journal citation, plus conference presentation.
• Guaranteed presentation slot if accepted with minor revisions. Papers requiring major revisions may or may not have a speaking slot depending on timing.
• Fast-tracked review.

Visit the Journal of Imaging Science and Technology or the Journal of Perceptual Imaging pages for more details on how to submit to the journal of your choice. 

Initial decisions and requests for revision, if required, will be sent to authors by 15 February. Final papers are due by 15 May 2023, following the decision letter.

Upon acceptance of papers, authors will pay page charges and register for Archiving per the individual journal's requirements. Rejected papers will be reviewed for possible inclusion in Archiving using the conference submission criteria.

Final papers are due by 15 May 2023.

Questions? Contact us at either [email protected] or [email protected]