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 Author Deadlines
  Submissions Due 5 April
  Paper Notification 30 April
  Final Manuscripts Due
28 May
 Program Deadlines
  Registration Opens
  Short Courses Begin
8 June
  Technical Program Begins


For ALL Archiving 2021 Authors


Final Submission Instructions

  • 4-6 page proceedings manuscripts or 1-2 page extended abstract
  • Deadline: 28 May
  • Use the reviewer comments to revise and finalize your submission.
  • Use the Word template to format your submission.
  • Final documents should be print-ready PDF files. Be sure that all fonts and graphics are embedded.
  • IMPORTANT - UPDATE your submission information with ALL changes (i.e., title, author(s), affiliations). See Updating Information in OpenConf below.
  • Use the OpenConf system to UPLOAD the manuscript and copyright transfer form, as well as the poster PDF (for interactive only).


Presentation Lengths

  • Interactive Paper Poster Previews: Each author has 5 minutes to summarize work prior to the Interactive Paper Poster Session.
  • Oral: 20 minutes, which includes 1-2 minute for speaker change and chair introductions and 3-4 minutes for Q&A. We suggest you plan your talk for 14-16 minutes.
  • Keynote: 50 minutes, which includes 1-2 minutes for chair introduction and 5-7 minutes for Q&A. We suggest you plan your talk for ~42 minutes.


Presentation Slides

  • 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 impression.
  • Your slides should be concise, clear, and the appropriate quantity for 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 conference.


Copyright and Other Things to Note

How to prepare your copyright release

Select one of the four (4) copyright options offered by IS&T within the copyright transfer agreement file. Download, complete, and sign.
  • Standard copyright transfer to IS&T
  • US Government Employee Consent to Publish
  • Crown or other Government Employee Consent to Publish (non-US)
  • CCBY
Presentation requirement: At least one author per paper is required to pay for a full conference registration (member/non-member rate).

Training and AV Check

Training sessions are planned to test your background, lighting, audio, camera, and slide deck to ensure your presentation runs smoothly.

  • During that time, you will learn how to interact with the conference portal and software interface. 
  • Depending on the conference schedule, this training session will take place either the day before your talk or earlier. 
  • For the training, be in the location you will present from for the conference – if you attend the training from a different location, then any testing we do may not be relevant on the day of your presentation (i.e., internet, lighting, sound).
  • You will receive an email inviting you to select from the available training sessions.


Day of Presentation

  • Be online during the break before your session or 30 minutes prior to the start of your session. At this time, we will call on you and do a second AV check to ensure everything is working properly.
  • 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. Talks may not run over – prepare accordingly.
  • 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.

Interactive Poster Paper Author FAQs

Giving an Archiving 2021 Interactive Poster Paper consists of four ways for you to interact with other attendees and get feedback on your paper, specifically through

  1. your POSTER, which will be posted online as a PDF for feedback and comment;
  2. an INTERACTIVE PREVIEW, where you give a 5-minute summary talk of your research/poster;
  3. an INTERACTIVE SESSION, where you display your poster virtually and talk with others about your work; and
  4. 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:

  1. Proceedings manuscript or 1-2 page extended abstract
  2. Preview slides
  3. Poster for viewing


How Interactive Poster Paper Session works

IS&T is testing software for the Interactive Poster Paper Session. Details will be provided here once a platform has been chosen.

The Interactive Poster Paper Session is scheduled for 12:35-13:20 EDT on Wednesday, 23 June 2021. As a poster author, you are expected to be online and available to answer attendee questions for the entire 45-minute Interactive Poster Session. This is a special opportunity to learn from and meet experts in your field and gain valuable contacts for the future.

Prepare your Poster:

  • 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.


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 Interactive paper preview, we suggest you CREATE 3-5 slides to highlight your talk.
  • Refer to the "Interactive Preview Slide Template" under "Files and Links" in the left column of this page.
  • SUBMIT to IS&T via the OpenConf System using the “Pres. Slide” field.
  • 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.

During the Interactive Paper Poster Session: We are finalizing our plans. Stay tuned!


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, 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. 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.
d. Strong visuals—images, figures, graphs—are ways to draw others to your work.
e. Each section of the poster should have a descriptive heading; display the material in a logical sequence.


Call for Papers

On this page

Program Topics

Authors are invited to submit 1-2 page abstracts for peer-review describing work in technical areas related to 2D, 3D, and AV materials within, 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
  • Large scale/mass digitization and workflow management systems
  • Quality assurance and control of digitization workflow, e.g., targets, software, automation, integration



Preservation / Archiving

  • Formats, specifications, and systems
  • Management of metadata
  • Standards and guidelines
  • Archival models and workflows

Access of 2D, 3D, and AV materials
  • 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.
  • Open access and open data strategies
  • Integration of linked open [usable] data (LOD/LOUD)/Open source solutions
  • APIs (automated programming interface, e.g., IIIFs)
  • New methods for storytelling
  • Prototypes and work-in-progress


Management and Partnerships

  • Policies, strategies, plans, and risk management; repository assessment
  • Business and cost models
  • Collaborations and partnership best practices/lessons learned/case studies
  • New work models: remote solutions, work-arounds, challenges in a pandemic climate

Your proposal can include the following:

  • Original work
  • An update or addition to previous work
  • Updates to existing projects or projects in progress, as well as completed projects
  • "Lessons learned": approaches that turned out to be less than optimal that can be shared as learning experiences of what not to do



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 2021 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 via:
Submission Deadline: 5 April 2021
Submission Format: 1-2 page extended abstract
Review Format: Peer-review
Submission Template (MS-Word)


  • 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 28 May 2021, 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.



  • All presentations will occur live; authors are encouraged to provide a backup recording in case of AV trouble.
  • 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. 


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 30 April 2021. 

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 28 May 2021.

Questions?  Contact