Files and Forms

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

Author / Presenter Information

 Checklist for Authors/Speakers

Manuscript / Extended Abstract Preparation

1. Confirm your intention to present

Upon receiving acceptance notice, confirm intention to present work at Archiving 2024 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: 4 March 2024
• 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: 5 minutes; no time allotted for questions and answers (Q&A).
• Interactive (Poster) Paper Session: TBD
• Oral: 20 minutes; this includes 1 minute for chair introduction; 15-16 minutes for your talk; and 3-4 minutes Q&A
• Focal: 30 minutes; this includes 1-2 minutes for chair introduction; 24-26 minutes for your talk; and 3-5 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 5-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 5-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 5-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 can be up to 4'x8' size.
• 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.

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.

Focal and 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 Wednesday morning during the morning coffee break. 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 Session is currently being scheduled. 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 5-minute slide presentation.

The Interactive (Poster) Paper Session

The Interactive (Poster) Paper Session is currently being scheduled. 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

Submission Deadline Extended to 12 January 2024

Program Topics
Peer Review Process and Publication
How to Submit
Archiving Review Process and Publication FAQs
IS&T PUBLICATION POLICY 
      

 Archiving 2024: Science • Sustainability • Security

2024 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:

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).

All papers presented at Archiving 2024 are published Open Access. For reference, papers from past Archiving conferences are published on the IS&T Digital Library/Archiving.

PEER REVIEW PROCESS AND PUBLICATION

All submitted proposals are peer-reviewed to ensure that the program provides significant, timely, and authoritative information. Details of the process are documented in Archiving Review and Publication FAQs.

• 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 2024 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).

JOURNAL-FIRST PAPER

Submit via: jist.msubmit.net OR jpi.msubmit.net
Submission Deadline: 15 Nov 2023
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 10 January. Final papers are due by 29 February 2024, following the final decision letter.

Submit JIST-first

Submit JPI-first

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 29 February 2024.

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

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
Submission Deadline: 12 January 2024
Submission Format: minimum 2-page extended abstract (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 4 March 2024, 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

• 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 8 February 2024. 

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 4 March 2024.

Questions?  Contact [email protected]

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