e_conservation, the online magazine - Publication Guidelines

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Publication Guidelines

e_conservation is a free publication distributed bimonthly.

It is a magazine entirely dedicated to promote the free access to the knowledge and documentation in the field of conservation.

e_conservation magazine is published only in digital format and is available for free download on our website, in .pdf format.

The submission of a contribution for publication has to be original as it can not enter in conflict with any article previously published elsewhere under restrictive copyright by the author(s). Also, it can not be currently submitted for consideration to any other publisher. In case the paper is written under collaboration with more authors or institutions, it is the author’s responsibility to obtain the required approval from all the parts involved.

The authors will retain all the copyrights of their papers after publication. e_conservation is an open access magazine which works under Creative Commons Attribution - Noncommercial - No Derivative Works License. This means we allow unrestricted use, transfer and distribution under the specified conditions. To see the license please click here.

e_conservation advices that the published information is believed to be true and accurate but can not accept any legal responsibility for any errors or omissions that may occur or make any warranty for the published material. It is implicit that when an article is submitted, the author has read all the rules and acknowledged them.

The guidelines stated below are given as assistance with the preparation of the manuscript.

The procedure was processed to be as simple as possible so it can be easily followed. This will also prevent us from receiving several formats with different layouts in order to facilitate the editing process.

Download the template for the manuscript in .DOC or .RTF format and work directly on this file.

You can use programs such as MS Word or other compatible to edit this file. In addition, here you can see an example of a file already completed so you can get an idea of how your finished document should look like.

GENERAL RULES OF SUBMISSION:

Language

1. Language

The working language is English and we strongly advice the authors to use it. However, due to the linguistic diversity in Europe, in case the author’s native language is other than English and he wishes to keep the manuscript in his original language, the following may also be accepted: French, Spanish, Portuguese, Italian and Romanian.

Please use check spelling when you write your article. Use only UK or American spelling (not mixed). In some cases you may consider to ask to a colleague, preferably a native-English speaker, to revise your article before submission.

Word limit

2. Word limit

Being an online publication, the limit of words in each article is not constrained as much as by a printed publication. Our recommendation for the word limit is up to 2000 words although in case of a relevant article this limit can be exceeded. The limit of words includes the bibliographic references.

Approval Process

3. Approval Process

All the received manuscripts are revised by the Editorial Board which is made from conservators and conservator scientists. Each submitted paper is reviewed by at least two members of the Board. The manuscript is assessed against the criteria for inclusion in the magazine (including novelty, impact, correctness and relevance to the conservation cultural heritage sector) and is returned with a review and recommendations on the acceptability to the author.

The decision of the Board may take one of these forms:

» The submission is accepted as is;

» The submission is accepted subject to minor corrections which do not require an additional reviewing process;

» The submission is suitable but parts of it require a level of improvement by which an additional reviewing will be needed. On this case a deadline of one month will be given to the author in order to return the corrected manuscript;

» The submission is rejected based on criteria which include insufficient information, paper already published elsewhere, and lack of originality.

Copyright

4. Copyright

The authors will retain all the copyrights of their papers after publication.

e_conservation is an open access magazine which works under Creative Commons Attribution, Noncommercial - No Derivative Works License.

It is implicit that when an article is submitted, the author has read all the rules and acknowledged them.

Co-authors

5. Co – authors

If the paper has more than one author, the first author (or any other, if nominated) must be responsible for the correspondence, terms of submission and for liaison.

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SUMBISSION:

Submission address

6. Submission address

Submissions and any other related correspondence to the submission will be sent to: submission(at)e-conservationline.com. Please do not send your submission to any other email address as you may cause problems to our mailing system.

Submission

7. Submission

Please see also Submission section.

Submission is simple if you follow the guidelines and work directly on the given Template.

Manuscripts should be sent in editable format (.doc or .rtf format according to the submission template or .txt format). Manuscripts should NOT be sent directly in .pdf format. Do not use Read Only attribute or compression format like .zip or .rar.

The images and figures should not be embedded in the text. Please send them as files separately attached to your e-mail.

However, if one wishes to be assured of the suitability of the proposed article to the criteria of the magazine in advance of submitting the manuscript, here can be found a Preliminary Submission form. This is an optional method, recommended for time saving in case the author is not sure of the reliability of the article.

Biography

8. Biography

Authors are asked to include in their submission a short biography (up to 200 words), which should mention:

- Complete Name and Surname

- Contact address: email (in case it shouldn’t become public the author should specify this)

- Author’s specialization / scientific title

- Education (main degrees)

- Actual occupation / Institution (if applicable)

- Some reference publications (if applicable)

This aims to help establish a better communication between the author and the public.

Manuscript preparation

9. Manuscript preparation

You must remember that e_conservation is a magazine dedicated to conservators but some readers may happen to be non-specialists. Try to use accessible terms and to explain the scientific and technical ones with respect for the readership.

The following detailed guidelines are recommended with educational purpose. You may wish to read them before proceeding with your article.

Abstract

» Abstract

Papers should start with the abstract. The abstract can not exceed 150 words. The abstract is an abbreviated summary of the article and is used to help the reader quickly ascertain the paper’s purpose. The abstract can not contain quotes from other publications.

Introduction

» Introduction

Introduction should indicate the purpose and the relevance of the presented subject in the field of conservation and the expected outcome.

Tables, diagrams, graphics and related

» Tables, diagrams, graphics and related

Tables, diagrams, graphics and all related can be inserted in the text. Use Arabic numeral e.g., “1, 2” and give to each table or any other object that you include a short description stating what it represents besides the title. E.g., “Graphic 1. Lady’s Church. Values of moisture in the north wall, recorded at 15.06.2004”.

In case you are using figures that belong to another author, please add a line of acknowledging the source between parentheses.

Acknowledgements & any other sheets

» Acknowledgements & any other sheets

Acknowledgements should be placed between the Conclusion and the References. Other sheets such as safety data sheet or material technical sheets that may be necessary should be inserted at the bottom of the file.

Figures and Images

» Figures and Images

Do not insert your images or figures in the text but send them separately by email. They will be inserted later in the text, by the order you establish and according with the layout of the .pdf. Thus, do not forget to insert references for your figures and images in the text. E.g., “…text [see image 1] text...” Figures and images should always be sent as files attached separately to your email.

Ordering

Use chronological numbering for your images or figures (with Arabic numerals e.g.: 1, 2) and provide a title and a short description for each, e.g., “Image 4. Lady’s Church. Altar during the conservation treatment (date if applicable)”

Resolution and Format

Photographs should have at least a resolution of 150 dpi but do not send images bigger in size than 3 Mb / each. Use JPG, Bitmap, PNG or TIF formats for your images. Images can be black and white / color according to what suits the author.

Scale

As e_conservation is an online magazine published in .pdf digital format, images can be zoomed on screen and printed at any page size the reader wishes. Please include a scale bar superimposed at a convenient place in the image in case you need to show the scale.

Image Copyright

Copyright for the images is the responsibility of the author. Any image received will be automatically considered possible to release on internet publishing and it is assumed that the author has checked and solved the copyright issue before submitting it to e_conservation.

References

» References

References should be numbered consecutively, between square brackets e.g., [1]. They have to be included in the text each time the quoted author is mentioned. The order in which the references are listed in the end of the paper should be the same as the one in the text (NOT in alphabetical order).
References must follow the next format:
Publications
[1] Name’s Initial(s) Surname and Name’s Initial(s)., Surname, “Title of the Chapter/Article/Other”, Publication Name/Book, ed. Editor’s Name, Publisher’s Name, Place, (year) Volume Page Numbers
E. g., [1] J. R. Barnett, S. Miller, S. and E. Pearce, Colour and art: a brief history of pigments, Optics and laser technology 38, no. 4-6 (2006) pp. 445-453
Use initials for first and middle names, e.g., J.H. Townsend.
In case the quoted work has several authors, you can use ‘et al.’ in your reference.
Book, Journals and other publication titles should be set in Italic and the significant words must be capitalized, e.g., The Conservation of Mural Paintings
In case a quoted work was not yet published, please mention “in press” instead of the date. If no date of publication is given use (n.d.) in place of the date.
Internet publication
[2] Name’s Initial(s) Surname and Name’s Initial(s)., Surname, “Title”, electronic address (the date you visited the site).
Please provide a valid .url to the respective website.
E.g., [2] J. Bogaard, H.R. Morris and P.M. Whitmore, A method for the aqueous deacidification of oxidized paper, Journal of the American Institute for Conservation, Volume 44, Number 2 (2005) pp. 63-74,
http://aic.stanford.edu/jaic/articles/jaic44-02-001.html (accessed 6 April 2006).

Style

» Style

Capitalization

Please capitalize specific names e.g., “Oxford University” but do not capitalize words like “conservator” or “artwork”.

Acronyms and Abbreviations

Must be written in full when they appear for the first time in the text, followed by the acronym between parentheses, e.g., “Scanning Electron Microscopy (SEM)”, and if they are to be used several times, only the abbreviation or acronyms should be given, e.g., “SEM”.

Paragraphs

Separate paragraphs with a blank line. Do not use intend in the beginning of your paragraphs.

Quotations

Use quotes each time you are quoting another author and provide the [reference].

Numbers and Measurements

Use numbers as numerals, e.g., “5 cm” and points to indicate decimals, e.g., “0.5 cm” (do not use commas instead of points).

Centuries and Decades

Use this formats: “the 20th century” and “the 1870s” for decades.

Units

Please use SI (Système International) units for all numerical data.

Headings

Use bold for headings and underline for sub-headings. You may also use a numeric system in case it is required.